Privacy Policy

Bohio Ventures LLC. Effective version: 2026-10-30.1.

Overview

This Privacy Policy explains how Bohio Ventures LLC collects, uses, stores, discloses, and protects information in connection with Property One, company workspaces, public rental websites, software purchases, and the Bohio Maintenance application, including the Property One™ Maintenance Assistant where enabled. This policy is a notice of our practices, not a blanket request for consent or a waiver of privacy rights. Where a use requires consent under applicable law, acknowledging this policy does not replace that consent.

Information We Collect

We may collect account information such as name, email address, phone number, role, trade, password credentials stored in hashed form, login provider identifiers, email verification status, and account timestamps. Contractor accounts may include a headshot image and trade information.

For corporate partner registration and qualification, we may collect business and application information such as legal business name, DBA, entity type, state of formation, EIN, business address, website, primary contact details, years in operation, operating history, revenue ranges or summaries, banking institution, insurance information, target client types, owner or principal information, screening consent, review notes, status history, and uploaded documents.

We may collect maintenance workflow information such as requests, descriptions, categories, property addresses, unit numbers, tenant contact details, availability, appointment selections, estimates, approval/rejection notes, completion comments, uploaded photos or videos, message metadata, and related administrative notes.

We may collect technical information such as IP addresses, browser details, device details, log entries, authentication events, security signals, reCAPTCHA results, cookies or session identifiers, and diagnostic information.

Company Registration, Purchases, and Payments

We collect company and administrator details, workspace identifiers, membership and permission records, selected packages and add-ons, purchased capacity, prices and billing status, payment-provider customer and subscription identifiers, transaction references, and records of accepted terms and their versions. We use these records to provision access, administer subscriptions, reconcile payments, manage allowances, prevent fraud, resolve disputes, and meet accounting and legal obligations.

Payment details entered into Stripe-hosted checkout and billing pages are processed by Stripe. These flows do not require you to submit full payment-card numbers to Bohio. We receive information needed to connect transactions to a workspace and manage subscriptions. Stripe also processes information under its own Privacy Policy, including for payment processing, fraud prevention, and legal compliance.

Public Rental Websites and Inquiries

A company may publish its name, logo, selected contact details, property descriptions, photos, availability, and FAQs. Public material can be viewed, copied, or indexed by others. Do not publish private resident information or content you lack authority to share. Rental inquiries may include a prospect's name, email, phone number, message, requested tour or information, and related status records; these are available to the relevant company's authorized personnel and communications providers as needed to handle the inquiry.

Company and Bohio Responsibilities

For property, resident, contractor, and inquiry information that a company controls, Bohio generally processes information to provide that company's requested service. The company is responsible for its own notices, instructions, access permissions, and lawful use of records. Bohio separately processes information for its own account administration, billing, security, fraud prevention, and legal obligations. The legal roles and obligations depend on the processing and applicable law. The company data-processing provisions in our Terms address processing on a customer's behalf.

Rental, Lease and Rent Administration Records

When enabled, rental application records include applicant contact details, desired move-in date, household size, self-reported income or employment, pets, notes, application references, decisions and status history. The relevant company's authorized reviewers use these records to handle the application. Do not enter Social Security numbers, birth dates, payment credentials, medical records or unrelated sensitive information in ordinary application notes.

We exchange necessary identifiers and application references with the configured screening provider, such as Checkr. Its hosted flow collects the authorization, payment and identity information it requests under its applicable notices. Depending on the package and configuration, Property One receives screening invitations and statuses, reports or report references, returned credit scores, verification information, criminal or eviction history and other returned results, source-linked observations and review records. Relevant information is made available to authorized reviewers for the application workflow. Contact the housing provider about its rental decision and the identified reporting agency about report access or disputed report information.

Lease records include uploaded and assembled PDFs, named parties and contact details, property and rent terms, jurisdiction selections, construction-date or exemption explanations, housing-program selections, disclosures and attachments, document hashes and versions, review and download evidence, signing disclosure and consent versions, typed names or signature images, account identifiers, timestamps and delivery history. Records may also include attorney-review information where supplied, offline lease dates, reminders, withdrawals and activation history.

Rent administration records include tenancy assignments, designated payer, schedule amounts and dates, payment-provider references, statuses, adjustments and reconciliation records. Information entered directly into a payment provider's hosted flow is handled under its applicable notice. Lease parties and authorized company personnel may access the relevant packet and records according to their roles. A packet may include information about multiple signers; avoid unnecessary sensitive information.

