Privacy Policy

1. Introduction

Signature (“we,” “us,” or “our”) is a conversation intelligence platform for the multifamily property management industry. This Privacy Policy explains how we collect, use, disclose, and protect information when you use our website at signature.rent and our platform (collectively, the “Service”).

We are committed to protecting the privacy of our customers, their teams, and the prospects who interact with them. By using the Service, you agree to the practices described in this policy.

2. Information We Collect

Account Information

When you create an account, we collect your name, email address, company name, property name(s), and other information necessary to set up and manage your subscription.

Call Recordings and Transcripts

When you use the Service, you may upload or connect call recordings. We process these recordings to generate transcripts, performance scores, coaching insights, and analytics. Call recordings and transcripts are stored securely and associated with your account.

Usage Data

We automatically collect information about how you interact with the Service, including pages visited, features used, browser type, device type, IP address, and referring URLs. This data helps us improve the Service and diagnose technical issues.

Billing Information

Payment processing is handled by our Merchant of Record, Paddle (paddle.com). We do not directly collect or store credit card numbers or bank account details. Paddle collects billing information in accordance with their own privacy policy.

Lead Magnet Submissions

If you submit call recordings through our free audit tool, we collect your name, email address, property name, and the audio files you upload. These are used solely to generate your audit report and follow up with your results.

3. How We Use Your Information

We use the information we collect to:

• Provide, operate, and maintain the Service
• Process and analyze call recordings to generate coaching insights, performance scores, and reports
• Send you transactional communications related to your account and subscription
• Improve and develop new features for the Service
• Respond to your requests, comments, or questions
• Detect, prevent, and address technical issues or security threats
• Comply with legal obligations

We do not sell your personal information or call data to third parties. We do not use your call recordings to train general-purpose AI models. Your data is used exclusively to provide the Service to you.

4. How We Share Your Information

We may share your information with:

• Service Providers: Third-party vendors who help us operate the Service, including cloud hosting (Supabase), speech-to-text processing (Deepgram), and AI analysis providers. These providers process data on our behalf and are contractually obligated to protect it.
• Paddle: Our Merchant of Record, which handles billing, payment processing, and tax compliance.
• Legal Requirements: If required by law, regulation, legal process, or government request, we may disclose your information.
• Business Transfers: In connection with a merger, acquisition, or sale of assets, your information may be transferred as part of the transaction.

5. Data Retention

We retain your account information and call data for as long as your account is active or as needed to provide the Service. If you cancel your subscription, we will retain your data for 90 days to allow for reactivation, after which it will be deleted. You may request earlier deletion by contacting us.

Free audit submissions are retained for 12 months after the audit is delivered, then automatically deleted.

6. Data Security

We implement industry-standard security measures to protect your information, including encryption in transit (TLS) and at rest, access controls, and regular security reviews. However, no method of electronic transmission or storage is 100% secure, and we cannot guarantee absolute security.

7. Call Recording Consent

You are responsible for complying with all applicable laws regarding call recording consent in your jurisdiction. Many states require one-party or all-party consent before recording a conversation. Signature provides the tools to process and analyze recordings — it is your responsibility to ensure proper consent is obtained before any call is recorded.

8. Cookies and Tracking

We use essential cookies to maintain session state and preferences. We may use analytics tools to understand how visitors interact with our website. We do not use advertising cookies or sell tracking data to third parties.

9. Your Rights

Depending on your jurisdiction, you may have the right to:

• Access the personal information we hold about you
• Request correction of inaccurate information
• Request deletion of your personal information
• Object to or restrict certain processing of your data
• Request a portable copy of your data

To exercise any of these rights, contact us at ethan@signature.rent. We will respond to your request within 30 days.

10. Children's Privacy

The Service is not directed to individuals under the age of 18. We do not knowingly collect personal information from children. If you believe we have collected information from a child, please contact us and we will promptly delete it.

11. Changes to This Policy

We may update this Privacy Policy from time to time. If we make material changes, we will notify you by email or through the Service. Your continued use of the Service after the changes take effect constitutes your acceptance of the revised policy.

12. Contact

If you have questions about this Privacy Policy or how we handle your data, contact us at ethan@signature.rent.