Privacy Policy

This Privacy Policy explains what information DNA Innovations, LLC, which operates roomkind (“roomkind”, “we”, “us”), collects when you use the roomkind website, web app and mobile apps (the “Service”), how we use and share it, how long we keep it, and the choices and rights you have. DNA Innovations, LLC is the controller of your personal information. It should be read with our Terms of Use.

In short: we collect what you and your housemates put into the app so it can work. Your household can see what is shared in it. We use a small number of service providers to host and run the Service. We don't sell your information, we don't show ads, and we don't use tracking or analytics cookies.

1. Information we collect

Information you give us

• Account information: your email address and display name; your password (stored only as a secure hash) if you set one; the public key of any passkey you create (Face ID, Touch ID, Windows Hello or similar; your fingerprint or face never leaves your device); and, if you sign in with Google or Apple, the identifier, name and email address those services share with us. If you turn on two-factor sign-in, the secret your authenticator app uses, kept by our sign-in provider.
• Profile information: your phone number, and anything optional you choose to add: a contact email, payment handles (Venmo, Cash App, PayPal, Zelle), pronouns, birthday (month and day only), allergies and dietary notes, a short “about me”, a profile photo, an emergency contact's name, phone number and relationship to you, your profile color, and whether your new calendar events show details or just “busy” by default.
• Household content: what you and your housemates add to a household, such as bulletin posts and acknowledgements, room bookings, calendar events and replies, to-dos, meal plans, shopping lists, receipt photos and PDFs, expenses and settle-ups, home care items and photos, ideas, comments, house rules and votes, guests, away dates, packages, pet routines, renewals, lists, removal votes, and Safe items.
• Settings: your notification choices, theme, and which household you last had open.
• Agreements: which version of these policies you accepted, and when.
• Messages to us: anything you send when you contact us.

Information collected automatically

• Device and log information: when you use the Service, our hosting providers automatically record technical information such as your IP address, browser and device type, pages requested, and the date and time, for security, abuse prevention and troubleshooting.
• Push subscriptions: if you turn on lock-screen notifications, your browser gives us a push address for that device, and we store it with the device's browser name so you can tell your devices apart.
• Cookies and local storage: we use only what the Service needs to work: cookies that keep you signed in, remember your theme and the household you last had open, and local storage for small conveniences such as hiding a prompt you dismissed. We don't use advertising, analytics or cross-site tracking cookies, so there is nothing to opt out of.

Calendars you bring in

If you paste a private calendar link from Google, Apple or another service, we store that link encrypted and use it to fetch the calendar about once an hour. We keep the title, location and times of events from about two weeks ago to 90 days ahead, and we don't store descriptions or attendee lists. Only you can see the details. Unless you turn it off, housemates see that you're busy at those times, and nothing else. Landlords and property teams can't see it, and our support tools can't show it. Calendars you bring in, and their links, are deleted when you remove them, leave the home, delete your account, or when the home is reset.

When files are deleted

When a photo or file is deleted, or removed because you left a home or the home was reset, access to it through roomkind ends immediately and the file is permanently deleted from storage within about two hours. A link already issued may keep working until it expires, up to one hour. Files uploaded but never attached to anything are deleted after about a day. Backups may hold copies until they age out. Photos in messages with your landlord and move-in or move-out photos are kept as described in this policy.

Problems you report

If you use Report a problem, we keep what you write, your account, the page you were on (with personal parts removed), any error reference and the app version, so roomkind support staff can read and answer it. We email you only if you tick the box. Requests are deleted 12 months after they're resolved, or when you delete your account. Please don't include passwords or other secrets.

Error reports and usage counts

When something breaks, the app records what went wrong in our own database: the page or function, a short error message, a reference code, how many times it happened, and when it was first and last seen. Before storing a report, automatic filtering removes email addresses, query strings, tokens, long numbers and quoted text as far as it can, and we don't add your name, account, IP address or form contents. Only our support staff can read these reports, every read is recorded, and we keep them for up to 90 days. We also look at totals, such as sign-ups per week or how many homes were active. These are counts only and don't involve reading what you wrote.

If you apply for a rental or book a showing

A landlord can list a vacant unit on a public roomkind page. You don't need an account to apply or to book a showing there.

• Applications: your name, email address, and anything else you choose to give: a phone number, when you'd like to move in, how many people would live there, your monthly income and a message. We don't ask about protected characteristics.
• Showings: your name, your email address and/or phone number, the time you picked and any note. To limit spam we also keep a one-way scrambled form (a hash) of your IP address, not the address itself. We email you to confirm, if the time changes or is cancelled, and once as a reminder before the showing. If you later apply with the same email address, the application is linked to your showing.

