Privacy Policy – Amanda Services LLC

Privacy Policy - Amanda Services LLC

Last updated: December 9, 2025

Amanda Services LLC (“we”, “our”, “us”) operates a property management automation system used for rental applications, leasing, inspections, and maintenance management. This Privacy Policy explains how information is collected, used, stored, and protected when users interact with our website, Google Forms, and web application services.

This system is designed primarily for internal administrative use by authorized property managers and landlords. Tenants and technicians interact only through secure forms and web application pages and are not required to connect Google accounts.

1. Information We Collect

A. Information Collected from Tenants

When tenants submit rental applications, verification documents, inspections, or maintenance requests.

we may collect:

Full name
Email address
Phone number
Property or unit information
Rental application responses
Uploaded verification documents
Lease acknowledgements and checklist confirmations
Maintenance issue details and attachments

B. Information Collected from Tenants

We may collect:

Name and email address
Application decisions and notes
Inspection reports
Maintenance job updates
Uploaded reports, images, and documents

2. How Information Is Collected

We collect information through:

Google Forms used for rental applications and maintenance requests
Secure Amanda Services web application pages
Google Sheets used for internal administrative tracking
Uploaded files submitted during verification, inspection, and maintenance processes

3. How We Use the Information

All collected information is used strictly for operational property management purposes, including:

Processing rental applications
Verifying applicant documents
Generating and managing lease agreements
Performing move-in and move-out inspections
Managing maintenance requests and technician assignments
Sending operational notifications and confirmations
Maintaining internal administrative records

We do not use personal information for advertising, marketing, analytics profiling, or resale.

4. Google Workspace Data Usage (Admin Only)

Authorized administrators use Google Workspace services internally to manage operations:

Google Sheets – for tracking applications, inspections, maintenance, and cost calculations
Google Drive – for storing lease agreements, inspection documents, and uploaded files
Gmail – for sending system notifications to tenants, admins, landlords, and technicians
Google Calendar (optional) – for scheduling property visits and inspections

The system does not read Gmail inbox messages, does not scan unrelated Google Drive files, and does not access data outside the administrator’s selected workspace resources.

Tenants and technicians never grant Google permissions.

5. Data Sharing

Information is shared only between the following parties when required for operations:

Tenant
Property Administrator
Assigned Landlord
Assigned Technician

We do not sell, rent, trade, or share personal data with third parties for commercial purposes.

6. Data Storage & Retention

Operational data is stored within the administrator’s own Google Workspace (Google Sheets and Google Drive).
System records stored on our secure servers are retained only as needed to provide services.
Data may be deleted upon request from the property administrator.

7. Data Security

We use industry-standard safeguards including:

HTTPS encrypted connections
Restricted internal access controls
Secure cloud hosting environments
Role-based operational access

While we take reasonable steps to protect data, no system can be guaranteed 100% secure.

8. User Rights

Users may request:

Access to their personal data
Correction of incorrect data
Deletion of their data (subject to legal and contractual requirements)

Requests can be made through the property administrator or by contacting our support email.

9. Cookies & Website Tracking

Our website may use essential cookies for basic functionality. We do not use advertising tracking cookies or third-party behavioral profiling tools on tenant or admin workflows.

10. Children’s Privacy

Our services are not intended for use by children under the age of 18. We do not knowingly collect data from minors.

11. Third-Party Services

We use Google services only to enable core system functionality. We do not integrate advertising platforms or third-party analytics that collect personal user data.