We use these records to provide the requested application, document, tenancy and payment workflows; manage permissions; support users; preserve transaction and signing evidence; investigate misuse or disputes; and comply with legal obligations. We share relevant records with the participating company, transaction parties and service providers as needed for these purposes and as otherwise described in this policy. A drawn signature is recorded as part of the signing evidence; this does not authorize unrelated biometric identification.

The current report observations are rule-based descriptions of returned fields, not AI eligibility predictions. The maintenance AI disclosures do not authorize unrestricted submission of screening reports, complete leases or signature images to general-purpose AI services. Additional processing requires accurate disclosure and any legally required authority or consent before it begins.

Retention varies by record type, service needs, customer instructions, applicable legal requirements, disputes, legal holds and security needs. Consumer reports and derived information remain subject to applicable use and secure-disposal requirements; a general business-record purpose does not authorize indefinite retention. Cancellation, rejection of an application or closure does not automatically erase signing or transaction evidence. Access, correction, deletion and other requests are handled under the applicable law and existing request procedures.

Provider Transition

Bohio Ventures LLC operates Property One. Where existing records are lawfully made available to it to continue the service, the transition does not by itself authorize unrelated uses or override privacy commitments applicable to those records. Additional notices or consent will be provided or obtained where legally required.

How We Use Information

We use information to create and manage accounts, verify email addresses, process maintenance requests, coordinate tenants, landlords, contractors, and corporate partner applicants, review partner qualifications, request or track screening, send email and SMS notifications, display dashboards, manage scheduling, support estimates and completion records, secure the application, troubleshoot errors, prevent abuse, comply with law, maintain records, and improve the application.

Maintenance Assistant and AI Processing

The maintenance assistant uses ticket and scheduling records to determine the next coordination step, request information, send reminders, and track confirmations. AI features require sending relevant information to the configured AI service provider so the model can interpret requests and replies and support the enabled maintenance workflow. When AI interpretation is enabled, selected text from a participant's current reply, relevant recent messages exchanged with management, the ticket subject, and limited workflow context are sent as needed to Microsoft Azure/Foundry or another provider identified in the application or an applicable provider notice to interpret the reply and support clarification, estimates, approvals, or manager review. Names, contact details, household information, or other personal information included in that text may also be processed. Avoid including sensitive information that is not needed for the repair.

These disclosures cover the routine model requests needed to operate enabled maintenance features, including relevant photo analysis, estimates, and authorized automated workflows. We do not request separate approval for each routine model call within that disclosed scope. Acknowledging this policy does not waive any consent required by applicable law or authorize unrelated processing, unrestricted access to records, or general-purpose model training.

Depending on the enabled feature, AI processing may use relevant maintenance text and photos, as described below. We limit model inputs to information relevant to the authorized maintenance task rather than providing unrestricted access to application records. Corporate partner qualification documents and unrelated tenants' conversations are not provided for maintenance analysis. Authorized management and service personnel may still access relevant application records for coordination, support, security, or legal needs.

Where photo analysis is enabled, selected maintenance photos and relevant ticket context may be processed to generate suggested repair scope and preliminary estimates. This information may be sent to Microsoft Azure/Foundry or another AI service identified in the application or an applicable provider notice. Photos can reveal home interiors, belongings, people, identifying details, and embedded file metadata. Analysis may produce descriptions of visible conditions, suggested work, estimated costs, and related activity records that become part of the maintenance record and may be reviewed by management and relevant contractors. The purpose is assessing the reported maintenance issue, not identifying people or inferring sensitive personal characteristics.

The photo-analysis feature explains the intended use, provider information, and available choices when photos are collected or selected for analysis, with any consent required by applicable law. Existing uploaded photos will not be retroactively submitted for a materially different AI use solely because this policy was updated. Avoid including faces, identity documents, financial or medical records, or unrelated private areas in repair photos. Ask your property manager about another way to assess the repair if you cannot provide an appropriate photo. Estimates may be reviewed by a manager or processed through an approval workflow within limits authorized by management, as described below. Image analysis does not determine that a repair was completed or that a condition is safe. The retention and privacy-request provisions below also apply to photos and derived estimates.

