Privacy Policy

This policy covers aedid.com and the AedID product. The short version: we collect what the product needs to keep your building's record, we store it in the United States, we sell nothing, AI models read what you upload and are not trained on it, and you can see, correct, export, or delete your data.

1. Who we are

AedID, operated from Lisbon, Portugal ("AedID", "we", "us") is the controller of the personal data described here. For anything about your data, write to [email protected].

2. What we collect

• Account data — email address, name, a phone number if you choose to add one, password hash (or your Google account identifier if you sign in with Google), organization membership and role, and the date and version of the Terms you accepted.
• Building records — the address of a property, the documents, photographs and details you upload about it, and the facts extracted from them. For properties in the United States we also look up public parcel records for the address. Documents about a building (deeds, invoices, reports) can contain personal data about you or others; you are responsible for having the right to upload them.
• Conversations with the AI Steward — what you type to the assistant and what it answers, kept in your account until you delete the conversation.
• Usage and technical data — server logs (IP address, user agent), session records, and — only with your consent — analytics events and session recordings (see the Cookie Policy).
• Support records — correspondence with us, and an audit log of any access our staff make to your account while assisting you.
• Requests for an invitation — while AedID is in private beta, if you ask for an invitation without having an account we keep the email address you gave, your name if you gave it, and anything you chose to tell us about your property. Nothing else, and no account is created.

We collect this from you, from the organization that manages your property in AedID, from Google if you sign in with Google, and from public property records. We do not buy data about you, and we do not collect your precise location: the coordinates we hold are those of the building.

The only sensitive information we hold is your account credentials, which we use to sign you in and for nothing else. We do not use any of this to infer characteristics about you.

3. Why, and on what legal basis

• Providing the service (contract) — storing your record, processing your documents, looking up a property's address and public records, sending transactional email such as invitations, verification, and maintenance digests.
• AI processing (contract) — reading the documents and photographs you upload, answering you in the AI Steward, and suggesting maintenance. Section 4 describes it in full.
• Security and abuse prevention (legitimate interest) — logs, session records, and the support audit trail.
• Answering a request for an invitation (steps taken at your request before entering a contract) — we use the address only to decide on the request and to send the invitation. It is not added to any mailing list.
• Analytics (consent) — optional, off until you say yes.
• Legal obligations — keeping the records the law requires and answering lawful requests from authorities.

We send no marketing email. If that ever changes we will ask first, separately from anything else.

4. How AedID uses AI

AedID uses AI models from other companies to do work a person would otherwise do by reading. We do not build or train models ourselves. These are all the places AI is used:

• The AI Steward is an AI system, not a person. It says so where you use it. You can always reach a person at [email protected].
• What is written without asking — facts read from a document fill fields of the record that were empty, and details read from an equipment photograph are saved to that piece of equipment. Each keeps its source, and you can correct or remove it.
• What waits for a person — everything else: a fact that contradicts what the record already says, every maintenance suggestion, every inspection finding, and every change the Steward proposes. Nothing happens until someone accepts it.
• AI output can be wrong. It is marked as read or suggested by a model, with the document, page or source it came from where there is one. Check what you rely on.
• No training. We do not use your content to train AI models, and we use these providers' paid business services, whose terms do not allow them to either. They may keep requests for a short time to detect abuse.
• No decisions about people. AedID's AI describes buildings. It does not score, rank, profile or evaluate any person, does not recognise faces or emotions, and makes no decision with legal or similarly significant effect on you. We do not use AI for anything the EU AI Act prohibits or classes as high-risk, and our Terms forbid our customers from using AedID that way.

5. Who processes it for us, and where

AedID's servers, database and file storage are in the United States. We use a small set of processors, under data-processing agreements:

For a property in the United States, its address is also sent to the US Census Bureau geocoder and its coordinates to the public parcel-record service of the county it is in. These are public bodies answering a lookup, not processors of ours. If you connect a calendar, the events described in section 6 are sent to Google at your request.

If you are in the EU, EEA, UK or Switzerland, this means your data leaves it. Those transfers rest on the EU–US Data Privacy Framework where the recipient is certified, and otherwise on Standard Contractual Clauses; ask us for a copy at [email protected].

We do not sell personal data, we do not share it with anyone for their own advertising or direct marketing, and we have not done so in the past twelve months. We disclose it otherwise only to the people you give access to your record, to a successor if AedID is ever transferred (with notice to you first), and where the law compels us.

6. Your calendar

You can choose to see a property's care plan in your own calendar. It is optional, it is off until you turn it on, and it works in one direction only: AedID writes to your calendar and never reads from it.

