Scope and our role
This Privacy Policy applies to the OpenDeed website, applications, customer support, and related services operated by OpenDeed AI Inc. (“OpenDeed,” “we,” “us,” or “our”).
OpenDeed often processes personal information on behalf of a property management company, brokerage, employer, or other customer. In that situation, the customer determines why the information is used and OpenDeed acts as its service provider. Requests about customer-controlled records may need to be directed to that customer; we will support the customer in responding where required.
Information we collect
The information we collect depends on your relationship with OpenDeed and the workflows your organization enables.
- Account and contact information, such as name, business email, organization, role, and authentication details
- Customer workflow data, such as property, owner, tenant, vendor, lease, receipt, bill, maintenance, communication, and document information
- Files and extracted information submitted for review, including images, PDFs, form fields, signatures, and supporting evidence
- Integration data needed to connect or synchronize with services selected by your organization
- Usage, device, and log information, such as IP address, browser, timestamps, actions, error logs, and security events
- Communications and support information you send to us
How we use information
We use personal information only for identified and reasonable business purposes, including to provide and improve the services your organization requests.
- Provide accounts, workflows, review tools, notifications, document handling, and approved synchronization
- Authenticate users, apply permissions, prevent misuse, and protect the service
- Extract, classify, organize, and present workflow information for human review
- Troubleshoot, provide support, monitor reliability, and improve product usability
- Comply with law, enforce agreements, and establish or defend legal claims
- Send service communications and, where permitted, product updates that you can opt out of
AI-assisted processing
OpenDeed uses AI-assisted tools to recognize receipts, classify files, extract fields, suggest categories, and flag uncertain information. These outputs are prepared for review and may be incomplete or incorrect; authorized users remain responsible for confirming material results before approval or sync.
We use customer content to deliver and secure the contracted service. We do not sell customer content. We will not use customer content to train a general-purpose model for other customers unless the relevant customer has expressly agreed to that use.
When we share information
We do not sell personal information. We disclose it only as needed for the service, at a customer’s direction, or for a lawful business purpose.
- To the customer organization and authorized users that control the relevant workspace
- To infrastructure, hosting, communications, security, analytics, support, and AI service providers under contractual restrictions
- To integrations such as property management, signing, or email services when an authorized user enables the connection
- To professional advisers, auditors, insurers, or transaction counterparties subject to appropriate confidentiality duties
- To authorities or other parties when required by law or reasonably necessary to protect rights, safety, and service integrity
Retention
We retain personal information for as long as needed to provide the service, meet customer instructions, comply with legal and accounting obligations, resolve disputes, and protect the service. Retention periods vary by record type, customer settings, and contract.
When information is no longer required, we delete, de-identify, or securely isolate it in accordance with our retention process and technical capabilities. Backup copies may remain for a limited period before they are overwritten.
Service providers and international processing
OpenDeed and its service providers may process information in Canada, the United States, or other jurisdictions where they operate. Information processed outside your province or country may be subject to the laws and lawful access requests of that jurisdiction.
We assess service providers and use contractual and organizational measures intended to protect information during these transfers.
Security
We use administrative, technical, and physical safeguards appropriate to the sensitivity of the information, including access controls, logging, vendor review, and measures designed to protect information in transit and at rest.
No method of storage or transmission is completely secure. Customers and users must protect their credentials, use authorized devices, and notify us promptly of suspected unauthorized access.
Your choices and privacy rights
Subject to applicable law, you may request access to or correction of your personal information, ask questions about our practices, or make a privacy complaint by contacting support@opendeed.ai. We may need to verify your identity before responding.
If your information is held in a customer-controlled workspace, please contact that organization first. You may also have the right to raise a concern with the Office of the Privacy Commissioner of Canada or the applicable provincial privacy regulator.
Cookies and similar technologies
We may use necessary cookies and local storage to keep you signed in, remember settings, protect sessions, and operate the service. We may also use limited analytics to understand reliability and usage. Browser controls can restrict cookies, but blocking necessary technologies may prevent parts of the service from working.
Children
OpenDeed is a business service and is not directed to children. We do not knowingly create accounts for individuals under 16. Customer workflow records may include information about minors when lawfully submitted by an authorized customer for property management or related purposes.
Changes and contact
We may update this policy as our services or legal obligations change. We will post the revised policy with a new effective date and provide additional notice when a material change requires it. Questions or complaints can be sent to our Privacy Officer at support@opendeed.ai.