Enabled maintenance features may use relevant ticket information, photos, prior maintenance records, AI-generated estimates, and configured rules to support recommendations, automatic approvals, scheduling, contractor coordination, or other authorized workflow actions. The information used must be relevant to the identified maintenance purpose and the feature's permissions. Records may include the inputs used, resulting estimates or actions, applicable approval limits, and review or correction history. Management may authorize actions within defined controls without reviewing each action individually. You may request human review of an automated update or action through the contact channels below.

Capabilities vary by property, account, and configuration. Enabling a feature within the purposes, data categories, and authorized workflows described in this policy does not, by itself, require a new policy version. This does not authorize unrestricted new data uses. For material changes outside this scope, we will explain the processing and available choices and provide any additional notice or obtain any consent required by applicable law before the changed processing begins. These maintenance features are not used to decide eviction, tenancy eligibility, or other housing entitlements. The provisions on changes below also apply to changes in automation and previously collected information.

We record coordination status, messages, reminders, proposed actions, manager decisions, access and resolution confirmations, administrative closure reasons, and email delivery information to operate the service, correct errors, and document what happened. The assistant can send reminders and apply administrative workflow rules, including closure after a missed confirmation notice and grace period. Such closure does not establish repair completion or determine housing eligibility, rent, eviction, or other legal rights. You may ask your property manager to review an automated update or handle coordination personally.

We do not use maintenance-assistant conversations, repair photos, or derived estimates to train general-purpose AI models. Microsoft processes submitted content and generated results to provide its AI service and may process or retain content for security, content filtering, and abuse monitoring, including authorized review where applicable. This is different from training a general-purpose model. Storage, processing locations, and safeguards depend on the Azure service and deployment configuration; we do not promise that every request is processed in a particular region or that provider records are never retained. See Microsoft's AI data privacy and security information.

How We Share Information

We may share information with users involved in a maintenance workflow, including landlords, tenants, and contractors, as needed to coordinate requests, scheduling, estimates, repairs, completion, documentation, and communication.

For corporate partner applications, we may share relevant application information with Bohio LLC personnel, Bohio Management personnel, service providers, screening providers, storage or hosting providers, email or SMS providers, and other parties reasonably needed to review, support, document, or communicate about the application.

We may share information with vendors and service providers that help operate the application, including hosting providers, database providers, storage providers, email providers, SMS providers, identity providers, analytics/security tools, and captcha providers. For the maintenance assistant, these include Microsoft Azure hosting, database, AI/Foundry, and communication services. We share information relevant to the service being performed; the assistant's AI processing is for maintenance coordination, not advertising. We may also disclose information if required by law, legal process, safety needs, security investigations, business transfers, enforcement of our terms, or protection of rights, property, users, or the public.

Cookies, Analytics, and Account Security

Where enabled, Microsoft Clarity helps us understand navigation, clicks, scrolling, and usability through session recordings and heatmaps. We mask page content and do not send custom user identities or form values through this integration. Microsoft processes usage and technical information under its Privacy Statement. Applicable analytics consent choices govern use of these technologies.

We use session cookies and similar technologies for sign-in, security, preferences, and checkout continuity. Where enabled, Google Analytics receives website usage and technical information to help us understand visits and improve the service. Google reCAPTCHA may process device and interaction signals to prevent abuse. These providers process information under their applicable policies. Availability varies by page and configuration. Browser controls may restrict cookies, but disabling necessary cookies can prevent sign-in or checkout. We provide additional choices or obtain consent where applicable law requires; accepting these Terms is not consent to unrelated marketing.

SMS and Email

We use contact details and delivery information for operational notifications. The maintenance assistant uses in-app messages and supported operational notification channels where enabled. Tenant reminders may be daily, increasing to morning and afternoon near an appointment while action is needed, within configured property contact hours. Follow the response instructions in the portal or message; email replies are monitored only where expressly supported. Delivery is not guaranteed, and provider acceptance or delivery does not mean a message was read. For other features offering SMS, applicable consent requirements apply and message and data rates may apply. Ask your property manager about human handling and available notification preferences. A preference request may not recall a message already submitted for delivery.

Security

Bohio Ventures LLC uses reasonable administrative, technical, and organizational measures designed to protect information, including password hashing, access controls, and selected encryption or hashing for sensitive partner application information where supported. However, no system can be guaranteed completely secure or always available. You are responsible for using strong unique passwords and protecting your email, phone, devices, and login credentials.

