Privacy Policy
Privacy Policy
Last Updated: August 5, 2026
1. Introduction
This Privacy Policy explains how AlmondAI Inc. ("AlmondAI," "we," "our," or "us") collects, uses, discloses, stores, and protects personal information in connection with our website at https://almondai.app/, our application, and our AI-supported property management, voice, email, SMS/MMS, workflow automation, document, calendar, and related products and services (collectively, the "Service").
This Privacy Policy applies to our customers, their authorized users, website visitors, and individuals who communicate or interact with the Service, including tenants, residents, property owners, vendors, contractors, and other contacts (collectively, "users" or "you").
2. Our Role
AlmondAI generally acts as a service provider or data processor when we process information on behalf of a customer. In those circumstances, the customer determines why and how personal information is processed, including which individuals are contacted, which communication channels are used, which integrations are connected, and how long customer data is retained.
AlmondAI acts as a business or data controller for certain information that we collect for our own purposes, including account administration, billing, security, website analytics, direct customer support, and our own permitted marketing activities.
If you interact with the Service on behalf of one of our customers, that customer's privacy notice may also apply. Privacy requests relating to customer-controlled data should normally be directed to that customer. We will assist our customers in responding to valid requests as required by applicable law and our agreements.
3. Information We Collect
Depending on how the Service is configured and used, we may collect the following categories of information.
a. Account, Business, and Billing Information
We may collect names, business contact information, company name, job title, username, account identifiers, authentication information, billing contact information, subscription and transaction information, and related account records. Payment card information may be collected and processed directly by our payment processor rather than stored by AlmondAI.
b. Property and Operational Information
Customers may provide information about properties, units, occupants, leases, vendors, contractors, maintenance requests, work orders, access instructions, incidents, schedules, costs, invoices, standard operating procedures, building rules, and other operational records. This information may include personal information about tenants, residents, owners, employees, and vendors.
c. Voice and Call Information
We may process caller and recipient phone numbers, call routing information, dates and times, call duration, call status, voicemail, audio, call recordings, transcripts, summaries, notes, and other content generated during or from a call, where enabled and legally permitted.
d. SMS, MMS, and Other Messaging Information
We may process sender and recipient phone numbers, message and media content, timestamps, delivery status, carrier and routing information, error information, and records of consent, opt-in, opt-out, HELP, STOP, and similar requests.
e. Email Information
We may process sender and recipient email addresses, names, subject lines, message bodies, attachments, threads, timestamps, delivery information, open or click information where enabled, bounce and complaint data, drafts, replies, labels, and unsubscribe preferences.
f. Google User Data
If you choose to connect a Google account or Google Workspace service, AlmondAI may access the categories of Google user data authorized by you through Google's OAuth consent process and required for the connected feature. Depending on the integrations you enable, this may include:
Google account information, such as your name, email address, profile information, and account identifier, for authentication and account linking;
Gmail data, such as email addresses, message headers, message bodies, attachments, threads, labels, and drafts, to display, organize, summarize, draft, send, reply to, or act on emails through user-facing features;
Google Calendar data, such as calendars, events, availability, attendees, locations, notes, and conferencing details, to display availability and create, update, coordinate, or cancel events through user-facing features; and
Google Drive and document data, such as file names, metadata, permissions, and the content of files made available to the Service, to display, search, summarize, extract information from, or use those files in user-requested workflows.
Not every user or customer enables every integration. We request access only when you initiate or enable the relevant feature and only to the extent needed to provide that feature.
g. Information From Other Integrations
If a customer connects a property management system, work-order system, communications provider, calendar, document repository, accounting platform, or other third-party service, we may receive the information that the customer authorizes that service to provide.
h. Technical, Device, and Usage Information
We may collect IP address, browser type, device and operating system information, cookie and similar identifiers, login and session information, referring URLs, pages or features used, dates and times of access, diagnostic information, crash reports, audit logs, and security events.
i. Support and Feedback Information
We may collect information you provide when requesting support, reporting a problem, participating in research, responding to a survey, or otherwise communicating with us.
