Privacy Policy

1. Information We Collect

Domana collects the following categories of information:

• Account Information: Your name, email address, phone number, and authentication credentials when you create an account.
• Property Data: Property details, equipment specifications, maintenance records, service schedules, and occupant/tenant information you input into the platform.
• Documents & Media: Files you upload to Domana Vault, including PDFs, spreadsheets, photos, and other documents related to your properties and equipment.
• Device & Sensor Data: Data collected from Bluetooth Low Energy (BLE) beacons and connected devices associated with your properties.
• Camera & Photo Data: Photos and images captured through the app when you photograph equipment, documents, or property features for processing and documentation purposes.
• Location Data: Device location information used to associate properties, verify service visits, and provide location-relevant features.
• Device Information: Device type, operating system, unique device identifiers, and app version information.
• Usage Data: How you interact with the app, including features used, screens visited, and actions taken.

2. How We Use Your Information

We use your information to:

• Provide property management and maintenance intelligence services
• Process uploaded documents, photos, and files using AI to extract equipment details, specifications, and maintenance information
• Generate AI-powered maintenance schedules, recommendations, and property intelligence insights
• Send transactional SMS notifications to vendors you authorize for scheduled service jobs
• Store and organize property documents in your Domana Vault
• Detect and communicate with BLE beacons for equipment tracking and monitoring
• Process subscription billing and manage your account
• Communicate important updates about your account and service
• Improve and develop new features for the platform

3. AI Data Processing

Domana uses Google's Gemini AI (provided by Google LLC) to power certain features. Before any data is sent to Google's AI services, you must explicitly consent through an in-app prompt. You may revoke this consent at any time in the app's settings. The following data may be sent to Google's Gemini API when you use AI-powered features:

• Documents you upload for extraction (PDFs, images, photos)
• Text queries and property context you submit to the AI assistant
• Equipment details and property information referenced during AI interactions

No data is sent to AI services passively or in the background — all AI processing is initiated explicitly by you. Your data is handled in accordance with Google Cloud's data processing terms. We do not use your property data to train third-party AI models. AI-generated outputs, including maintenance recommendations and extracted data, are provided as informational assistance and should be verified by the user. If you decline AI data sharing consent, all non-AI features of the app remain fully functional.

4. Data Storage and Security

Your data is stored securely using Google Firebase and Firestore with industry-standard encryption in transit and at rest. Uploaded documents, photos, and files are stored in Google Cloud Storage. We implement appropriate technical and organizational measures to protect your information against unauthorized access, alteration, disclosure, or destruction, including access controls, encryption, and regular security reviews.

5. Data Sharing

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

• Authorized Vendors: When you schedule service jobs, we share relevant appointment details and property addresses with vendors you authorize via SMS notifications through Twilio.
• Service Providers: We use third-party services to operate the platform, including Google Cloud/Firebase (hosting, storage, database), Google Gemini AI (document and data processing, with your explicit consent), and Twilio (SMS communications). These providers process data on our behalf in accordance with their respective privacy policies and data processing agreements, and provide protections for your data consistent with this privacy policy.
• Legal Requirements: We may disclose information when required by law, legal process, or governmental request, or to protect the rights, safety, or property of Domana, our users, or the public.
• Business Transfers: In the event of a merger, acquisition, reorganization, bankruptcy, or sale of all or a portion of our assets, your information may be transferred as part of that transaction. We will notify you via email and/or a prominent notice in the app of any change in ownership or use of your personal information, as well as any choices you may have regarding your information.

6. Data Retention and Deletion

We retain your personal data and property information for as long as your account is active and as needed to provide our services. Upon account deletion:

• Your data will be permanently deleted within 30 days of your deletion request.
• You may request immediate deletion of your data at any time by contacting us at admin@domana.ai. We will process immediate deletion requests without delay.
• Certain data may be retained beyond the deletion period where required by law or for legitimate business purposes such as resolving disputes or enforcing agreements.
• Anonymized or aggregated data that cannot be used to identify you may be retained indefinitely for analytical purposes.

7. Your Rights

You have the right to:

• Access and receive a copy of your personal data
• Request correction of inaccurate or incomplete data
• Request deletion of your account and associated data
• Request immediate deletion of your data at any time
• Export your property data
• Opt out of non-essential communications
• Withdraw consent for optional data processing
• Manage AI data sharing preferences in the app's settings, including revoking consent for AI processing at any time

To exercise any of these rights, contact us at admin@domana.ai. We will respond to your request within 30 days.

8. SMS Communications

When you schedule service jobs, we send transactional SMS notifications to authorized vendors via Twilio. Vendors receive messages containing appointment details, property addresses, and tracking links. These are transactional messages only — we do not send marketing messages via SMS. Standard message and data rates may apply. Vendors may reply STOP to opt out of SMS notifications or reply HELP for assistance.

9. Children's Privacy

Domana is not intended for use by 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 personal information from a child under 18, we will take steps to promptly delete that information. If you believe a child under 18 has provided us with personal information, please contact us at admin@domana.ai.

10. Permissions We Request

The Domana app may request the following device permissions:

• Camera: To photograph equipment, documents, property features, and other items for processing and documentation.
• Photo Library: To select existing photos for upload and processing.
• Location: To associate properties with geographic locations and provide location-relevant features.
• Bluetooth: To detect and communicate with BLE beacons for equipment tracking and monitoring.
• Notifications: To send you alerts about maintenance schedules, service updates, and important account information.

You may revoke any of these permissions at any time through your device settings. Some features may not function properly without the relevant permissions.

11. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of material changes by posting the updated policy in the app and, where appropriate, by email. Your continued use of Domana after such changes constitutes acceptance of the updated policy. We encourage you to review this policy periodically.

12. Contact Us

For privacy-related questions, data requests, or to exercise your rights, contact us at:

Email: admin@domana.ai
Company: Domana, Inc.
Location: Aurora, Colorado, United States