Only the admins and managers of the landlord's team see applications and showing requests. Neither is shared with the unit's current tenants, the landlord's maintenance or front desk staff, or the building's owners. Applications are deleted 180 days after the listing closes. Showing requests are deleted 180 days after the listing closes, or a year after they were made, whichever comes first. To have yours deleted sooner, ask the landlord or email us.

Information about other people

Some features let you enter information about people other than you, such as your emergency contact or a guest's name. Please only do so with their permission. We use that information only to provide the feature to your household.

2. How we use information

We don't sell your personal information, use it for advertising, or make decisions about you that have legal or similarly significant effects based solely on automated processing. We don't allow our service providers to use your information to train AI models.

3. Who can see your information

• Your housemates. Members of each household you belong to can see your profile (name, photo, phone number and the optional details you add) and what is shared in that household, as described in the Terms. Safe items can be limited to specific members. Calendar events you mark private show only as “busy” to anyone you haven't added to them. People outside your households can't see any of it.
• Your landlord, if your home has one. If a landlord set up your household on roomkind, they can see your name, when you joined and whether you are marked on the lease, along with the home's name, address and lease dates, the title, status, urgency and date of open repairs, and when visits are scheduled. They can mark a repair complete, and everyone in the home is told. They can't see the notes, costs or comments on a repair, who reported it, your contact details, your calendar, expenses, messages between housemates, Safe items or anything else shared in the household. They can't see a photo on a repair unless someone in your home chooses to share it. Sharing covers that one photo, and anyone in your home can stop sharing it at any time, which ends your landlord's access. Your landlord's team can't be made to give back a copy they have already saved. You and your housemates can see the name and contact details your landlord has provided. A household owner can remove a landlord's access at any time.
• Your building's team. A building can have several landlords or managers. The building's admin gives each of them a role, and we keep a record of role changes that the team can read. Depending on their role, a team member can see everything listed above for every home in it, or only unit names, repairs and the front desk log. If your landlord set up amenities, they can see which home and person made each booking; other residents only see that a time is taken. Messages you send your landlord can be read by everyone on the team, and they keep them after you move out. If your account is deleted, they keep those messages without your name attached. A reply signed "Management" hides the writer's name from you, but not from their team. If your landlord posts rent or fees, they can see whether your home has marked them paid. Payment links go to your landlord's own payment provider, whose privacy policy applies, and roomkind doesn't receive your payment details.
• Records your landlord keeps. Move-in and move-out checklists, condition photos and key records are shared with your landlord's team and with the people living there while the record is open. Your landlord keeps them after you move out or delete your account, and you lose access, so save copies you may need. If you answer whether you plan to renew your lease, your landlord and you can see the answer, but your housemates can't. Your landlord's team can keep its own notes about a repair and assign it to a named vendor, whose name you may see, and these notes aren't shown to you. If your landlord turns a message into a repair, everyone in your home can see that repair, but not your message. Documents a landlord uploads for your home are removed when the unit is reset; documents for the whole building stay. If you delete a repair, your landlord's team keeps its own record of it, with the repair's title and urgency and their notes and photos. Messages with your landlord, and any photos in them, are kept by your landlord's team after you move out or delete your account, and you lose access, so save copies you may need. Those photos can be seen only by you, while you live there, and by whoever manages your home.
• Renters insurance. If you or your landlord add your renters insurance, we keep the insurer, policy number, liability coverage, end date and a copy of your proof of insurance. You, and your landlord's admins and managers, can see and change it. View-only teammates can see it. Other people in your home can't. If your landlord turns on insurance reminders, you get an in-app reminder before the policy ends, never by email, and you can mute it. You or your landlord can remove it at any time, and it's deleted if your account is deleted.
• Signing documents. If your landlord asks you to sign a document such as a lease, we keep a copy of the document exactly as sent, with a fingerprint (a hash) of it. When you sign, we record the name you typed, the time, your agreement to sign electronically and which wording you agreed to, and your browser. If you decline, we keep the reason you give. A landlord can fill in their own lease with details from roomkind, such as tenants' names, the unit, dates and rent. Signed documents stay with your landlord's records after you move out, and you can download a copy while you live there.
• Keys and locks. Your landlord's team can record which keys, fobs or remotes you hold and when they were given and returned, and any deposit for them. Door codes are encrypted before they're stored, can only be read by the team's admins and managers, and are never put in emails, notifications, logs or downloads. The team's maintenance and front desk staff don't see which keys tenants hold.
• Building owners. A landlord's team can invite the owners of a building to their own read-only view of it. Owners see statements and reports for their buildings with unit names and amounts, but never tenants' names, contact details, messages or applications. If a repair costs more than an amount the team set, owners are asked to approve it and see its title, unit, estimate and the team's note about it. If you're an owner, we keep your name and email address, and your approval decisions and notes, which the landlord's team can see.
• Vendors. If your landlord sends a repair job to a vendor, the vendor can see the job title, the unit name and address, the visit time, and a phone number your landlord chose, through a private link that expires. They don't see your name or anything else about your home. Job titles can come from what you wrote when reporting a repair, so please don't put private details in them. Landlords can keep a list of vendors' names and contact details. Updates, notes and photos a vendor sends are shown only to the landlord's team.
• Front desk. If your building has a front desk on roomkind, its team can log packages, including an optional photo, and visitors for your home. Only your home and the building's team can see them. If you add a visitor, you give us their name and any note you add, and the team sees them on the day of the visit. Please only add what the desk needs, and let your visitor know. Visitor records are deleted 30 days after the visit. Collected packages, who collected them and any photo are deleted 90 days after collection, and also when a home is reset.
