Privacy Policy

HomeReady™ SaaS Platform

Last Updated: July 28, 2026

Intelligent Management Systems, LLC (“IMS,” “we,” “us,” or “our”) takes privacy seriously. This Privacy Policy describes how IMS and its affiliates, agents, contractors, service providers, and representatives collect, use, share, store, and protect personal information when users access or use the HomeReady™ software-as-a-service platform (“Platform”).

This Privacy Policy applies to personal information collected through the Platform and related support channels. It does not replace the Terms of Service, FCRA Obligations Page, or any separate FCRA notices, certifications, disclosures, authorizations, or user-obligation materials that may apply to screening-related services.

In the event of any conflict or inconsistency between this Privacy Policy and the Terms of Service, the Terms of Service will control to the extent of the conflict, except where this Privacy Policy is required by applicable law to provide a separate privacy notice or disclosure.

If you do not want us to handle personal information as described in this Privacy Policy, you should not use the Platform. If you use the Platform on behalf of an organization, you represent that you are authorized to provide information and permissions on that organization’s behalf.

This Privacy Policy refers to all users collectively as “Users.” Where relevant, it also refers to organizational customers, property managers, associations, applicants, owners, residents, tenants, vendors, and other individuals whose information or Customer Data may be submitted through the Platform.

1. Definitions

For purposes of this Privacy Policy, the following terms have the meanings below:

  • “Confidential Information” means nonpublic business, technical, financial, operational, security, customer, applicant, owner, resident, tenant, vendor, association, or personal information disclosed or made available through the Platform, whether by a User, organization, IMS, or a third party acting on their behalf.
  • “Customer Data” means documents, data, records, files, communications, personal information, confidential information, and other materials submitted to, uploaded to, generated through, or processed by the Platform on behalf of a User or organization.
  • “FCRA Obligations Page” means the separate FCRA obligations page available at https://app.homereadyapp.com/fcra, as it may be updated from time to time.
  • “IMS” means Intelligent Management Systems, LLC.
  • “Platform” means the HomeReady™ software-as-a-service platform.
  • “Privacy Policy” means this privacy policy, available at https://app.homereadyapp.com/privacy, as it may be updated from time to time.
  • “Terms of Service” means the separate HomeReady™ Terms of Service available at https://app.homereadyapp.com/terms, as it may be updated from time to time.
  • “Users” means all users of the Platform, including organizational customers, property managers, associations, applicants, owners, residents, tenants, vendors, and other individuals whose information may be submitted through the Platform.

2. Information We Collect

We collect information in the following categories:

2.1 Information You Provide

This includes information submitted directly through the Platform, such as:

  • Account registration details (name, email address, phone number, organization)
  • Documents and data uploaded as part of application intake or workflow processes
  • Communications sent through Platform messaging or support channels
  • Administrative or configuration settings
  • Specific inquiry information, survey responses, feedback, order information, company information, entity type and state of registration, Employer Identification Number (EIN), business license information, tax-exempt certificate information, and other information submitted to support account setup, screening, application intake, or workflow activities

Depending on the services requested, Users or organizations may submit Customer Data and sensitive personal information, including identification numbers, government-issued identification, background-check information, application materials, ownership or residency information, and other information used for screening, verification, intake, compliance, or workflow purposes. Sensitive information should be submitted only through fields or workflows designated for that information.

If payment information is submitted through the Platform, it may be transmitted securely to a third-party order or payment processor under contract with us. We do not use payment information for unrelated purposes and do not store payment-card information unless expressly stated by the payment processor or applicable workflow.

The Platform is not directed to individuals under 18 years of age. Individuals under 18 are not authorized to use the Platform except where their information is submitted by an authorized adult, organization, or other person with lawful authority for a permitted Platform purpose.

Customer Data is treated as Confidential Information to the extent it is nonpublic or identifies, relates to, describes, or can reasonably be associated with an individual, organization, association, property, transaction, application, screening activity, or Platform workflow.

2.2 Automatically Collected Information

We may collect information through technology to enhance our ability to operate, secure, and improve the Platform.

