Privacy Policy

1. Who we are and what this policy covers

Pulse Software LLC provides PulseAxis. This Privacy Policy explains how we handle information through pulsesw.com, the PulseAxis web application at pulseaxis.net, the PulseAxis mobile app (including development builds), our collection-sharing service, and related support.

The production Android application is identified as net.pulseaxis.mobile. Development builds may use a different application identifier. The information a feature processes depends on what you upload, the features you choose, and your workspace permissions.

Contact us about privacy at [email protected] or at the mailing address on this page.

2. Customer records and our role

When an owner, property manager, or organization uses PulseAxis to manage tenant and property records, that customer generally determines what goes into its workspace, why it is used, who may access it, and what may be shared. We process those records to provide the service to that customer. For account administration, our own website, support, security, and service operations, Pulse Software determines the relevant processing purposes.

If you are a tenant or another person whose information was supplied by a customer, you can contact that owner or manager about their records. You may also contact us. We will identify the relevant role and coordinate a request with the customer where needed; a workspace administrator cannot override rights provided by applicable law.

3. Information we receive

• Account and workspace information: login identifiers, authentication records, contact details provided to us, workspace memberships and roles, and account or service communications.
• Property and people records: addresses, units, ownership and contact relationships, tenant details, leases and amendments, rental dates and amounts, tasks, reminders, and other information you or your organization save.
• Files and metadata: photos, videos, documents, filenames, file details, and metadata supplied with uploads. Photo EXIF metadata can contain capture time, device information, and embedded location coordinates.
• AI inputs and results: questions, relevant conversation context, selected or retrieved records, photos or documents used for analysis, extracted fields, descriptions, tags, reports, and edited images.
• Technical and operational information: IP addresses and request details available to our servers or infrastructure providers, browser or app information, errors, and security or service activity. AI usage records can include the operation, user/workspace/property references, model, token counts, timing, and request identifiers.
• Messages: information you send when requesting support, discussing a service, or exercising privacy rights.

Do not upload identity documents, payment-card details, health information, access codes, or other sensitive information unless it is necessary for an authorized use and you have the right to provide it. Ordinary leases and photos can themselves contain personal information; review them before uploading or sharing.

4. How we use information

We use information to authenticate users; apply workspace permissions; store, organize, retrieve, and share selected records; analyze media and documents; answer questions; produce requested image edits; support customers; maintain the service; measure technical usage and costs; investigate misuse; and meet legal obligations.

When applicable law requires a legal basis for processing we control, the basis depends on the activity: performing our agreement with you, legitimate interests in operating and protecting the service, complying with law, or your consent when required. You can contact us about the basis for a particular use. For customer-controlled workspace records, the customer is responsible for its own legal basis and required notices.

5. AI processing and service providers

PulseAxis uses OpenAI services for AI features. When you use a feature, the information needed for that request can be sent to OpenAI. Depending on the feature, this can include your question, conversation context, relevant property or contact records, lease content, selected photos, and other documents. Results may be saved with the related record. Avoid including unrelated personal information in a prompt or upload.

We use DigitalOcean hosting, database, and object-storage services for service infrastructure and stored records. Cloudflare provides infrastructure for the corporate website. Providers also receive technical information necessary to handle their requests. We may use providers for email or support communications when you contact us.

Provider processing is part of delivering the feature you use. The applicable service configuration and provider terms affect processing and retention; this policy does not promise zero provider retention or that every AI request has the same settings. Contact us if you need to assess a specific use before sending sensitive material.

6. Who can receive information

Information may be made available to:

• Authorized members and administrators of the customer’s workspace, according to access permissions.
• People receiving material you deliberately export, send, or share, including anyone who obtains a public collection link.
• Service providers supporting hosting, storage, AI features, communications, and technical operation.
• Authorities or other parties when disclosure is required by law, necessary to protect rights or safety, or reasonably needed to investigate fraud or security incidents.
• A successor involved in a merger, acquisition, or transfer of the service, subject to applicable law and appropriate notice.