• Unit history. For each unit a landlord manages, roomkind keeps a history for the landlord's team: tenants joining and leaving, invites sent and accepted (with the name or email the landlord entered), lease dates, renewals and resets, rent set and charges posted and confirmed, repairs opened and completed (by title), move-in and move-out records opened and closed, and notices the landlord sent. Earlier entries were filled in from records already held. It never includes anything residents write to each other, or repair notes, costs or photos. Only the landlord's team can see it, and team members whose role covers only maintenance or the front desk see repair entries only. It stays when a unit is reset or a tenant leaves. After you delete your account you appear in it as "A former tenant". It's deleted if the unit itself is deleted.
• Team activity. When you work on a landlord's team, what you change there (buildings, units, money, tenants, settings, roles, automations, integrations and downloads) is logged with your name and the time, for that team's admins to see. Bookkeepers on the team see the money entries. It never includes passwords, keys or file contents, and it's kept for two years.
• Unit info and guest guides. A landlord can add details for a unit, such as the Wi-Fi name and password, door and building codes, trash days, a phone number, questions and answers, and documents such as appliance manuals. Everyone living in the unit can see them, and they stay when tenants or guests change. The Wi-Fi password and codes are encrypted before they are stored. They're deleted if the unit is deleted.
• Integrations a landlord sets up. A building's admin can send event alerts, for example "New repair: Unit 3B, Elm Street" with a link back to roomkind, to a chat app or web address they choose. These alerts include the event, the unit and building names and a link. They never include residents' names or what anyone wrote. We store the destination address encrypted and keep a 30-day delivery log. A team member's private calendar link shows their scheduled work, including amenity bookings and visits, to anyone holding the link, and can be reset at any time. Expense receipts are stored privately for the building's team.
• Support access. To look into a problem you report, or to keep the service running, authorized roomkind staff can see limited account information: your email address, display name, account type, sign-up and last sign-in dates, whether your email is confirmed, how you sign in, the terms version you accepted, how many devices receive notifications, and the homes and buildings you belong to, with their members' names, roles and join dates. Staff can also see how many items a home has of each type, but our support tools can't show what those items say: not your calendar, to-dos, expenses, messages, Safe items, bulletin posts or notes. Staff can sign your account out of all devices or turn off notifications on a device when needed to help. Every lookup and action is permanently recorded, including who did it, when, and the reason for any action. These records, which can include your email address or account id, are kept after an account is deleted so that staff access stays accountable.
• Tenant invitations. If a landlord invites you by email, we store your email address and any name they entered so that we can send the invitation and connect you to the home when you accept.
• Profile photos are served from a link with a long, random name so they load quickly. Anyone who has the exact link can view the photo, but the links aren't listed or guessable.
• Service providers who process information on our behalf, under contracts that limit their use of it to providing their service to us:
  • Supabase (database, sign-in, file storage and background functions), hosted in the United States;
  • Vercel (hosting and delivering the website and app);
  • Anthropic (the AI model behind receipt reading, smart add and the landlord assistant). Only what you submit to those features is sent: the receipt or text, or for the landlord assistant what the landlord asks or says, the page they're on and the record it shows (for example a unit or repair), the details of their properties the assistant looks up to answer (which can include tenants' names, charges, repairs and messages), and any photo, PDF, Word file or email they attach. Attached files are read to answer that one message and aren't kept, unless the landlord confirms adding the file to a record, such as an expense's receipt or a unit's documents. Anthropic processes it to return a result to us;
  • A text-to-speech provider (ElevenLabs or OpenAI, whichever we choose), only if a landlord's account turns on the assistant's natural voice. Then the text of the replies they ask to hear is sent to that provider to be turned into speech, and nothing else. It's off unless they turn it on. Reading replies aloud in the device's own voice stays on the device. Dictating to the assistant uses the browser's own speech recognition, which some browsers send to their maker to process (Chrome, for example, uses Google);
  • Push notification services run by your browser or phone maker (for example Apple, Google or Mozilla), which deliver lock-screen notifications. The notification title and text pass through them;
  • Our email delivery provider, which sends sign-in links, codes and account emails.
• Google Maps. When a landlord opens a building's page with an address on it, their browser loads the map from Google, which receives that address and their IP address. Tenants aren't shown this map.
• Sign-in providers. If you sign in with Google or Apple, they know you used your account to sign in to roomkind.
• Finding a cleaner. If you ask us to find a cleaner, the location you type goes to Anthropic, which uses Claude and a web search provider to look for one. This happens only when you press Search.
• Hosts and landlords. A short-term rental host can see guests' names and how many stayed. Ending a stay deletes what guests added to the home; the host keeps only the dates and the number of guests. In the same way, when the last tenant leaves a landlord's property, what they added to that home is deleted so the next tenants start fresh. Records belonging to the landlord stay with the landlord: charges they posted, documents they uploaded for the home, and their team's repair records, which include a copy of each repair's title and urgency and the team's own notes and photos. The next tenants can't see the charges and documents from before they moved in. A landlord can also reset a home at any time, which removes everyone else in it and deletes what was added. Landlords and hosts can post notices to a home's bulletin, but can't read what's in it. A landlord can only join a home they live in. If others already live there, the landlord must confirm that and everyone is told. Everyone sees them as the landlord, and they can see what's shared like any other member.
• Payment apps. When you tap a Venmo, Cash App or PayPal button, that app opens with the recipient's handle and the amount filled in; what happens next is governed by that app's privacy policy.
• Legal and safety reasons. We may share information if we believe in good faith that it is required by law or legal process, or necessary to protect someone's safety, prevent fraud or abuse, or protect our rights.
• Business transfers. If roomkind is involved in a merger, acquisition or sale of assets, your information may be transferred as part of that deal, and it will remain subject to this policy unless you are told otherwise.

