Tour Caddy Privacy Policy

Effective Date: August 25, 2026 Last Updated: August 25, 2026

This Privacy Policy describes how Tour Caddy ("Tour Caddy," "we," "us," or "our") collects, uses, discloses, and protects personal information in connection with the Tour Caddy mobile application, admin platform, and related services (collectively, the "Services"). Tour Caddy is a tour companion platform used by apartment leasing professionals and multifamily property operators.

Tour Caddy is operated by Tour Caddy, Inc., located at 1700 Broadway Suite 200, Denver, Colorado. If you have questions about this Policy, contact us at privacy@tourcaddie.ai.

Important note for prospective residents: Tour Caddy is provided to property management companies and their leasing teams. If you toured an apartment community where Tour Caddy was used, the property owner or operator (the "Property Operator") is the primary controller of your information. This Policy explains how Tour Caddy processes information on their behalf and directly. You may also wish to review the Property Operator's own privacy policy.

1. Information We Collect

a. Audio Recordings of Property Tours

With appropriate notice and consent, leasing agents use Tour Caddy to record audio of property tours and related leasing conversations. These recordings capture the voices of the leasing agent and the prospective resident(s), along with any information discussed during the tour, which may include names, contact information, move-in timing, budget, household details, pets, occupation, and housing preferences.

Consent. Recording only occurs after the prospective resident has been informed and has consented. Depending on the state where the tour occurs, the law may require the consent of all parties to a conversation before recording. Leasing agents using Tour Caddy are required to disclose the recording and obtain consent before starting a recording, and the app provides an on-screen consent confirmation step. If you do not consent, the tour proceeds without recording.

b. Government-Issued ID Scanning

For the safety of leasing staff and property residents, prospective residents may be asked to present a government-issued photo ID (such as a driver's license) before a tour. When ID scanning is used through Tour Caddy, we collect the information displayed on the ID, which may include your name, photograph, date of birth, address, ID number, and ID expiration date.

ID information is used solely to verify your identity before a tour, maintain a record of who toured the property, and support the safety and security of on-site staff. We do not use facial recognition, and we do not extract or create biometric identifiers or biometric information (such as faceprints or face geometry) from ID scans or photographs. ID data is not sold, is not used for marketing, and is retained only as long as needed for the purposes above and as required by the Property Operator's policies and applicable law.

c. Guest Card and Leasing Information

Tour Caddy generates and stores guest card information, including contact details, tour notes, unit preferences, pricing quotes, follow-up communications, and tour outcome data. Some of this information is entered by the leasing agent and some is generated automatically from tour recordings (see Section 2).

d. Information About Leasing Agents and Property Staff

For users of the app and admin platform, we collect account information (name, email, role, property assignments), usage data, and the content agents create in the app, including their side of recorded tours, tour scores, and manager feedback.

e. Photos and Unit Condition Data

Agents may capture photos of apartment units for make-ready verification and marketing purposes. These photos document unit condition and are associated with specific units, not with prospective residents.

f. Device and Usage Information

We automatically collect standard technical information, including device type, operating system, app version, IP address, log data, and in-app activity, used for security, troubleshooting, and product improvement.

2. How We Use AI to Process Recordings, and Our Use of Anthropic

Tour Caddy uses artificial intelligence to turn tour conversations into useful leasing records. Specifically:

  • Audio recordings are converted into text transcripts.
  • Transcripts (and in some cases audio-derived content) are sent to Anthropic, PBC ("Anthropic"), our AI service provider, for processing through Anthropic's Claude API. Claude is used to summarize tours, auto-fill guest card fields, identify prospect needs and objections, generate prospect and tour quality scores, and draft follow-up communications.
  • AI-generated tour scores and summaries may be reviewed by leasing managers as part of coaching and quality assurance.

How Anthropic handles this data. Anthropic processes this data as a service provider under commercial API terms. Under those terms, Anthropic does not use data submitted through its API to train its AI models by default, and data is encrypted in transit. Anthropic retains API data only for limited periods for trust, safety, and legal compliance purposes, consistent with its commercial terms and usage policies. For more information, see Anthropic's Commercial Terms of Service and Privacy Policy at anthropic.com.

AI-generated content can contain errors. Guest cards, scores, and follow-up drafts are subject to human review by leasing staff, and AI outputs are not used to make automated decisions that produce legal or similarly significant effects (such as approving or denying a rental application). Rental application decisions are made separately by the Property Operator under its own screening policies.

