How MaintenanceLine handles service records.

This Privacy Notice applies to MaintenanceLine AI’s public website, resident maintenance intake, manager dashboard, and related support communications. “MaintenanceLine,” “we,” and “us” refer to the operator of this service.

For a resident maintenance interaction, the property-management organization—such as Enclave Property Management—usually decides why the record is collected and how it will be used. MaintenanceLine generally processes that record for the organization as its service provider or processor. For manager accounts, website inquiries, security, and our own business operations, MaintenanceLine may act as the business or controller. Applicable law and a signed customer agreement may allocate these roles differently.

1. 01

   Resident

   Shares a maintenance issue by phone or chat.

2. 02

   Property Team

   Directs the service and reviews its organization’s records.

3. 03

   MaintenanceLine

   Captures, secures, and presents the operational record.

4. 04

   Configured Workflow

   Receives the original intake when the property team enables delivery.

Depending on how you use the service, we may process:

• Resident and property details: name, phone number, email address, property, building, unit, entry instructions, and other details you choose to provide.
• Conversation content: chat messages, call transcript, assistant responses, issue descriptions, troubleshooting steps, attachments if supported, and call audio or a recording reference when recording is enabled.
• Operational outcomes: urgency, issue category, self-help guidance, transfer or escalation status, work-order request, and delivery attempts to the property team’s configured workflow.
• Manager account data: name, work contact details, organization membership, authentication and session information, role, and dashboard activity.
• Technical and security data: IP address, browser and device information, timestamps, request identifiers, diagnostic events, audit records, and security signals.
• Business communications: walkthrough requests, support messages, feedback, and related correspondence.

Maintenance details can incidentally reveal health, disability, household, or other sensitive circumstances. Provide only what the property team needs to respond safely and effectively.

We receive this information from residents, manager users, the property organization, ElevenLabs conversation events, devices and browsers, our infrastructure and security providers, and responses from configured downstream delivery destinations.

We use information to:

• receive, transcribe, and organize maintenance calls and chats;
• help identify urgency, offer limited self-help, and route the request;
• give authorized property staff a searchable operational record;
• deliver the original intake to a configured downstream workflow and record the delivery attempt;
• authenticate users, isolate each organization’s records, prevent abuse, and protect the service;
• provide support, diagnose reliability issues, and improve service quality;
• comply with contracts, legal obligations, and valid legal process; and
• establish, exercise, or defend legal claims.

We do not use resident maintenance records for advertising.

We disclose information only as needed for the service, the customer’s instructions, or a lawful purpose. Recipients may include:

• The property-management organization, including its authorized employees, contractors, maintenance personnel, and service providers.
• MaintenanceLine personnel and contractors who need access to operate, secure, or support the service.
• ElevenLabs, which supports AI voice, chat, transcription, and conversation processing.
• Clerk, which provides manager identity, authentication, sessions, and organization access.
• Vercel, which hosts and delivers the web application and server functions.
• Neon, which provides managed database infrastructure.
• The customer-controlled downstream maintenance workflow, which may include automation, a property-management system, or another destination selected by the property organization.
• Professional advisers, authorities, or transaction counterparties when reasonably necessary for security, compliance, legal claims, or a corporate transaction subject to appropriate safeguards.

A downstream workflow operates under the property organization’s instructions and policies. MaintenanceLine can record that it delivered an intake, but that delivery does not prove another system created or completed a work order.

Resident conversations are handled by an AI assistant and may be recorded, transcribed, summarized, or classified. The intake experience provides a notice and asks for consent before substantive collection where required by the configured flow and applicable law. If you do not consent, do not continue the AI conversation; use the property team’s available phone or office channel instead.

AI can misunderstand a statement or suggest an imperfect next step. In an immediate danger or life-safety emergency, leave the area when appropriate and contact local emergency services. Do not wait for the assistant or dashboard.

By default, MaintenanceLine retains resident conversation content, transcripts, and raw intake payloads for up to 12 months after the interaction is completed. At the end of that period, the service is designed to delete or irreversibly scrub that content from active operational records while preserving the minimum non-content record needed for service integrity and auditability.

A property organization may choose a shorter period. We may retain specific information longer when a signed agreement, legal hold, applicable law, security investigation, unresolved dispute, backup cycle, or another documented operational requirement requires it. Account, billing, security, delivery, and audit records may follow different retention periods based on their purpose. When the reason ends, we delete, aggregate, or de-identify the information where reasonably practicable.

The service uses cookies and similar local technologies that are necessary for sign-in, session continuity, fraud prevention, security, and core application operation. Clerk may set authentication cookies for manager access. Our infrastructure providers also receive ordinary connection and request logs needed to deliver and protect the service.

MaintenanceLine does not currently use third-party advertising cookies or resident service records for cross-context behavioral advertising. We do not sell personal information for money. Because sale and “sharing” can have specific meanings under state privacy laws, we will update this notice and provide legally required choices before introducing a materially different practice.

Depending on your location and relationship to the service, you may have rights to request access, correction, deletion, portability, restriction, or objection; to withdraw consent; or to appeal a denied request. You may also have the right not to receive discriminatory treatment for exercising a privacy right.

Residents should contact their property-management organization first because it usually controls the maintenance record and can verify the resident/property relationship. You may also email developer@global-tech-solutions.net. Include the property organization and enough information for us to locate the record, but do not email passwords or highly sensitive documents. We may need to verify your identity and authority before responding. Authorized agents may submit requests where law permits, subject to verification.

We use administrative, technical, and organizational safeguards intended to protect service records, including authenticated manager access, organization-scoped authorization, encryption in transit, access controls, and operational logging. No internet service or storage system can guarantee absolute security.

MaintenanceLine and its providers may process information in the United States and other locations where they operate. When required, the responsible organization uses contractual or legal safeguards for cross-border transfers.

MaintenanceLine is not directed to children under 13, and we do not knowingly invite a child to create a manager account or independently submit a maintenance request. A parent, guardian, or responsible adult should contact the property team on a child’s behalf. If you believe a child submitted personal information without appropriate authorization, contact us so we can review it.

We may update this notice as the service, providers, or legal requirements change. The effective date at the top identifies the current version. If a change materially affects how an existing resident service record is used, we will provide notice through an appropriate channel when required.

Privacy questions and requests: developer@global-tech-solutions.net.

Policy effective date: August 27, 2026.