When you use the Platform, we may automatically collect:

  • Log data (IP address, browser type, device information)
  • Usage data (pages viewed, actions taken, timestamps)
  • Cookies or similar technologies used for authentication and session management
  • Security-related telemetry (failed logins, access attempts, session anomalies)
  • Device identifiers, browser information, Internet Protocol (IP) address, referring and exit pages, and other connection information used to understand Platform activity, troubleshoot issues, and maintain security

2.3 Third-Party Data

If you connect the Platform to third-party services, we may receive information from those services according to their terms and your permissions.

We may also supplement information collected through the Platform with records received from third parties where necessary to provide background-check, verification, application-processing, compliance, or workflow services requested by users or their organizations.

3. How We Use Information

We use personal information to:

  • Operate, maintain, and improve the Platform
  • Process applications and manage workflow activities
  • Authenticate users and secure accounts
  • Provide customer support and respond to inquiries
  • Communicate updates, notices, or service-related information
  • Analyze usage trends and improve system performance
  • Comply with legal, regulatory, or security obligations
  • Enforce our Terms of Service

We do not sell personal information.

We do not use personal information for unrelated marketing. We may use aggregated or de-identified information for analytics, research, service improvement, benchmarking, business planning, or similar purposes where the information does not reasonably identify an individual.

We use Customer Data only as reasonably necessary to provide, operate, maintain, secure, support, audit, and improve the Platform; comply with legal, contractual, security, and operational obligations; enforce the Terms of Service; and perform services requested by Users or organizations. We do not use identifiable Customer Data to train general-purpose artificial-intelligence models or for unrelated product development without appropriate authorization.

4. Legal Basis for Processing

Where applicable, we process personal information based on:

  • Your consent
  • Performance of a contract (e.g., providing Platform services)
  • Compliance with legal obligations
  • Legitimate business interests such as improving the Platform, ensuring security, and supporting operational needs

5. How We Share Information

We do not sell or rent personal information to third parties. We may share personal information only as described below, as directed by an authorized User or organization, or as otherwise permitted or required by law.

Customer Data may be disclosed to IMS personnel, affiliates, agents, contractors, service providers, professional advisors, representatives, organizational administrators, and other authorized recipients only where they have a legitimate need to know and are subject to appropriate confidentiality, privacy, security, contractual, or professional obligations.

5.1 Service Providers

We may share information with trusted vendors who assist with:

  • Hosting and infrastructure (including Akamai Cloud Infrastructure)
  • Security, monitoring, and threat detection
  • Analytics and performance optimization
  • Communication tools
  • Customer support operations

These providers are contractually required to protect personal information and Customer Data using commercially reasonable confidentiality, privacy, and security obligations and may use that information only to perform services on our behalf or as otherwise permitted by law and applicable contract terms.

5.2 Third-Party Integrations

If you choose to use third-party integrations, information may be shared with those services according to their terms. We are not responsible for third-party privacy practices.

5.3 Legal and Compliance Requirements

We may disclose information if required to:

  • Comply with applicable laws or regulations
  • Respond to lawful requests from authorities
  • Protect the rights, safety, or security of users or the Platform
  • Investigate fraud, abuse, or security incidents

5.4 Organizational Administrators

If you use the Platform through an organization, certain information may be visible to authorized administrators within that organization.

We do not share personal information with unrelated third parties for marketing purposes.

Where the Platform is used to collect or process applicant, resident, owner, tenant, vendor, association, or other individual information on behalf of an organization, that information may be made available to the organization, its authorized administrators, and other authorized recipients for the requested screening, application, compliance, recordkeeping, or workflow purpose.

We may disclose personal information to attorneys, accountants, auditors, insurers, consultants, and other professional advisors when reasonably necessary to obtain advice, manage risk, comply with obligations, respond to disputes, or protect our legal interests.

We may share aggregated or de-identified information that does not reasonably identify an individual for analytics, research, marketing, advertising, customer research, benchmarking, service improvement, or business-planning purposes.

