Privacy Policy

Approvee (“we,” “our,” or “us”) operates the Approvee platform, accessible at approvee.org and app.approvee.org. This Privacy Policy explains what information we collect, how we use it, and your rights regarding that information.

By using Approvee you agree to the practices described here. If you do not agree, please discontinue use of the service.

1. Information We Collect

Account information

When you create an account we collect your name, email address, organization (brokerage) name, and password (stored as a salted hash — we never store plaintext passwords).

Applicant information

When an applicant submits an application through an Approvee portal link, we collect the information they provide, which may include:

• Full name, email address, phone number
• Financial documents: pay stubs, bank statements, tax returns (W-2s, 1040s), employment letters
• Identity documents (where provided)
• Self-reported financial details (income, assets, credit score)

This information is submitted by the applicant on behalf of your organization and is stored securely on your account.

Usage data

We collect standard server log data including IP addresses, browser type, pages accessed, and timestamps for security monitoring and service improvement. We do not use third-party analytics trackers.

Payment information

Billing is handled by Stripe. We do not store credit card numbers or payment details on our servers. Stripe's privacy policy applies to all payment processing.

2. How We Use Your Information

• To provide the service — processing documents, generating AI-powered screening reports, and managing your property and applicant data.
• AI analysis — uploaded documents are sent to Anthropic’s Claude API for extraction and analysis. Anthropic does not use API-submitted data to train its models. See Anthropic’s Privacy Policy.
• Account and billing management — processing payments, sending receipts, and managing subscriptions via Stripe.
• Transactional email — sending account confirmations, password reset emails, and system notifications. We do not send marketing emails without your consent.
• Security and fraud prevention — detecting and preventing unauthorized access or abuse.

3. Data Sharing

We do not sell, rent, or share your personal information with third parties for marketing purposes. We share data only with the following service providers as necessary to operate the platform:

• Anthropic — AI document analysis (Claude API)
• Stripe — payment processing and subscription management
• Railway — cloud infrastructure and hosting
• Postmark / transactional email provider — sending system emails

Each provider is bound by their own privacy policies and applicable data protection laws. We may also disclose information if required by law or in response to a valid legal process.

4. Document Storage and Retention

Uploaded applicant documents (pay stubs, bank statements, tax returns, etc.) are stored securely on encrypted cloud infrastructure. Documents are retained for as long as your account is active. When an applicant record is deleted, associated documents are also deleted. When an organization account is closed, all associated data is deleted within 30 days.

You may request deletion of specific applicant records at any time from within the platform.

5. Data Security

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

• TLS encryption for all data in transit
• Encrypted storage for uploaded documents
• Bcrypt-hashed passwords
• HTTP-only session cookies with secure flag
• Role-based access controls (admin, agent, etc.)

No system is perfectly secure. If you believe your account has been compromised, contact us immediately at support@approvee.org.

6. Cookies and Session Data

We use a single HTTP-only session cookie (rs_session) to keep you signed in. This cookie does not track you across other websites and is not accessible to JavaScript. We do not use advertising or analytics cookies.

7. Your Rights

Depending on your location, you may have the right to:

• Access the personal information we hold about you
• Request correction of inaccurate data
• Request deletion of your account and associated data
• Export your data in a portable format
• Object to certain processing activities

To exercise any of these rights, email us at support@approvee.org. We will respond within 30 days.

8. Children’s Privacy

Approvee is a business-to-business service not directed at children under 13. We do not knowingly collect personal information from children. If you believe a child has submitted information through our platform, contact us and we will delete it promptly.

9. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of material changes by email or by posting a notice on the platform. Continued use of Approvee after changes take effect constitutes acceptance of the updated policy.

10. Contact Us