1. What we collect
Account data: your name, email address, phone, company, and role. Property data: the property details you enter in the wizard (address, purchase price and dates, land value, square footage, type, and related inputs). Documents: the files you upload — closing or settlement statements, inspection or valuation reports, and property photographs. Settlement documents commonly contain sensitive identifiers such as Social Security numbers and loan numbers; treat this whole section as being about them. Usage data: authentication session cookies and basic logs needed to run and secure the Service.
2. How documents are protected
Uploaded documents are stored in private Supabase Storage buckets, encrypted at rest. Nothing you upload is publicly accessible: files are served only through short-lived signed URLs, and row-level security scopes every file to your account and to the staff preparing your study. We never place personal data in URLs, and we do not store any payment card data (online payment is not yet enabled).
3. How we use your information
To prepare your Cost Segregation Study, operate your dashboard and Library, communicate about your project (status updates you can toggle in Settings), and meet legal obligations. We do not sell your personal information, and we do not share your documents with anyone except the service providers that host the platform (such as our database and storage provider) and the staff preparing your study.
4. How we use AI
We collect user data as described above — your account details, property information, and the documents you upload — and some of it passes through automated tools on the way to your finished study. The site includes an AI assistant: questions you type into the chat are processed by a third-party AI provider to generate answers, so please do not paste sensitive identifiers (Social Security numbers, loan numbers, account numbers) into the chat. Document text extraction and automated classification assist the preparation of your study. Uploaded images are screened automatically for authenticity (provenance). A human reviews every study before it is delivered.
Messages you send us are reviewed with the help of AI. Inbound emails, contact form inquiries, Spiky chat transcripts and interview transcripts may be processed by a third party AI provider to grade each message and to draft a reply. A person on our team sends every reply, unless we have switched on autopilot for routine answers, in which case a routine reply may be sent automatically from the address you wrote to. Interview transcripts are mirrored into the same review store our team uses for correspondence. Spiky conversations are anonymous, are kept only under a random id created by your browser, and are stored for 90 days.
5. Electronic signatures
When you accept the Smart Cost Segregation Agreement, we record the acceptance timestamp, your IP address, your browser user-agent, and the version hash of the agreement text. This is the audit trail that makes your electronic signature enforceable, and it is retained with the executed agreement.
6. Retention
Executed agreements, completed studies, and the records supporting them are retained for at least 7 years, consistent with tax-records retention practice and our electronic-signature obligations. Other account data is kept while your account is active. Correspondence with our team, meaning inbound emails, contact form inquiries, chat and interview transcripts and any attachments, is retained for up to 1095 days (about 3 years) and then deleted; anonymous Spiky conversations are deleted after 90 days.
7. Your rights — including deletion
You can view and edit every profile field, change your email or password, and permanently delete your account from Settings at any time. Uploaded documents can be deleted individually from your dashboard, and account deletion removes your files from storage along with your profile, properties, studies, and deliverables. Executed agreements and records we are legally required to keep may be retained for the balance of the retention period described above, then deleted. You can also email us to request a copy of your data or ask questions about any of this.
8. Cookies
We use authentication session cookies to keep you signed in. We do not use advertising cookies.
9. Changes to this policy
If we change how we handle your data — for example, when online payment or email delivery launches — we will update this policy and flag material changes in the app before they take effect.
10. Contact
Privacy questions or requests: smartcostsegteam@gmail.com.