We may disclose personal information in response to court orders, subpoenas, civil discovery requests, legal process, regulatory requests, or other requirements of law.

We may also disclose or transfer personal information in connection with a merger, consolidation, bankruptcy, sale of substantially all assets, change in ownership, financing, reorganization, or similar corporate transaction, including to prospective purchasers or successor operators of the Platform.

6. Data Security

We implement commercially reasonable administrative, technical, and physical safeguards to protect personal information.

No security measure is perfect or impenetrable, and we cannot guarantee that personal information will never be accessed, used, disclosed, altered, or destroyed without authorization.

Access to personal information is limited to personnel, contractors, and service providers with a need to know in order to provide, support, secure, audit, or improve the Platform.

We maintain security policies and procedures designed to protect Customer Data from unauthorized access, use, disclosure, alteration, tampering, loss, or destruction and to support incident identification, escalation, containment, investigation, mitigation, and remediation.

If we confirm a security incident involving unauthorized access to personal information or Customer Data in our custody or control, we will provide notice without unreasonable delay after confirmation, consistent with applicable law, contractual obligations, security needs, and law-enforcement restrictions. We will reasonably cooperate in investigation, mitigation, remediation, and legally required notices, but we are not required to disclose privileged, confidential, security-sensitive, or law-enforcement-restricted information.

Users are responsible for:

  • Protecting their login credentials
  • Ensuring secure access within their organization
  • Following applicable data protection laws and internal policies
  • Ensuring that Customer Data submitted to the Platform is lawful, authorized, accurate, complete, and appropriate for the intended workflow or screening purpose
  • Configuring user permissions, access controls, retention practices, and integrations in a manner consistent with applicable legal, contractual, organizational, and privacy obligations

7. Data Retention

We retain personal information only as long as necessary to:

  • Provide Platform services
  • Fulfill operational or contractual requirements
  • Comply with legal or audit obligations
  • Support legitimate business interests (e.g., security logs, fraud prevention)

Upon account closure or termination:

  • Users may request export of their data prior to termination
  • Certain information may be retained as required by law or for legitimate business purposes
  • Data may be deleted or anonymized after the applicable retention period

We do not guarantee restoration of deleted data.

Retention, deletion, export, and backup practices may also be governed by the Terms of Service, applicable order terms, legal holds, audit requirements, dispute-resolution needs, security logs, backup procedures, and applicable law.

8. Your Rights and Choices

Depending on your jurisdiction, you may have rights to:

  • Access personal information
  • Correct inaccurate information
  • Request deletion of personal information
  • Restrict or object to certain processing
  • Request a copy of your data in portable format

Requests may be subject to:

  • Identity verification
  • Legal limitations
  • Operational constraints
  • Organizational policies (if you are part of an enterprise account)

Some rights may be exercised through your account settings.

You may contact support to request access to, correction of, updating of, or deletion of personal information, subject to identity verification, legal limitations, contractual obligations, organizational controls, and retention requirements.

Where we send optional emails, notices, or other communications that permit opt-out, you may follow the unsubscribe or opt-out instructions included in those communications. Some service-related communications may be necessary to operate the Platform and may not be subject to opt-out.

9. Cookies and Tracking Technologies

We use cookies and similar technologies for:

  • Authentication and session management
  • Security and fraud prevention
  • Usage analytics and performance monitoring

You may adjust browser settings to limit cookies, but doing so may affect Platform functionality.

We may use analytics tools, cookies, web beacons, pixel tags, clear GIFs, embedded scripts, or similar technologies to understand how users interact with the Platform, measure performance, support security, and improve user experience. These technologies may collect information such as pages visited, time spent on pages, referring websites, and activity before or after use of the Platform.

Some browsers offer “Do Not Track” signals. Because there is not yet a uniform industry standard for responding to such signals, the Platform may not respond to Do Not Track browser settings. Vendors or business partners may also use cookies or similar technologies to assist with analytics, advertising measurement, or display of service-related information, subject to applicable law and contractual restrictions.