4. How long we keep information

• We keep your account and profile for as long as your account exists.
• Household content is kept for as long as the household exists or until someone deletes it. When the last member leaves a household, the household and its content are deleted.
• When you delete your account, we delete your profile, photo, contact details, passkeys, sign-in sessions, notifications, push subscriptions and settings right away, and remove you from every household. Expenses and settle-ups you were part of stay in each household's records so that your former housemates' balances remain correct; they keep an internal identifier but no longer show your name (they appear as “Former housemate”). Content you posted to a household that others rely on, such as comments or list items, may remain without your name attached.
• Deleted information may remain in encrypted backups for up to 30 days before it is overwritten.
• Server logs kept by our hosting providers are retained for limited periods for security and troubleshooting.
• Records of which policy versions you accepted are kept while your account exists.

5. Your choices and rights

You can, at any time and inside the app:

• view and correct your profile in Settings → Profile;
• remove optional details, your photo, or your passkeys;
• choose which notifications you get, and turn lock-screen notifications off;
• download a copy of your information in Settings → Profile → Download my data;
• leave a household, or delete your account in Settings → Profile → Delete account.

Depending on where you live, you may also have the right to request access to, correction, deletion or portability of your personal information, to object to or restrict certain processing, and to withdraw consent. To make a request, email dane@beneficent-ai.com from the address on your account. We will respond within one month (or within the time your local law requires), and we may need to confirm your identity first. We won't treat you differently for exercising your rights.

EEA and UK: you can complain to your local data protection authority, though we'd appreciate the chance to help first.

California and other U.S. states with privacy laws: we don't sell or share personal information for cross-context behavioral advertising, and we don't use sensitive personal information to infer characteristics about you. The categories of information we collect, their sources and purposes, and the categories of recipients are described in sections 1 to 3. You may use an authorized agent to make a request on your behalf.

6. Security

We protect your information with encryption in transit (HTTPS), database rules that keep each household's data visible only to its members, encryption of Safe items before they are stored, and support for passkeys. No system is completely secure, so please keep your sign-in methods safe and tell us at dane@beneficent-ai.com if you notice anything suspicious.

7. International transfers

roomkind and its service providers are based in, and store information in, the United States. If you use the Service from elsewhere, your information will be transferred to the United States. Where the law requires, we rely on appropriate safeguards for these transfers, such as the European Commission's Standard Contractual Clauses in our agreements with service providers.

8. Children

The Service is not intended for anyone under 16, and we don't knowingly collect personal information from them. If you believe someone under 16 has created an account, contact us at dane@beneficent-ai.com and we will delete it.

9. Changes to this policy

We may update this policy. Each version is dated at the top of this page. When we make a change that materially affects how we handle your information, we will ask you to review and accept the new version in the app before you continue using the Service.

10. Contact

Questions or requests about privacy: dane@beneficent-ai.com.