Privacy Policy

useTOMMI ("Tommi," "we," "us," or "our") provides a SaaS platform for property management companies to automate utility bill splitting using RUBS (Ratio Utility Billing System) methodology. This Privacy Policy describes how we collect, use, disclose, and protect information in connection with our platform and services (the "Service").

1. Information We Collect

1.1 Account Information

When you create an account, we collect information including your name, email address, company name, and authentication credentials managed through our authentication provider. This information is necessary to provide the Service and manage your account.

1.2 Property and Unit Data

You provide property information including property names, addresses, unit numbers, square footage, and occupant counts. This data is used to calculate utility charge allocations.

1.3 Tenant Information

You provide tenant names and email addresses for the purpose of sending utility charge notifications. Tenants are not direct users of our platform — their information is provided and managed entirely by you, the property manager. We do not collect information directly from tenants and tenants do not create accounts with us.

1.4 Utility Bill Data

You upload utility bill documents (PDFs, images) which may contain utility provider names, account numbers, service addresses, billing amounts, billing periods, and due dates. Our AI system processes these documents to extract structured billing data.

1.5 Usage and Analytics Data

We automatically collect usage information when you interact with the Service, including pages visited, features used, timestamps, browser type, and device information. This data helps us improve the Service and diagnose technical issues.

2. How We Use Your Information

We use the information we collect to:

• Process and parse utility bills using AI-powered document extraction
• Calculate per-unit tenant charges using RUBS methodology based on square footage, occupancy, or equal allocation
• Send utility charge notification emails to tenants on your behalf
• Generate CSV exports for integration with property management software (e.g., AppFolio, Yardi)
• Provide analytics, cost trend analysis, and anomaly detection for your properties
• Authenticate your identity and manage your account access
• Communicate with you about the Service, including support and updates
• Improve and develop the Service

3. Third-Party Services

We use the following third-party service providers to operate the Service. Each provider processes data only as necessary to perform their function:

4. Data Storage and Security

We implement appropriate technical and organizational measures to protect your information, including:

• Encryption of data in transit using TLS/SSL
• Secure authentication via Clerk with session management and JWT-based authorization
• All data queries are scoped to the authenticated user — users can only access their own properties, bills, and tenant data
• Uploaded files are stored in Cloudflare R2 with access restricted to authorized users
• Database access is restricted and monitored

While we strive to protect your information, no method of transmission over the Internet or electronic storage is completely secure. We cannot guarantee absolute security.

5. Tenant Data Handling

Tenants are not direct users of useTOMMI. We process tenant information (names and email addresses) solely as provided by property managers for the purpose of delivering utility charge notifications.

• Tenant data is provided and controlled by the property manager (you)
• We use tenant email addresses only to send utility charge statements on your behalf
• Tenants do not create accounts and we do not independently collect or verify tenant information
• Tenant data is deleted when the associated unit or property is deleted from the platform
• As the property manager, you are responsible for ensuring you have the appropriate authority to provide tenant information to us for the purpose of sending utility charge notifications

6. Data Retention and Deletion

We retain your data for as long as your account is active or as needed to provide the Service. Specifically:

• Account data: Retained while your account is active. You may request account deletion at any time.
• Property and unit data: Retained while your account is active. Deleting a property cascades to delete all associated bills, charges, and unit data.
• Utility bill documents: Retained in cloud storage while your account is active. Deleted when associated bills are removed or upon account deletion.
• Tenant information: Retained only as long as the tenant is associated with a unit in the system. Removed when the tenant is removed from a unit, the unit is deleted, or the property is deleted.
• Usage analytics: Aggregated analytics data may be retained in anonymized form after account deletion.

To request deletion of your account and associated data, please contact us at the email address listed below.

7. Data Sharing and Disclosure

We do not sell your personal information. We may share information in the following circumstances:

• Service providers: With the third-party services listed in Section 3 as necessary to operate the Service
• Legal requirements: When required by law, regulation, legal process, or governmental request
• Safety and protection: To protect the rights, property, or safety of useTOMMI, our users, or others
• Business transfers: In connection with a merger, acquisition, or sale of assets, with notice to affected users

8. California Resident Rights (CCPA/CPRA)

If you are a California resident, the California Consumer Privacy Act (CCPA) and the California Privacy Rights Act (CPRA) provide you with specific rights regarding your personal information:

Your Rights

• Right to Know: You may request disclosure of the categories and specific pieces of personal information we have collected about you, the categories of sources, the business purpose for collecting it, and the categories of third parties with whom we share it.
• Right to Delete: You may request deletion of your personal information, subject to certain exceptions.
• Right to Correct: You may request correction of inaccurate personal information.
• Right to Opt-Out of Sale/Sharing: We do not sell or share your personal information for cross-context behavioral advertising.
• Right to Non-Discrimination: We will not discriminate against you for exercising your privacy rights.
• Right to Limit Use of Sensitive Personal Information: We do not use sensitive personal information for purposes beyond what is necessary to provide the Service.

Categories of Personal Information Collected

Exercising Your Rights

To exercise any of these rights, contact us at [email protected]. We will verify your identity before processing your request and respond within 45 days as required by law. You may also designate an authorized agent to make a request on your behalf.

9. Children's Privacy

The Service is not directed to individuals under the age of 18. We do not knowingly collect personal information from children. If you become aware that a child has provided us with personal information, please contact us so we can take steps to remove such information.

10. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. We will notify you of any material changes by posting the updated policy on this page and updating the "Last updated" date. Your continued use of the Service after changes constitutes acceptance of the updated policy.

11. Contact Us

If you have questions about this Privacy Policy or wish to exercise your rights, please contact us at:

[email protected]