10. Third-Party Links and Services

The Platform may contain links or integrations to third-party services. This Privacy Policy does not apply to those services. You are responsible for reviewing their privacy practices.

11. Children’s Privacy

The Platform is not directed to individuals under 18 years of age, and we do not knowingly collect personal information directly from children through self-service Platform accounts. If information concerning a minor is submitted by an authorized adult, organization, or other person with lawful authority, that information will be handled for the permitted Platform purpose and subject to this Privacy Policy.

12. International Data Transfers

Personal information may be processed in the United States. If you access the Platform from outside the United States, your information may be transferred to and processed in the United States, where privacy laws may differ from those in your jurisdiction.

We do not intentionally send personal information outside the United States except where necessary to provide requested services, support Platform operations, work with service providers or contractors, respond to a user’s or organization’s request, process information relating to jurisdictions outside the United States, or otherwise operate the Platform. Personnel, affiliates, contractors, vendors, or service providers located outside the United States may perform functions such as public-records research, verification, customer support, technical support, security monitoring, or platform operations where permitted by law and contract.

13. Compliance With Community Association Laws

The Platform supports workflow management for community associations, but:

  • We do not guarantee compliance with Florida Statutes Chapters 718, 719, or 720
  • We do not provide legal advice
  • Associations remain solely responsible for statutory record-keeping and retention
  • Users must ensure uploaded documents meet legal requirements

To the extent the Platform is used in connection with consumer reports, investigative consumer reports, tenant screening, employment screening, or similar regulated screening activities, this Privacy Policy does not itself create, replace, or satisfy any FCRA disclosure, authorization, adverse-action, certification, permissible-purpose, or user-obligation requirement. Those obligations are addressed separately in the Terms of Service, FCRA Obligations Page, FCRA notices, user certifications, and related forms.

Users and organizations remain responsible for determining whether their use of the Platform involves consumer-reporting laws, housing laws, community-association statutes, record-retention duties, privacy laws, or other legal requirements.

Upon reasonable written request, and subject to confidentiality, security, legal, operational, and third-party restrictions, IMS may provide information reasonably sufficient to describe applicable security practices, third-party assessments, certifications, summaries, or other oversight materials then available for the Platform. Any such review or disclosure does not relieve Users or organizations of responsibility for their own compliance obligations and does not constitute a legal, security, privacy, or compliance opinion.

14. Disclaimer of Warranties

The Platform and this Privacy Policy are provided for informational and operational purposes only. IMS does not warrant that the Platform, privacy controls, security measures, data processing, integrations, reports, workflows, notices, forms, oversight materials, or related materials will be error-free, uninterrupted, complete, current, legally compliant for any particular use, or sufficient to satisfy any user’s legal, regulatory, contractual, community-association, consumer-reporting, housing, employment, privacy, data-security, or record-retention obligations.

To the maximum extent permitted by law, IMS, together with its affiliates, agents, contractors, service providers, representatives, successors, and assigns, disclaims all warranties, express or implied, including any implied warranties of merchantability, fitness for a particular purpose, non-infringement, accuracy, completeness, availability, security, performance, or compliance with law.

15. Changes to This Privacy Policy

We may update this Privacy Policy periodically. Changes become effective upon posting within the Platform. Continued use of the Platform constitutes acceptance of the updated policy.

If we materially change this Privacy Policy in a way that affects how we use or disclose personal information, we will provide notice of the change and update the effective date before or when the change becomes effective, as required by applicable law.

16. Contact Information

For questions about this Privacy Policy or our data practices, you may contact us through the support channels provided within the Platform or by using the support contact information made available by IMS. If the Terms of Service, FCRA Obligations Page, separate FCRA disclosure, authorization, certification, or other service-specific document applies to a requested service, that document should be reviewed together with this Privacy Policy.

Privacy and data-practice inquiries may be sent to privacy@homereadyapp.com.

Written notices may be sent to:

Intelligent Management Systems, LLC
c/o United States Corporation Agents, Inc., Registered Agent
476 Riverside Ave.
Jacksonville, FL 32202