4. Sources of Information
We collect information directly from customers and users; automatically through the Service; from communications recipients; from customer-authorized integrations and service providers; and, where lawful, from public sources or third parties that are authorized to provide the information.
Customers are responsible for ensuring that they have the authority, consent, and lawful basis required to provide personal information to AlmondAI and to direct AlmondAI to process that information.
5. How We Use Information
We may use personal information to:
provide, configure, operate, maintain, and support the Service;
authenticate users and administer accounts, subscriptions, and billing;
receive, route, make, record, transcribe, summarize, and analyze calls where enabled and legally permitted;
receive, draft, send, route, organize, summarize, and respond to email and SMS/MMS communications;
coordinate tenant requests, maintenance intake, vendor outreach, scheduling, approvals, follow-ups, work orders, and owner updates;
search, summarize, and use customer-authorized documents and operational records in user-requested workflows;
create alerts, reports, audit trails, recommendations, and other user-facing outputs;
personalize the Service for the relevant customer or user;
provide customer support and troubleshoot problems;
protect the Service, our users, and others, including by detecting and preventing fraud, spam, abuse, security incidents, and unlawful activity;
comply with legal obligations and enforce our agreements;
send administrative, security, billing, product, and service communications; and
send marketing communications where permitted by law and consistent with your choices.
We do not sell personal information. We do not use personal information for targeted or interest-based advertising based on Google user data, customer communication content, or SMS opt-in data.
6. Google Workspace API Data
This section applies specifically to information received from Google APIs, including data received through Google Workspace scopes and any data aggregated, anonymized, or derived from that information (collectively, "Google User Data").
a. How We Access Google User Data
We access Google User Data only after a user initiates a Google connection and grants permission through Google's OAuth consent process. AlmondAI does not receive or store your Google password. We seek the narrowest permissions reasonably necessary for the feature you choose to use and request additional permissions in context where feasible.
b. How We Use Google User Data
We use Google User Data only to provide or improve user-facing features that are visible and prominent in the Service. Depending on the integration enabled, those features may include:
signing in and linking your AlmondAI and Google accounts;
displaying, triaging, searching, summarizing, drafting, sending, and responding to emails;
converting authorized communications into tasks, work orders, updates, or other customer-visible workflows;
displaying availability and creating, updating, coordinating, or canceling calendar events;
accessing, displaying, searching, summarizing, and extracting information from authorized files; and
carrying out an action that the user or customer has requested or configured, such as sending an authorized email or SMS, contacting an intended recipient, scheduling a vendor, or updating a workflow record.
If a user instructs AlmondAI to transmit information from a Google-connected service to another person or service, the relevant information may be sent to the intended recipient and processed by the communications or integration provider needed to complete that user-requested action.
c. How We Store and Protect Google User Data
We may store encrypted OAuth access and refresh tokens while a Google integration remains connected. We may also store Google User Data and outputs derived from it when needed to provide a connected feature, maintain customer-visible records and audit trails, prevent abuse, comply with law, or follow the customer's lawful configuration and instructions.
Google User Data is encrypted in transit and protected at rest using reasonable and appropriate technical and organizational safeguards. Access is limited to authorized systems and personnel with a need to access the data for a permitted purpose.
d. How We Share Google User Data
We do not sell Google User Data or share it with advertising platforms, data brokers, information resellers, or lenders. We do not use Google User Data for targeted, personalized, or interest-based advertising.
We may disclose Google User Data only:
to service providers that process the data on our behalf and only as necessary to provide or improve a user-facing feature, under contractual confidentiality and data-protection obligations;
to an intended recipient or connected service when the user requests or authorizes the action;
for security purposes, including investigating abuse or a security incident;
when required to comply with applicable law; or
in connection with a merger, acquisition, or sale of assets, only where permitted by Google policy and after obtaining any explicit prior user consent required by that policy.
We do not permit personnel or contractors to read Google User Data unless the user has given explicit consent for access to specific data, access is necessary for security or abuse investigation, access is required by law, or the data has been aggregated and anonymized for lawful internal operations.
e. Artificial Intelligence and Google User Data
Google User Data may be processed by automated and AI systems only to provide the specific user-facing features requested or configured by the relevant user or customer. AlmondAI does not use raw, aggregated, anonymized, or derived Google User Data to develop, improve, or train generalized or non-personalized artificial intelligence or machine-learning models.
f. Retention, Deletion, and Revocation
We retain Google User Data only for as long as reasonably necessary to provide the connected feature, comply with a customer's lawful instructions, maintain security and audit records, resolve disputes, or satisfy legal obligations. Retention may vary based on the customer's configuration and the type of data.
Users may disconnect a Google integration through the Service, revoke AlmondAI's access through their Google Account security settings at https://myaccount.google.com/permissions, or request deletion by contacting support@almondai.app. When access is revoked or a verified deletion request is approved, we revoke or delete applicable OAuth tokens and delete the relevant Google User Data from active systems, except where retention is required by law, necessary for security or dispute resolution, or directed by the customer acting as controller. Residual copies may remain temporarily in secure backups until overwritten under our backup-retention process.
If the Google User Data is controlled by an AlmondAI customer, an end user may need to direct the request to that customer. AlmondAI will assist the customer as required by law and contract.
g. Google Limited Use Disclosure
AlmondAI's use and transfer of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements.
7. Email Communications
The Service may send and receive transactional, operational, administrative, and, where permitted, marketing emails. We may use email data to authenticate users, respond to inquiries, coordinate property operations, send requested updates, deliver notices, support customer-configured workflows, and measure delivery, security, and engagement.
Marketing emails sent by AlmondAI will include a method to unsubscribe. You may opt out of AlmondAI marketing emails at any time by using the unsubscribe link or contacting us. Opting out of marketing does not prevent us from sending necessary transactional, security, billing, or service communications.
Customers that use the Service to send email are responsible for obtaining all required consent, accurately identifying the sender, honoring unsubscribe and objection requests, maintaining required suppression lists, and complying with applicable laws and provider requirements, including CASL and CAN-SPAM where applicable.
8. SMS and MMS Communications
The Service may send and receive SMS or MMS messages for property operations and customer-configured workflows, including tenant and vendor communication, maintenance updates, scheduling, reminders, status updates, alerts, authentication, customer support, and, only where separately permitted, marketing.
Where AlmondAI sends recurring messages directly to you, message frequency varies based on your interactions and the program or workflow you joined. Message and data rates may apply. Reply STOP to opt out of messages from the applicable sender and HELP for help, or contact support@almondai.app. We may send one final message confirming an opt-out. Consent to receive marketing messages is not a condition of purchase. Carriers are not liable for delayed or undelivered messages.
We maintain consent and opt-out records to operate messaging programs, demonstrate compliance, and prevent messages from being sent after consent has been withdrawn. Customers using the Service to send messages are responsible for obtaining and retaining legally sufficient consent for each sender and message purpose, identifying the sender, providing required disclosures, and promptly honoring opt-out requests.
No mobile information, including mobile phone numbers, SMS/MMS opt-in data, or consent records, will be shared with third parties or affiliates for their own marketing or promotional purposes. We may disclose mobile information to communications carriers, messaging providers, and other service providers solely as necessary to deliver messages, provide the Service, prevent abuse, or comply with law. SMS/MMS consent is specific to the identified sender and is not sold, rented, or transferred to another party.
9. Call Recording, Monitoring, and Consent
The Service may allow customers to record, monitor, analyze, or transcribe calls. Laws governing calls and recordings vary by jurisdiction. Customers are responsible for determining which laws apply and for providing required notices and obtaining all necessary consents before initiating, recording, monitoring, analyzing, or transcribing communications.
AlmondAI may provide configurable notices or consent tools, but those tools do not constitute legal advice and do not guarantee compliance. Customers are the caller or sender of record for communications they initiate through the Service unless AlmondAI expressly agrees otherwise in writing.