• What is written — for each maintenance task: its title, the property's name, the equipment it concerns, how often it recurs, a short explanation of why it matters, and a link back to AedID. Notes, costs, contractors and the property's street address are left out, because calendars are often shared.
• A private calendar link — a link your calendar application reads on its own schedule. Anyone who has the link can read that calendar, so treat it like a password. We store only a one-way hash of it, and record when it was last read and by which calendar application. You can replace it or turn it off at any time, and it shows only what you are still entitled to see.
• A connection to Google Calendar — if you connect your account, AedID creates a calendar of its own in it and writes events there. The permission we ask for covers only calendars AedID itself created; we cannot see or change your other calendars or events. We store your account's email address and an access token, encrypted, for as long as the connection exists.
• Disconnecting — you can disconnect in AedID, or remove AedID's access from your Google account. When you disconnect in AedID we delete the stored token and remove the calendar we created. If access is removed on Google's side first, we can no longer reach the calendar, and you can delete it there yourself.

Information we receive from Google APIs is used only to provide this feature. We do not use it for advertising, do not sell it, do not use it to train AI models, and do not allow people to read it except with your agreement, for security purposes, or where the law requires. AedID's use and transfer of information received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements.

7. Sharing a document

You can make a link that opens one document for somebody who has no AedID account — an insurer, a contractor, a buyer. Nothing is shared unless you make a link, and AedID sends nothing: you pass the link on yourself.

• What the link opens — that one document, to view or download, and its title and size. Nothing else about the property is shown. Anyone who has the link can open it, so send it only to the person it is for.
• How long it lasts — one, seven or thirty days, as you choose. You can withdraw it sooner, and deleting the document ends every link to it.
• What we keep — a one-way hash of the link rather than the link itself, who made it and when, the note you wrote about who it is for, when it expires, and how many times and when it was last opened. We do not ask the person opening it who they are. Their request appears in our server logs like any other visit (see section 2).

A document can contain personal data about other people. By sharing it you are the one disclosing it, and you are responsible for having the right to.

8. If you do not have an account

• You opened a shared document — we record that the link was opened, not by whom. See section 7.
• You were sent a link to photograph equipment — the photographs you take are added to that property's record and read by an AI model (section 4). Keep people out of the frame. We do not ask who you are.
• Your name appears in a document somebody uploaded — a contractor on an invoice, a previous owner on a deed. The account holder decided to upload it and answers for that; we hold it on their behalf, and the models are instructed to extract facts about the building, not about people. You have the rights in section 10 all the same — write to us and we will pass your request to the account holder and help them answer it.

9. Retention

Your record exists to be permanent, so we keep it while your account is active. Deleting a document removes its file at once; the facts already read from it stay on the record until you remove them. When an entire property or organization is deleted, its records are removed at once and its stored files are cleared by us within 30 days. You can delete your account yourself from the Account page: your own properties, their records and their files are removed at once. When you ask us to delete your account instead, we do so within 30 days. Backups roll over within 35 days. Audit logs of support access and legally required records are kept longer where the law demands it.

A request for an invitation is kept until it is answered, and deleted when the private beta ends or when you ask us to, whichever comes first — write to [email protected].

10. Your rights

Wherever you live, you can ask us to access, correct, export (in a portable format), or delete your personal data, to restrict or object to processing, and to withdraw consent at any time. You can ask for a person to look at anything an AI model produced about your property. EU/EEA residents have these rights under the GDPR and may complain to a supervisory authority — in Portugal, the CNPD (cnpd.pt).

You can download a copy of your data yourself at any time: signed in, open Account and choose “Download my data”. The archive holds the record of your properties as JSON files and every document and photograph you have added.

There is no button for this yet: write to [email protected] from the address on your account. We answer within one month, at no charge, and we never treat you differently for asking.

11. United States residents

California

• You have the right to know what personal information we collect, use and disclose (the table in section 2 is that list, for the past twelve months too), to get a copy, to correct it, and to delete it.
• We do not sell personal information and do not share it for cross-context behavioral advertising, so there is nothing to opt out of. We do not use sensitive personal information for anything beyond providing the service, and we have no knowledge of selling or sharing the information of anyone under 16.
• We honor the Global Privacy Control signal, and a Do Not Track signal, by keeping analytics off in that browser without asking.
• No other party collects information about your activity across websites through AedID, unless you allow analytics; then Google and Microsoft do, as the Cookie Policy describes.
• You may use an authorized agent; we will ask for proof that you authorized them. We verify a request by replying to the email address on the account, and answer within 45 days.
• We will not deny you the service, or charge or treat you differently, for using any of these rights.

New York and other states

We give the same rights to residents of every state. We keep reasonable administrative, technical and physical safeguards for the private information of New York residents as the SHIELD Act requires, and if a breach affects it we will notify you, and the state authorities the law names, without unreasonable delay and within the periods the law sets.

12. Security

Data is encrypted in transit, passwords are hashed, access inside AedID is scoped per organization and role, and staff access to customer accounts is logged and time-limited. No system is perfect; if a breach affects your data we will notify you and the authorities as the law requires. To report a vulnerability write to [email protected].

13. Age

AedID is for adults. You must be 18 or older to have an account, and we do not knowingly collect personal data from anyone younger. If you believe a minor has given us data, write to [email protected] and we will delete it.

14. Changes

When this policy changes materially we will tell you by email or in the product before the change applies. The date above always reflects the current version.