A public collection link does not require the recipient to have a PulseAxis account. Selected photos and available public analysis can be viewed and copied by anyone with that link. A link can be forwarded. Removing material does not recall copies already downloaded. Review shared material and its visible content before creating or distributing a link.

7. Device permissions and local storage

The mobile app uses camera or selected-file access when you choose to capture or upload media. You can control permissions in your device settings. Uploads can include location already embedded in a photo’s metadata; this is distinct from reading your device’s current GPS position. The current app features reviewed for this policy do not require background location tracking, phone-address-book access, or microphone recording. Future features requiring new access need their own disclosures and permissions.

The app stores authentication information, preferences, and some assistant history locally. The web application uses a login session cookie and browser storage for preferences and work in progress. See Cookies & Local Storage for details and controls. Deleting browser or app storage does not delete records stored by the service.

Opening a third-party map, property listing, email app, or other external link can send the chosen address or other link information to that provider under its own privacy policy.

8. Retention and deletion

How long information is kept depends on the type of record, why it is needed, the customer’s instructions, and applicable obligations. Account and service records are kept as needed to operate the account and address security, support, and legal matters. Workspace records remain available for the customer’s use unless deleted or otherwise handled under the customer’s instructions and applicable law.

Some media or lease records have retention controls that prevent ordinary deletion in the interface. That does not mean every retained item is exempt from a valid privacy request. We review the request, the customer’s role, the reason for retention, and the applicable requirements. If information must be retained, we will explain the relevant categories and reason when responding.

Deletion from active use may not immediately remove every backup copy or legally necessary record. Backup handling and provider retention can differ from active-service deletion. We do not promise a universal retention period or immediate erasure from every system. Ask us about a particular category or account.

Use our Account & Data Deletion page to request closure of your account, deletion of associated personal information, or deletion of specific data. Uninstalling the app or signing out is not an account-deletion request.

9. Security

Our services use authentication, workspace access checks, HTTPS for supported service connections, and access-controlled storage to protect information. Security also depends on your device, credentials, workspace settings, and sharing choices. No system is completely secure. If you suspect unauthorized access, contact us promptly and avoid sending passwords or access tokens in the report.

10. Your choices and privacy rights

Depending on where you live and the law that applies, you may have rights to request access, correction, deletion, a copy or portability of your information, restriction of processing, or to object to certain processing. Where consent is the basis, you may withdraw it without affecting prior lawful processing. Some laws provide rights to appeal a denied request or to use an authorized representative, and protections against unlawful discrimination for exercising privacy rights.

Send requests to [email protected]. Describe the information and service involved, and use your account email if possible. We may request proportionate information to verify your identity or authority. Do not send a password, full identity document, or tenant records in the initial message. We will respond within the time required by applicable law and explain any lawful limitation or extension. If your request concerns another organization’s workspace, we may need to coordinate with it.

You may also complain to the appropriate privacy or data-protection authority. In the EEA or UK, this includes the supervisory authority where you live or work. Contact us if you need to appeal our response or identify the appropriate channel.

11. International use and children

Pulse Software LLC is based in the United States. Our providers may process information in the United States and other countries, whose privacy laws can differ from those where you live. International processing must meet the requirements that apply to the relevant customer and transfer. Contact [email protected] for information about processing locations and safeguards applicable to your use; this policy does not claim a particular transfer certification.

PulseAxis is intended for adult business users, not for children to create accounts. Customer records, such as leases, may mention household members. Customers must handle that information lawfully and avoid unnecessary details about children. If a child has provided information directly to us through their own account, contact us so we can investigate and handle it appropriately.

12. Updates and contact

We will post changes to this policy with an updated date and provide additional notice or obtain consent when required for material changes. Contact [email protected] with privacy questions, requests, or concerns.