Privacy

About this notice

AI Property Manager is provided by Simon Bird (ABN 79 390 603 143), an Australian sole trader operating MarketReady.ai (“MarketReady”, “we”, “us” or “our”). Contact us at support@marketready.ai about how the service handles personal information.

Your property-management agency manages its property records and maintenance work. Its own privacy policy also applies to how it collects and uses your information. This notice explains the app’s handling of that information; it does not cover the separate Follow-Up or AI Receptionist apps.

Information we collect

Information comes from you, from authorised agency users and from records they add or import. Depending on how the app is used, this includes:

• Accounts and teams: names, email addresses, sign-in and session information, agency membership, roles and an optional profile photo.
• Property and contact records: property addresses, portfolio assignments, tenancy details and contact information for renters, owners, property managers and maintenance contacts. CSV or Excel imports can contain these details.
• Maintenance work: messages, reports, photos, videos, other uploaded files, access arrangements, notes, work status and attributed updates.
• Assistant conversations: questions, relevant workspace context, answers, sources and drafts.
• Support and technical information: feedback, a reply email, report references, app version and operational information used to run and protect the service.

We use this information to provide account access, organise agency work, prepare and deliver maintenance reports, assist with questions and drafts, provide support and operate the app. Add only information needed for the work. Avoid passwords, payment details, keys or access codes, and unnecessary information about other people.

For renters

The maintenance assistant collects the details you share, asks follow-up questions and may offer troubleshooting where appropriate. Messages and uploaded files are stored as you use the assistant, before you confirm a request. You can review and correct the report before it is submitted to property management.

Photos, videos and other files

Relevant conversation details, resized image copies and sampled still frames from uploaded videos may be sent to the AI service. The app does not analyse audio from those videos. Original uploaded files are retained for property management; a document being attached does not mean the AI has read its contents.

Selected files upload when you send a message or review your request. Files that have not uploaded and unsent message drafts are not guaranteed to survive a reload. If you prefer not to use the assistant, contact your property manager through your usual maintenance channel.

Dictation and voice

If Dictate message is available, you choose when to start and stop a short microphone recording. Temporary audio is sent to OpenAI for transcription. The words appear in your editable draft; check them and select Send before they become a chat message. The assistant replies in text.

Raw dictation audio is not saved as a maintenance attachment. A failed recording can remain temporarily on the page for retry, for up to five minutes. Cancelling, leaving or reloading discards that temporary recording; this does not describe the AI provider’s own retention.

Full spoken replies are currently unavailable to ordinary renters. If separately enabled, choosing Voice and granting browser microphone permission sends audio and a transcript to OpenAI. The transcript becomes part of the same reviewable maintenance conversation.

Not for emergencies. This service is not monitored for emergencies and cannot call emergency services. Call 000 if anyone is in immediate danger.

How AI uses information

The renter assistant uses the conversation, relevant property context and supported visual evidence to understand the issue and prepare a report. A separate OpenAI search helper can receive product identifiers, such as a manufacturer and model, to find official product guidance.

The PM assistant uses your question, conversation context and relevant records available through your authorised workspace access. These can include property and contact details, maintenance reports, notes and saved email addresses needed for a draft. This information is sent to the AI service, and conversations and generated responses are stored in the app.

The current reasoning service uses OpenAI through OpenRouter. OpenAI also processes dictation and the separate manufacturer-search requests. The provider links below explain their data practices; the app’s use of an API does not mean information is never retained by those providers.

AI can make mistakes. Property managers review answers and drafts before using them. Generating or copying an email draft does not send it. The assistant does not book contractors or approve costs. Confirmed renter reports, including any resolution the renter reports, are recorded for property management to review.

Access and sharing

Agency records are available to authorised users according to their agency membership and record permissions. Team features allow colleagues to work with shared records. Uploaded maintenance evidence is stored privately and accessed through authorised app routes or temporary links.

When a maintenance report is confirmed, it becomes available to property management. Email notifications can contain the report, relevant attachments and links to the workspace. Those emails create copies outside the app in the recipient’s mailbox.

Feedback and support

If you choose Give feedback, your message and reply email are saved separately and shared with MarketReady support. Signed-in PMs use their account email; renters can leave an optional reply email. The app version and any supplied report reference help identify the issue. Maintenance conversations and evidence files are not automatically included in feedback.

Leave out private tenancy information unless it is needed for the support request. Giving feedback does not submit or update a maintenance request.

Service providers

The app uses the following services for the purposes described here:

Supabase

Account authentication, agency records, assistant conversations and private file storage. Supabase privacy policy.

Vercel

Website hosting, application processing and delivery, including ordinary connection and operational information. Vercel privacy notice.

OpenRouter and OpenAI

AI processing as described above. See OpenRouter’s privacy policy and OpenAI’s API data controls.

Mailgun

Delivery of maintenance notifications and app feedback to the relevant recipients. Mailgun privacy policy.

Google Maps

Optional address suggestions when a PM types a street address in Add or Edit property. The typed street text and ordinary browser connection information go to Google; renter names, contact details and other property records are not included in that request. Manual entry is available, and a suggestion remains an editable draft until saved. See Google’s privacy policy and Maps terms.

Overseas processing

These providers may process information outside Australia, including in the United States and other countries where they or their subprocessors operate. Australian hosting of one part of the service does not mean every provider, support operation or backup is located in Australia. Retention and processing locations depend on the service and applicable account terms. Contact MarketReady if you need more information about a particular data flow.

Cookies and device storage

The app uses cookies for account sessions and browser storage for preferences and maintenance-conversation recovery. Same-device recovery lets you resume an unfinished conversation for seven days. Anyone using the same browser may be able to resume that conversation, so take care on a shared device.

Clearing cookies or browser storage can sign you out or remove your recovery access. It does not delete records already stored by the service.

Retention and deletion

The seven-day recovery window is not a data-deletion deadline. Messages and uploaded evidence can remain stored after recovery access expires. Archiving a property, closing a matter or removing access to a workspace does not by itself erase its records.

Confirmed reports preserve the original submission; subsequent corrections are recorded as attributed updates. Records, backups, provider logs and emailed copies can have different retention and deletion arrangements.

Contact your agency about its records, or support@marketready.ai about app-held information and deletion requests. Removing information from the app does not necessarily remove copies already delivered to a recipient or held in provider backups. Do not assume that ending access to the service automatically deletes all information.

Access and corrections

Before confirming a maintenance request, return to the conversation to correct a detail and review the updated report. After confirmation, contact your property manager with the request reference so an attributed correction can be recorded.

For access to, correction of or deletion of personal information, contact your agency or MarketReady support. Include enough detail to identify the relevant account or request, but do not send passwords, access codes or identity documents in your initial email. Identity and authority may need to be verified, and access may need to account for other people’s information in the same record.

Questions and complaints

For a privacy question or complaint about the app, email support@marketready.ai. Describe what happened, the information involved and the outcome you are seeking. Include an account or report reference if you have one.

For how your agency uses its records, contact the agency’s privacy contact. A request involving agency records may need to be coordinated with that agency. Maintenance progress and urgent repairs should go to your property manager through the usual channels.

If your concern remains unresolved, the Office of the Australian Information Commissioner explains privacy complaint options, eligibility and how to raise a complaint.

This notice may be updated as the service changes. The date at the top identifies the latest revision.