10. Artificial Intelligence and Aggregated Data
The Service uses automated and AI systems to process authorized information and generate summaries, drafts, classifications, recommendations, and workflow actions. AI-generated outputs may be inaccurate or incomplete and should be reviewed by an authorized person where appropriate, particularly before sensitive or consequential action is taken.
We may use aggregated statistics and operational metrics that do not identify an individual or customer to understand performance, improve reliability, detect abuse, and improve the Service. We do not use raw, aggregated, anonymized, or derived Google User Data to train, develop, or improve generalized or non-personalized AI or machine-learning models. We do not use mobile opt-in data or consent records for marketing.
11. How We Disclose Information
We may disclose personal information to:
the customer that controls the relevant account or workflow and its authorized users;
intended recipients when a user or customer requests a communication or action;
telephony, messaging, email, AI-processing, transcription, cloud-hosting, storage, security, analytics, support, payment, and other service providers that process information on our behalf;
integration partners when a customer enables and uses the integration;
professional advisers, auditors, insurers, and financing sources subject to appropriate duties of confidentiality;
law enforcement, courts, regulators, or other parties where required by law or reasonably necessary to protect rights, safety, security, or the integrity of the Service; and
a successor or transaction counterparty in a merger, financing, reorganization, acquisition, insolvency, or sale of assets, subject to applicable law and the additional restrictions that apply to Google User Data and mobile opt-in data.
Service providers may use information only to perform services for us or our customers and not for their own unrelated marketing.
12. Data Retention and Deletion
We retain personal information for the period reasonably necessary to provide the Service, follow customer instructions, maintain business and security records, comply with law, resolve disputes, and enforce agreements. Retention depends on the type of information, the customer's configuration, contractual requirements, legal obligations, and the sensitivity of the data.
Customers may request deletion of account and customer-controlled data, subject to applicable agreements and law. End users should generally submit requests concerning customer-controlled data to the relevant customer. We may retain limited records of consent, opt-out requests, security events, billing, disputes, and legal compliance where necessary even after other data is deleted.
13. Security
We use reasonable administrative, organizational, and technical safeguards designed to protect personal information. These measures include access controls and encryption in transit and at rest where appropriate. No system can be guaranteed to be completely secure, and we cannot guarantee that unauthorized access, loss, misuse, or alteration will never occur.
14. International Processing and Transfers
AlmondAI and our service providers may process information in Canada, the United States, and other countries where we or they operate. Those countries may have privacy laws that differ from the laws where you live. Where required, we use contractual, organizational, or other recognized safeguards for international transfers.
15. Privacy Rights and Choices
Depending on your location and applicable law, you may have rights to request access to, correction of, deletion of, or portability of your personal information; to withdraw consent; to object to or restrict certain processing; and to complain to a privacy regulator.
To submit a request concerning information controlled by AlmondAI, contact support@almondai.app. We may need to verify your identity and authority before completing a request. Some rights are subject to legal exceptions. If AlmondAI processes the information on behalf of a customer, we may refer the request to that customer.
You may manage communication choices by using the unsubscribe mechanism in an email, replying STOP to the applicable SMS sender, adjusting available account settings, or contacting us.
16. Cookies and Similar Technologies
We may use cookies and similar technologies for authentication, security, preferences, functionality, analytics, and performance. You may control cookies through your browser or any cookie controls we make available. Disabling certain cookies may prevent parts of the Service from functioning correctly.
17. Children's Privacy
The Service is not directed to children under 13, and AlmondAI does not knowingly collect personal information directly from children under 13. Customers must not use the Service to collect or process children's personal information unless they have the authority, consent, and safeguards required by law.
18. Changes to This Privacy Policy
We may update this Privacy Policy from time to time. We will post the revised version and update the "Last Updated" date. If we materially change how we use Google User Data or other personal information, we will provide additional notice and obtain consent where required before using the information for the new purpose.
19. Contact Us
For privacy questions, requests, or complaints, contact:
AlmondAI Inc.
Email: support@almondai.app
Website: https://almondai.app/