Retention

We retain information for as long as reasonably necessary to provide the application, maintain property, maintenance, partner application, and business records, comply with legal obligations, resolve disputes, enforce agreements, preserve security, and support business operations. We may delete, de-identify, archive, or retain information as permitted by law and business needs. Corporate partner applicants should keep their own copies of uploaded records and documents.

Maintenance conversations and assistant activity records may remain after a ticket closes so we can document notices, appointments, decisions, and unresolved issues. Closing a ticket or pausing the assistant does not delete its history. Retention depends on the type of record, ongoing maintenance or tenancy needs, legal requirements, disputes, and security needs; we do not apply a single automatic deletion deadline to all records. Provider copies and backups may follow separate retention and deletion processes. Contact us to ask about a record or request deletion.

Subscription cancellation does not itself delete a workspace, billing records, acceptance records, or underlying property records. Retention of transaction and consent records depends on accounting, legal, fraud-prevention, and dispute needs. Customer-directed return or deletion requests are handled under applicable law and agreements. There is no single automatic deletion deadline or guaranteed post-cancellation self-service export window. We restrict retained records to appropriate purposes.

Your Choices

You may request correction or deletion of certain account information by contacting Bohio Ventures LLC. Some information may be retained if needed for legal, security, fraud-prevention, property, maintenance, accounting, or operational reasons, to the extent permitted by law. You may also ask about access to your information and request human review of an assistant update. We may need to verify your identity and authority using information proportionate to the request. Requests can be made through the contact channels below; the app does not currently provide a self-service AI opt-out or automatic deletion control. You can ask your property manager to pause automated coordination and arrange human handling or another reporting method. Such a request does not automatically delete existing records or withdraw a maintenance report. Applicable privacy rights and response requirements depend on your location and circumstances.

For requests involving information controlled by your landlord or company, contact that company or Bohio. We may route the request to the company for instructions while addressing any obligations that apply directly to Bohio. We do not require an active paid subscription to receive a privacy request. Depending on applicable law, rights may include access, correction, deletion, portability, and applicable objections or opt-outs. We will explain a denial and available review or appeal process where required by law. Requests do not waive legal rights or automatically withdraw a maintenance report.

Children

The application is intended for adults aged 18 and older and is not directed to children. Do not create an account if you are under 18. If you believe a child submitted personal information, contact us so we can review and address the situation as required by applicable law.

Third-Party Services

The application may rely on third-party services, including cloud hosting, email, SMS, identity, captcha, storage, and other providers. Those providers may process information under their own terms and privacy practices. We do not guarantee independent providers’ availability or performance. This does not exclude Provider’s own duties concerning processing, safeguards, vendors or incident response where applicable law imposes them.

Changes

Bohio Ventures LLC may update this Privacy Policy from time to time. We identify revisions by version date, summarize material changes, and provide notice through the application or other appropriate channels. Where applicable law requires additional notice or consent for a materially different use of information, we will follow those requirements before that use. Posting a revised policy does not by itself authorize a retroactive expansion of the uses of previously collected information.

Contact

Email bohiomanagement@mybohio.net with the subject "Privacy Request". This channel is available without an account or active subscription.

Send a message marked "Privacy Request" to Bohio Ventures LLC through authenticated ticket messages, or use the management contact details provided with your lease, account, or application if you do not have portal access. Explain the information or request involved and how we can contact you. Do not send passwords or unsolicited identity documents. For human maintenance assistance, contact your property manager through the same established channels. We will handle requests according to applicable legal requirements.

Version History

Version 2026-10-30.1 adds rental application and screening information, lease and disclosure packets, signing and acceptance evidence, rent-administration records and provider-transition information.

Version 2026-10-25 identifies Bohio Ventures LLC as the platform owner and operator.

Version 2026-10-24 adds company registration and workspace processing, subscription and Stripe payment records, public rental websites and inquiries, analytics disclosures, cancellation and retention information, and a public privacy-request contact.

Version 2026-10-18 adds maintenance-assistant and AI processing disclosures, Microsoft service provider information, coordination and delivery records, retention criteria, human review and privacy-request options, and clearer notices about material changes. It also describes planned AI photo analysis, preliminary estimates, image privacy risks, authorized automation and approval workflows where enabled, and requirements for materially different processing.

Version 2026-06-27 added standard corporate partner registration, qualification application, uploaded document, screening, retention, and security language. Earlier versions focused primarily on maintenance, contractor, tenant, notification, and account workflows.