Privacy Policy

This Privacy Policy explains how Silvermere LLC, a Georgia limited liability company (“Silvermere”, “we”, “us” or “our”), collects, uses, shares and protects personal information when you use the Arboroot property management software and the website at arboroot.com (together, the “Service”). Arboroot is a product of Silvermere LLC.

Silvermere LLC is the data controller — the business responsible — for the personal information described in this Policy, except where we process information on behalf of a Customer as described in Section 3. Capitalized terms not defined here have the meaning given in our Terms of Service.

1. Who this Policy covers

• Customers — landlords (property owners) and property managers who use the Service to manage rental properties, and their staff;
• Tenant Users — tenants, rental applicants, guarantors and guardians who are invited by a Customer to use the Service; and
• Visitors to arboroot.com.

2. Information we collect

Account information. Name, email address, password (stored only as a one-way hash), role (Owner, Property Manager, Tenant or Guardian), language preference and, for Customers, business name and contact details. Subscription billing details are collected by Stripe; we receive a Stripe customer identifier, plan and subscription status — not full card or bank account numbers.

Customer Content. Information Customers and their Tenant Users enter into the Service: properties, units, leases, rent ledgers, charges and payments, deposits, late-fee rules, maintenance requests and photos, messages and notices, uploaded documents (leases, receipts, photos), rental listings and applications (which may include employment, income, prior residence and references supplied by an applicant), screening notes and decisions recorded by the Customer, and guardian contact details.

E-signature records. Signer name and email, signature image (typed or drawn), consent to sign electronically, timestamps, IP address, browser and device information, one-time verification codes, and the completed document with its audit trail and cryptographic hash.

Payment information. When a Tenant User pays online, the payment is processed by Stripe and settles to the Customer’s Stripe connected account. We receive transaction details (amount, date, status, payment method type and last digits, and Stripe identifiers) so the payment can be recorded in the ledger. We do not store full card or bank account numbers, and Silvermere does not hold the funds.

Communications. Emails, text messages (where enabled), in-app notifications and messages sent through the Service, and support requests you send us.

Usage and technical data. IP address, browser and device type, pages and features used, timestamps, error logs, and audit logs of actions taken in an account (including the audit trail of Property Manager actions that Owners can review).

Cookies. See Section 8.

3. Our roles: controller and processor

For account information, subscription billing, website visitor data, security and usage data, and your communications with us, Silvermere decides how and why the data is used — we act as the data controller.

For Customer Content — including personal information about tenants, applicants, guarantors and guardians that a Customer enters or that Tenant Users submit into a Customer’s account — the Customer is the controller, and Silvermere processes that information on the Customer’s behalf and at its instructions (as a processor / service provider), only to provide, secure and support the Service. Silvermere is not the owner of that data and does not use it for its own purposes beyond operating the Service.

If you are a Tenant User and want to access, correct or delete information that a Customer holds about you, please contact your landlord or property manager; we will assist them in responding. We will also respond directly where the law requires us to.

4. How we use information

• to provide and operate the Service — accounts, roles and authorizations, the lease ledger, e-signatures, recording of payments, notifications, listings and applications, reports;
• to process subscription billing for Customer plans through Stripe;
• to send transactional communications — email verification, password resets, payment receipts and reminders, notices and messages that Customers trigger through the Service, e-signature invitations and maintenance updates;
• to respond to support requests;
• to secure and monitor the Service — preventing fraud and abuse, rate limiting, error monitoring and audit logging;
• to understand aggregate usage and improve the Service;
• to comply with law and enforce our Terms.

We do not sell personal information, and we do not use Customer Content for advertising. We may occasionally send Customers product updates; you can opt out at any time using the link in the email or by contacting us.

5. How we share information

Service providers (sub-processors). We use the following providers, which process personal information on our behalf under contracts that restrict their use of it. Our providers may process data in the United States.

Within your account, according to roles. Information in a Customer’s account is visible to the people that account is shared with, according to their role. For example, a tenant’s ledger and documents are visible to that tenant, the landlord and any property manager the landlord has authorized; a guardian receives only the notifications a Customer designates; Property Manager actions are visible to the Owner in the audit trail; listings and applications are visible to the Customer that created them.

At your direction. When you use a feature that sends information to someone you choose — for example emailing a report to your accountant, sending a document for signature, or sending a notice to a tenant — we share it with the recipient you specify.

Legal and safety. We may disclose information if required by law, legal process or governmental request, or to protect the rights, property or safety of Silvermere, our Users or others.

Business transfers. If Silvermere is involved in a merger, acquisition, financing or sale of assets, information may be transferred as part of that transaction, subject to this Policy.

6. Data retention

We keep personal information for as long as an account is active and as needed for the purposes described above. Ledger, payment and e-signature records are kept for the Customer as business and evidentiary records for as long as the Customer’s account requires them. After an account is closed we retain information for a reasonable period so that it can be exported and to meet legal, accounting and security obligations, after which we delete or anonymize it. Backups are rotated on a schedule.

7. Security

We protect information with measures including encryption in transit (TLS), encryption at rest by our hosting and storage providers, hashed passwords, role-based access controls, rate limiting, audit logging and regular backups. No method of transmission or storage is completely secure; if we learn of a security incident affecting your personal information, we will notify you and the relevant authorities as required by law.

8. Cookies and similar technologies

We use only strictly necessary cookies: locale (your language preference) and ar_access / ar_refresh (your sign-in session). We use Vercel Analytics, which collects aggregate page-view data without cookies and does not track individuals across websites. We do not use advertising cookies or third-party tracking.

9. Your choices and rights

You can review and update your account information in the Service, choose which optional notification channels you receive in your notification settings, and ask us to close your account by emailing support@arboroot.com.

Depending on where you live, you may have rights under state privacy laws to access, correct, delete or obtain a copy of your personal information, and to opt out of the sale or sharing of personal information (we do not sell or share personal information for cross-context behavioral advertising). We will not discriminate against you for exercising these rights. To make a request, email support@arboroot.com; we may need to verify your identity. Where we process information on behalf of a Customer, we will refer your request to that Customer and assist them.

10. Children

The Service is not directed to children under 13, and we do not knowingly collect personal information from children under 13. If you believe a child has provided us with personal information, contact us and we will delete it.

11. Where data is processed

The Service is operated from the United States, is intended for properties in the United States, and stores data with providers located in the United States.

12. Changes to this Policy

We may update this Policy from time to time. We will post the updated Policy on this page with a new “Last updated” date and, for material changes, notify Customers by email or in the Service.

13. Contact