Privacy Policy

Last updated: August 18, 2025

1. Definitions and Interpretation

For purposes of this Privacy Policy: "Company," "we," "us," or "our" refers to SimpleSIRS and its affiliates, subsidiaries, and related entities. "Services" means all products, services, software, websites, and applications provided by SimpleSIRS. "Personal Information" means any information that identifies, relates to, describes, or is capable of being associated with a particular individual. "Processing" means any operation performed on Personal Information, including collection, use, storage, disclosure, and deletion.

2. Information We Collect

2.1 Information You Provide Directly

We collect Personal Information that you voluntarily provide to us, including but not limited to: (a) Contact information such as name, email address, phone number, and mailing address; (b) Account credentials including username and encrypted password; (c) Payment information including credit card details, billing address, and transaction history; (d) Professional information including job title, company name, and professional licenses; (e) Property information including building details, association documents, inspection reports, and photographs; (f) Communications including emails, chat messages, support tickets, and feedback; (g) Any other information you choose to provide through our Services.

2.2 Information Collected Automatically

When you access our Services, we automatically collect certain information, including: (a) Device information such as IP address, browser type, operating system, and device identifiers; (b) Usage information including pages viewed, time spent, click patterns, and feature usage; (c) Location information derived from IP address or GPS coordinates if enabled; (d) Technical information including log files, error reports, and performance metrics; (e) Cookies and similar tracking technologies as described in our Cookie Policy.

2.3 Information from Third Parties

We may receive information about you from third parties, including: (a) Payment processors and financial institutions; (b) Identity verification services; (c) Professional licensing boards and regulatory agencies; (d) Business partners and referral sources; (e) Public records and databases; (f) Social media platforms if you choose to connect your accounts.

3. How We Use Your Information

3.1 Primary Business Purposes

We process your Personal Information for the following business purposes: (a) Providing and maintaining our Services; (b) Processing transactions and managing accounts; (c) Generating SIRS reports and compliance documentation; (d) Communicating with you about your account and services; (e) Providing customer support and technical assistance; (f) Improving and developing our Services; (g) Ensuring security and preventing fraud; (h) Complying with legal obligations and regulatory requirements.

3.2 Marketing and Communications

With your consent or as permitted by law, we may use your information to: (a) Send promotional materials and service updates; (b) Conduct market research and surveys; (c) Personalize your experience and content; (d) Analyze usage patterns and preferences. You may opt out of marketing communications at any time by following the unsubscribe instructions or contacting us directly.

4. Information Sharing and Disclosure

4.1 Service Providers and Business Partners

We may share your Personal Information with trusted third parties who assist us in operating our business, including: (a) Cloud hosting and data storage providers; (b) Payment processors and financial institutions; (c) Licensed engineers and architects who review reports; (d) Professional service providers including legal and accounting firms; (e) Technology vendors and software providers; (f) Marketing and analytics services. All such parties are contractually obligated to maintain the confidentiality and security of your information.

4.2 Legal and Regulatory Disclosures

We may disclose your Personal Information when required by law or when we believe in good faith that disclosure is necessary to: (a) Comply with legal process, court orders, or government requests; (b) Enforce our Terms of Service or other agreements; (c) Protect the rights, property, or safety of SimpleSIRS, our users, or the public; (d) Investigate potential violations of law or our policies; (e) Respond to claims of intellectual property infringement.

4.3 Business Transfers

In the event of a merger, acquisition, reorganization, or sale of assets, your Personal Information may be transferred as part of the transaction. We will provide notice of any such transfer and any choices you may have regarding your information.

5. Data Security and Protection

5.1 Security Measures

We implement industry-standard security measures to protect your Personal Information, including: (a) Encryption of data in transit and at rest using AES-256 or equivalent standards; (b) Multi-factor authentication and access controls; (c) Regular security audits and vulnerability assessments; (d) Employee training on data protection and privacy; (e) Incident response and breach notification procedures; (f) Compliance with applicable security frameworks and standards.

5.2 Data Retention

We retain your Personal Information for as long as necessary to fulfill the purposes outlined in this Privacy Policy, unless a longer retention period is required or permitted by law. Factors affecting retention periods include: (a) The nature and sensitivity of the information; (b) Legal and regulatory requirements; (c) Business and operational needs; (d) Your relationship with our Services.

6. Your Rights and Choices

6.1 Access and Portability

You have the right to: (a) Access and review your Personal Information; (b) Request a copy of your data in a portable format; (c) Correct inaccurate or incomplete information; (d) Update your account preferences and settings.

6.2 Deletion and Restriction

Subject to legal and business requirements, you may: (a) Request deletion of your Personal Information; (b) Restrict or object to certain processing activities; (c) Withdraw consent where processing is based on consent; (d) Close your account and discontinue Services.

7. International Data Transfers

Your Personal Information may be transferred to and processed in countries other than your country of residence. We ensure appropriate safeguards are in place for such transfers, including standard contractual clauses, adequacy decisions, or other approved mechanisms under applicable law.

8. Children's Privacy

Our Services are not directed to individuals under the age of 18. We do not knowingly collect Personal Information from children under 18. If we become aware that we have collected such information, we will take steps to delete it promptly.

9. California Privacy Rights

California residents have additional rights under the California Consumer Privacy Act (CCPA), including the right to know what Personal Information is collected, the right to delete Personal Information, and the right to opt-out of the sale of Personal Information. We do not sell Personal Information as defined by the CCPA.

10. European Privacy Rights

If you are located in the European Economic Area, you have additional rights under the General Data Protection Regulation (GDPR), including the right to data portability, the right to object to processing, and the right to lodge a complaint with a supervisory authority.

11. Changes to This Privacy Policy

We reserve the right to modify this Privacy Policy at any time. Material changes will be communicated through prominent notice on our website or direct communication to you. Your continued use of our Services after such notice constitutes acceptance of the modified Privacy Policy.

12. Limitation of Liability

TO THE MAXIMUM EXTENT PERMITTED BY LAW, SIMPLESIRS SHALL NOT BE LIABLE FOR ANY INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL, OR PUNITIVE DAMAGES ARISING OUT OF OR RELATING TO THIS PRIVACY POLICY OR THE PROCESSING OF YOUR PERSONAL INFORMATION.

13. Governing Law and Jurisdiction

This Privacy Policy shall be governed by and construed in accordance with the laws of the State of Florida, without regard to its conflict of law principles. Any disputes arising under this Privacy Policy shall be subject to the exclusive jurisdiction of the courts located in Miami-Dade County, Florida.

14. Contact Information

If you have any questions, concerns, or requests regarding this Privacy Policy or our privacy practices, please contact us at: