Privacy Policy

1. Introduction & Scope

This Privacy Policy describes how The Luxury Suite, operated by Xavier Platforms and XT Consulting Group ("we," "us," or "our"), collects, uses, shares, and protects personal information when you use our property management platform, including our iOS applications, web dashboards, and related services (collectively, the "Platform").

The Luxury Suite is a white-label platform — meaning the apps and dashboards you use may appear under your apartment community's branding. Regardless of the branding displayed, The Luxury Suite is the underlying technology provider and this Privacy Policy governs how we handle data processed through the Platform.

This policy applies to all users of the Platform, including property managers, staff members, and residents. If your property management company has a separate privacy policy, their policy governs how they use your data in their capacity as your landlord or property manager. This policy governs how we handle your data as the technology provider.

2. Our Role

The Luxury Suite operates in two capacities depending on the context:

• As a service providerto property management companies ("Clients") — we process resident data on behalf of and at the direction of your property management company. Your property manager determines what data is collected and how it is used for property operations.
• As a controller for data we collect directly — such as when you visit our website, contact our sales team, or interact with the Platform in ways unrelated to a specific property.

3. Information We Collect

Information You Provide Directly

• Account information — name, email address, phone number, profile photo, and login credentials
• Resident profile data — unit assignment, emergency contacts, vehicle information (make, model, license plate), and pet information (name, breed, type)
• Financial and payment information — payment method details are collected and processed by our payment processor, Stripe. We do not store full credit card or bank account numbers on our servers. We retain transaction records including amounts, dates, and payment status
• Lease information — lease dates, rent amounts, and lease documents uploaded by your property management company
• Maintenance requests — descriptions of issues, photos, scheduling preferences, and entry permission instructions
• Messages — content of conversations between residents and property management staff through the Platform’s messaging system
• Community content — posts, comments, marketplace listings, event RSVPs, survey responses, and lost & found reports submitted through community features
• Guest access information — guest names, phone numbers, vehicle information, and access time windows when you create guest passes
• Concierge and service requests — service descriptions, scheduling preferences, and special instructions

Information Collected Automatically

• Device information — device type, operating system version, and app version
• Usage data — pages viewed, features used, and interaction patterns within the Platform
• Push notification tokens — device identifiers used to deliver push notifications, associated with your account and notification preferences
• IP address — collected with API requests for security, rate limiting, and audit logging purposes

Smart Home & IoT Data

For properties with smart home features enabled, the Platform may collect:

• Smart lock events — lock/unlock actions, access code usage, and entry timestamps associated with user identity
• Thermostat data — temperature readings, set points, scheduling preferences, and mode changes
• Leak sensor data — sensor status, alert history, and battery levels

Smart home data is collected to operate smart home features, provide security logging, and trigger maintenance alerts. This data is associated with a specific unit and is accessible to the resident of that unit and authorized property management staff.

Information From Third Parties

Your property management company may provide us with your information (name, email, unit assignment, lease dates) when setting up your account on the Platform. We receive payment confirmation data from Stripe when rent payments are processed.

4. How We Use Your Information

• Provide and operate the Platform — including rent payments, maintenance workflows, amenity booking, messaging, package tracking, guest access, and all other Platform features
• Authenticate your identity and maintain account security
• Send transactional communications — payment confirmations, maintenance updates, package notifications, lease reminders, and other service-related messages
• Deliver push notifications based on your notification preferences, which you can control in your app settings
• Generate reports and analytics for your property management company — including occupancy, revenue, maintenance, and leasing metrics
• Enforce rate limiting, detect abuse, and protect the Platform from unauthorized access
• Maintain audit trails of administrative actions for security and compliance purposes
• Improve the Platform — we may use aggregated, de-identified data to understand usage patterns and improve our services
• Respond to your inquiries, support requests, and feedback
• Comply with legal obligations and respond to lawful requests from authorities

5. How We Share Your Information

• With your property management company — as the operator of your apartment community, they have access to resident data necessary for property operations including rent status, maintenance requests, lease information, and account details
• With authorized property staff — property managers, leasing agents, maintenance technicians, and front desk staff may access data relevant to their role, subject to role-based access controls
• With service providers — we use third-party services to operate the Platform, including payment processing, push notification delivery, email delivery, and cloud hosting. These providers only receive data necessary to perform their services and are contractually obligated to protect it
• With other residents — only when you voluntarily share information through community features such as posts, marketplace listings, or event RSVPs. Your exact unit number is never exposed to other residents through community features
• For legal compliance — we may disclose information when required by law, subpoena, court order, or government request, or when we believe disclosure is necessary to protect our rights, your safety, or the safety of others
• In a business transfer — if The Luxury Suite is acquired, merged, or sells substantially all of its assets, user data may be transferred as part of that transaction. We will notify affected users before their data becomes subject to a different privacy policy

We do not sell your personal information. We do not share your personal information for cross-context behavioral advertising. We do not use your data to train artificial intelligence models.

6. Multi-Property Data Isolation

The Luxury Suite is a multi-tenant platform serving multiple apartment communities. Each property's data — including resident records, financial information, maintenance history, messages, and all other data — is fully isolated at the server level. Residents and staff at one property cannot access data from any other property. This isolation is enforced on every request.

7. Data Retention

We retain your personal information for as long as necessary to provide the Platform services, fulfill the purposes described in this policy, and comply with our legal obligations:

• Active account data is retained for the duration of your tenancy and your property’s subscription to the Platform
• Financial transaction records are retained for up to 7 years to comply with tax and accounting requirements
• Audit logs are retained for up to 5 years for security and compliance purposes
• Smart home access logs are retained for up to 1 year
• Guest pass records are retained for up to 1 year after expiration
• After your lease ends or your property discontinues the Platform, your personal data will be deleted or anonymized within 90 days, unless retention is required for legal or regulatory reasons
• Community content (posts, marketplace listings) is deleted when your account is deactivated or upon your request

8. Data Security

We implement appropriate technical and organizational measures to protect your personal information. For details on our security practices, please see our Security page. Key measures include encrypted passwords, short-lived authentication tokens, role-based access controls, multi-tenant data isolation, rate limiting, input validation, and audit logging.

Payment information is processed by Stripe, a PCI DSS Level 1 certified payment processor. We do not store full credit card numbers or bank account details on our servers.

9. Your Privacy Rights

Depending on your location, you may have certain rights regarding your personal information, including:

• Right to access — request a copy of the personal information we hold about you
• Right to correction — request that we correct inaccurate or incomplete personal information
• Right to deletion — request that we delete your personal information, subject to legal retention requirements
• Right to portability — request your data in a structured, commonly used format
• Right to opt out — of the sale of personal information or targeted advertising (we do not engage in either practice)

Because The Luxury Suite processes most resident data on behalf of your property management company, privacy requests related to your tenancy should be directed to your property manager in the first instance. For requests related to your Platform account directly, contact us at privacy@luxurysuiteos.com. We will respond to verified requests within 45 days.

We will not discriminate against you for exercising your privacy rights.

10. Children's Privacy

The Platform is not intended for use by individuals under the age of 18. We do not knowingly collect personal information from children. If we learn that we have collected personal information from a child under 18, we will take steps to delete that information promptly.

11. Changes to This Policy

We may update this Privacy Policy from time to time. When we make material changes, we will update the effective date at the top of this page and, where appropriate, notify you via email or through the Platform. Your continued use of the Platform after changes are posted constitutes your acceptance of the updated policy.

12. Contact Us

If you have questions about this Privacy Policy or our data practices, contact us: