Privacy Policy
Your privacy matters to us. This policy explains what data AmenitySOS collects, why we collect it, and how we protect it. We never sell your data or your tenants' data to third parties.
1. Overview
AmenitySOS ("we", "us", "our") is operated by MMN AI, LLC. This Privacy Policy describes how we collect, use, store, and share information when you use the AmenitySOS platform, including our web dashboard, AI voice intake system, and SMS messaging features.
This policy applies to:
- Property managers and staff who use the AmenitySOS dashboard
- Tenants who interact with the AI voice system or submit maintenance requests
- Visitors to our website at amenitysos.com
2. Information We Collect
Account information (property managers)
| Data | Source | Purpose |
|---|---|---|
| Name, email address | Google OAuth / account registration | Authentication and account management |
| Phone number | Provided optionally at onboarding | Staff dispatch notifications |
| Profile information | Provided by user | Identifying staff in dispatch logs |
Tenant information
| Data | Source | Purpose |
|---|---|---|
| Name, phone number | Provided during voice call intake | Ticket creation and follow-up |
| Unit and property | Provided during call or looked up | Routing and dispatch |
| Voice call recordings / transcripts | Twilio + OpenAI Realtime | AI triage and ticket logging |
| Photos and videos | SMS upload link | AI multi-modal analysis and ticket records |
| Maintenance issue details | AI-extracted from call | Ticket classification and dispatch |
Usage data
We automatically collect certain information when you use the Service, including IP address, browser type, pages visited, and actions taken within the dashboard. This is used for security, debugging, and improving the platform.
3. How We Use Information
We use the information we collect to:
- Provide, operate, and improve the AmenitySOS platform
- Process and route maintenance requests from tenants to property management staff
- Generate AI-powered triage assessments, severity scores, and dispatch recommendations
- Send SMS notifications to tenants and technicians as part of the service workflow
- Authenticate users and maintain account security
- Train and improve our AI triage models using anonymized, aggregated data
- Comply with legal obligations
- Respond to support requests and customer inquiries
We do not use personal data for advertising purposes and do not sell data to third parties under any circumstances.
4. Data Sharing
We share data only in the following limited circumstances:
- With your property management team. Ticket data, tenant information, and dispatch records are visible to authorized staff within your organization's AmenitySOS account.
- With service providers. We use third-party services to operate the platform (see Section 10). These providers process data on our behalf and are bound by data processing agreements.
- For legal compliance. We may disclose information if required by law, court order, or to protect the rights and safety of our users or the public.
- In a business transfer. If MMN AI, LLC is acquired or merges with another entity, your data may be transferred as part of that transaction, subject to the same privacy protections.
We never sell your data or your tenants' data. AmenitySOS products are funded by subscription revenue, not advertising. No third party pays us to access your information.
5. SMS & Voice Data
AmenitySOS uses Twilio to power SMS messaging and voice call infrastructure. When a tenant calls your maintenance line or receives an SMS upload link:
- Call audio is streamed in real time to our AI processing pipeline and is not stored as raw audio after transcription is complete
- Voice transcripts are stored securely in our database and associated with the relevant maintenance ticket
- SMS messages are transactional in nature — they are sent only in the context of an active maintenance request
- Phone numbers are stored as part of the tenant record and used only for maintenance-related communications
Tenants may opt out of future SMS communications by replying STOP to any AmenitySOS message. Note that opting out of SMS may affect the ability to receive maintenance request confirmations and upload links.
6. AI Processing
AmenitySOS uses OpenAI's API to power the Aria voice assistant and triage engine. Information from voice calls — including transcripts and structured triage answers — is sent to OpenAI for processing. We have a data processing agreement with OpenAI that governs their handling of this data.
We use aggregated and anonymized data to improve the accuracy of our AI triage models over time. Individual tenant data is never used to train third-party AI models without explicit consent.
AI-generated outputs (severity scores, classifications, reasoning summaries) are logged alongside metadata including the model version and confidence score. This is used for auditing and improving the system.
7. Data Retention
We retain different categories of data for different periods:
| Data type | Retention period |
|---|---|
| Active account data | For the duration of the account |
| Maintenance ticket records | 3 years after resolution |
| Voice transcripts | 1 year after ticket resolution |
| Media uploads (photos/video) | 1 year after ticket resolution |
| Usage and analytics logs | 12 months |
| Account data after termination | 30 days, then deleted on request |
You may request early deletion of specific data by contacting us at privacy@amenitysos.com.
8. Security
We take reasonable and appropriate technical and organizational measures to protect your data, including:
- Encryption in transit (TLS/HTTPS) for all data transmitted to and from the platform
- Encrypted storage for sensitive data at rest
- Access controls limiting data access to authorized personnel
- Secure infrastructure hosted on AWS with dev and production environment separation
- Regular security reviews and dependency auditing via CI/CD pipeline
No method of transmission over the internet is 100% secure. While we strive to protect your data, we cannot guarantee absolute security. If you discover a security vulnerability, please report it responsibly to security@amenitysos.com.
9. Your Rights
Depending on your jurisdiction, you may have the following rights with respect to your personal data:
- Access: Request a copy of the personal data we hold about you
- Correction: Request correction of inaccurate or incomplete data
- Deletion: Request deletion of your personal data, subject to legal retention requirements
- Portability: Request an export of your data in a machine-readable format
- Objection: Object to certain types of processing, including AI-based profiling
To exercise any of these rights, please contact us at privacy@amenitysos.com. We will respond to verified requests within 30 days.
10. Third-Party Services
AmenitySOS relies on the following third-party services to operate:
| Service | Provider | Purpose |
|---|---|---|
| Voice & SMS infrastructure | Twilio | Call handling, media streams, SMS delivery |
| AI voice & triage | OpenAI | Realtime voice processing, issue classification |
| Authentication | Google OAuth | Secure staff login |
| Cloud infrastructure | Amazon Web Services (AWS) | Hosting, storage (S3), queue processing (SQS) |
| Frontend hosting | Vercel | Web application delivery |
| Database | PostgreSQL on AWS RDS | Ticket and user data storage |
Each of these providers has their own privacy policy governing their data practices. We encourage you to review them.
11. Children's Privacy
AmenitySOS is not directed at children under the age of 13. We do not knowingly collect personal information from children under 13. If you believe we have inadvertently collected information from a child, please contact us immediately at privacy@amenitysos.com and we will take steps to delete it.
12. Changes to This Policy
We may update this Privacy Policy from time to time. We will notify registered users of material changes via email or a prominent notice within the dashboard at least 14 days before the changes take effect. The updated policy will be posted at amenitysos.com/privacy with a revised effective date.
13. Contact Us
If you have questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us:
MMN AI, LLC — AmenitySOS Privacy
Email: privacy@amenitysos.com
Website: amenitysos.com