3. How We Use Personal Information

We use the information described above to:

  • Provide, operate, and maintain the Services;
  • Create transcripts, tour summaries, guest cards, prospect scores, and follow-up communications;
  • Verify the identity of tour participants and support the safety of staff and residents;
  • Enable Property Operators to manage leasing operations, coach leasing agents, and evaluate tour quality;
  • Send communications the prospective resident has requested or that relate to their leasing inquiry (such as quotes, brochures, and follow-ups);
  • Sync leasing data with the Property Operator's property management and customer relationship management systems;
  • Maintain security, prevent fraud and abuse, and enforce our terms;
  • Comply with legal obligations; and
  • Improve and develop the Services, using aggregated or de-identified data where feasible.

We do not sell personal information, and we do not share personal information for cross-context behavioral advertising.

4. How We Share Personal Information

We share personal information only as described below:

  • Property Operators. Tour and guest card data, ID verification records, recordings, transcripts, and scores are made available to the Property Operator whose community you toured or for whom the agent works. The Property Operator uses this information under its own privacy policy.
  • Service Providers. We use third-party providers to operate the Services, including Anthropic (AI processing, described in Section 2), cloud hosting and storage providers, speech-to-text providers, and communications providers (for sending emails and text messages). Service providers are contractually limited to using personal information only to provide services to us.
  • Property Management Systems. With the Property Operator's direction, guest card and leasing data may be transmitted to the Property Operator's systems of record, such as property management software and CRM platforms.
  • Legal and Safety. We may disclose information when required by law, subpoena, or legal process, or when we believe disclosure is necessary to protect the rights, safety, or property of any person, or to investigate fraud or security issues.
  • Business Transfers. If we are involved in a merger, acquisition, financing, or sale of assets, personal information may be transferred as part of that transaction, subject to this Policy.

5. Data Retention

We retain personal information only as long as necessary for the purposes described in this Policy, to meet the Property Operator's record-keeping requirements, and to comply with applicable law. As general defaults, subject to Property Operator configuration and legal requirements:

  • Audio recordings: retained for a limited period sufficient for transcription, scoring, quality review, and dispute resolution, then deleted.
  • Transcripts, summaries, and guest cards: retained for the duration of the leasing relationship and applicable record-retention periods.
  • ID scan data: retained only as long as needed for identity verification records and safety purposes, then deleted or de-identified.

When retention periods expire, we delete or de-identify personal information in the ordinary course.

6. Your Privacy Rights

Depending on your state of residence (including under the Colorado Privacy Act, the California Consumer Privacy Act, and similar state laws), you may have rights to:

  • Access the personal information we hold about you;
  • Request correction of inaccurate personal information;
  • Request deletion of your personal information;
  • Obtain a portable copy of your personal information;
  • Opt out of targeted advertising, sale of personal information, or certain profiling (note: we do not engage in these practices); and
  • Appeal a decision we make regarding a rights request.

To exercise these rights, contact us at [PRIVACY EMAIL] or contact the Property Operator whose community you toured. We will verify your request and respond within the timeframes required by applicable law. We will not discriminate against you for exercising your rights. Where we process information on behalf of a Property Operator, we may refer your request to them or assist them in responding.

7. Security

We use administrative, technical, and physical safeguards designed to protect personal information, including encryption of data in transit, access controls, role-based permissions, and audit logging. No system is perfectly secure, and we cannot guarantee absolute security. If a breach affecting your personal information occurs, we will notify affected parties as required by law.

8. Children's Privacy

The Services are intended for use by adults in connection with apartment leasing. We do not knowingly collect personal information from children under 13, and the Services are not directed to children. If you believe a child has provided us personal information, contact us and we will delete it.

9. State-Specific Recording Notice

Laws governing the recording of conversations vary by state. In some states, all parties to a conversation must consent to recording. Tour Caddy requires leasing agents to provide notice and obtain consent before recording in all states, regardless of local minimums. If you believe you were recorded without proper notice, contact us at [PRIVACY EMAIL] and we will investigate and, where appropriate, delete the recording.

10. Changes to This Policy

We may update this Privacy Policy from time to time. If we make material changes, we will update the "Last Updated" date above and provide notice through the Services or the website. Your continued use of the Services after changes take effect constitutes acceptance of the updated Policy.

11. Contact Us

Tour Caddy — Privacy Avanti Residential LLC 1700 Broadway Suite 200 Denver, CO 80290 Email: privacy@tourcaddie.ai

If you are a prospective resident and prefer not to have your tour recorded or your ID scanned through Tour Caddy, tell your leasing agent. Tours can be conducted without recording.