Privacy Policy

Residwell is a housing-management platform operated by Dakota C. Cookenmaster, doing business as Residwell ("Residwell," "we," "us," or "our"). This Privacy Policy explains how we collect, use, share, and protect personal information when you use our websites and applications (the "Service").

How Residwell fits in

Residwell is provided to housing organizations such as property managers and residence-life teams. Most personal information in the Service is provided and controlled by the housing organization that gives you access. For that information, your organization decides how the data is used (it is the "controller"), and Residwell acts as a service provider that processes the data on the organization's behalf. Your organization's own privacy policy may also apply to you. When you interact with our public website directly, for example by requesting a demo or creating an account, Residwell is responsible for that information.

Information we collect

Information you or your organization provide

• Identity and contact details: name, email address, and phone number.
• Housing details: your community or organization, building, unit or room assignment, your role (resident, resident assistant, or administrator), and move-in or move-out information.
• Activity in the Service: maintenance requests (including descriptions and any photos or files you attach), package records, announcements, engagement or credit activity, leave requests, resident check records, messages, and notifications.
• Account and security data: your login credentials and related security information.

Information we collect automatically

• Limited technical data needed to run and secure the Service, such as your IP address, device and browser information, and log records.
• A session cookie and related security tokens that keep you signed in and help protect against fraud and abuse. We do not use advertising or analytics tracking. See "Cookies and similar technologies" below.

Information from your housing organization

• Roster and assignment information so your account and unit are set up correctly.

How we use information

We use personal information to:

• Provide, operate, and maintain the Service for your housing organization and its residents.
• Send service messages and notifications by in-app message, email, or text message where enabled.
• Authenticate users, secure accounts, and prevent fraud or abuse.
• Respond to requests, including demo requests and support questions.
• Maintain, improve, and troubleshoot the Service.
• Comply with legal obligations and enforce our Terms of Service.

How we share information

We share personal information only as needed to run the Service:

• With your housing organization and its authorized staff. Residents' information is available to the organization and to authorized staff such as resident assistants and administrators, consistent with their role in the community.
• With service providers that help us operate the Service, under contracts that limit their use of the data. These currently include Google Cloud (hosting and database), Twilio SendGrid (email delivery), and Twilio (text messaging, where enabled). Our public demo form uses Google reCAPTCHA to prevent spam, which is subject to Google's privacy terms.
• For legal and safety reasons, such as to comply with law, respond to lawful requests, or protect the rights, safety, and security of residents, organizations, the public, or Residwell.
• In a business transfer, such as a merger, acquisition, or sale of assets, in which case we will continue to protect the information and provide notice as required by law.

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

Cookies and similar technologies

We use only the cookies and tokens necessary to run the Service, such as a cookie that keeps you signed in and a token that helps protect against cross-site request forgery. We do not use advertising or analytics cookies. Our public demo form loads Google reCAPTCHA, which may set its own cookies and collect device information to tell humans and bots apart.

How long we keep information

We keep personal information for as long as needed to provide the Service. Files and other large uploads are deleted after approximately one year, unless your organization's plan provides for longer retention. We may retain basic account and profile information after your organization stops using the Service unless you or your organization asks us to delete it.

How we protect information

We use reasonable administrative, technical, and physical safeguards designed to protect personal information, including encryption in transit and access controls that limit data to authorized users. No method of transmission or storage is completely secure, so we cannot guarantee absolute security.

Children's privacy

Some housing communities may include residents under the age of 18. Because Residwell is provided to and through housing organizations, your organization is responsible for obtaining any consents required to enroll its residents, including parental consent where the law requires it for residents under 13. We do not knowingly collect personal information directly from children under 13 through our public website. If you believe a child has provided us information directly, please contact us and we will take appropriate steps.

Your privacy choices and rights

Depending on where you live, US state privacy laws may give you the right to access, correct, or delete your personal information, or to receive a copy of it. Because most information in the Service is controlled by your housing organization, please direct these requests to your organization first, and we will assist as its service provider. For information we control directly, or if you are not sure who to contact, you can reach us using the details below. We will not discriminate against you for exercising your rights.

Where your information is stored

Residwell stores personal information on servers located in the United States.

Changes to this policy

We may update this Privacy Policy from time to time. When we make material changes, we will update the "Last updated" date above and, where appropriate, provide additional notice.

Contact us

If you have questions about this Privacy Policy or our privacy practices, contact us at hello@residwell.com.