Privacy Policy

What Holdbase is

Holdbase is a document organization and owner-assistance tool for rental property owners. It helps owners store property documents, extract key information using AI, track deadlines, and get summaries of their confirmed property records. Holdbase does not provide legal, tax, financial, insurance, or investment advice.

What we collect

When you use Holdbase, we collect:

• Account information — your name and email address provided at signup.
• Property data — addresses, property types, and other details you enter.
• Uploaded documents — PDF and image files you upload to your account, such as leases, HOA declarations, insurance policies, property tax bills, utility bills, and repair invoices.
• Extracted fields — key terms and data points that our AI extracts from your uploaded documents, which you review and confirm before they are saved.
• AI assistant usage — questions you ask the AI assistant and the responses generated. Conversation history is not stored persistently between sessions.
• Usage data — basic technical information such as the pages you visit and actions you take, used to operate and improve the service.

How we use your data

We use the data you provide to:

• Display your property records and documents inside your Holdbase account.
• Extract and summarize key information from documents you upload.
• Generate alerts and deadline reminders based on your confirmed records.
• Provide AI assistant responses grounded in your confirmed property data.
• Operate and improve the Holdbase service.

How your data is stored

Your account data, property records, documents, and extracted fields are stored using Supabase, a cloud infrastructure provider. Data is stored in the United States. Access to your data is restricted to your account — other Holdbase users cannot access your properties, documents, or extracted records.

Uploaded documents are stored in private cloud storage. Extracted fields and confirmed records are stored in a database protected by row-level security policies that enforce that only your account can read or write your data.

AI extraction and accuracy

Holdbase uses AI to extract information from documents you upload. AI extraction can make mistakes. All extracted data is presented to you for review before it is saved to your account. You are responsible for verifying extracted information against your original documents before relying on it. Holdbase does not guarantee the accuracy of AI-extracted data.

Data sharing

We do not sell your personal information or property data to third parties. We do not share your data with advertisers. We may share data with service providers who help us operate Holdbase (such as infrastructure and AI providers), strictly for the purpose of providing the service to you.

Data deletion

You may request deletion of your account and associated data at any time by contacting us at the email below. We will process deletion requests within a reasonable time.

Changes to this policy

We may update this Privacy Policy from time to time. If we make material changes, we will update the effective date at the top of this page. Continued use of Holdbase after changes are posted constitutes acceptance of the updated policy.

Contact

If you have questions about this Privacy Policy or how your data is handled, contact us at hello@holdbase.ai.