Privacy Policy

1. What this covers

This policy explains what information Cotheke ("Cotheke," "we") collects when you use the Cotheke lease-tracking platform, how we use it, and the choices you have. It applies to account holders and to the business information they store in the service.

2. Information we collect

• Account information — your name, email address, phone number, company or brokerage name, and role.
• Portfolio data you store — properties, lease terms, rent schedules, uploaded documents (leases, amendments, insurance certificates, proposals), notes, and the contact details of tenants, landlords, and other parties you choose to record.
• Usage information — sign-ins, page visits, and AI-extraction counts, used for operating the service, enforcing plan limits, and billing.

3. How we use it

• To provide, secure, and improve the service.
• To process documents you upload with AI extraction (see section 4).
• To administer subscriptions, plan limits, and billing.
• To send service emails — account confirmations, password resets, invitations you initiate, and administrative notices. We do not send marketing email without your consent.

We do not sell your data. We do not share your portfolio data with anyone except as described here.

4. Service providers we rely on

• Supabase — database, authentication, and file storage. Your data lives in Supabase's cloud infrastructure.
• Anthropic — AI document extraction. When you use an AI feature, the uploaded document is sent to Anthropic's API for processing. Under the commercial API terms we use, Anthropic does not train its models on this data.
• Vercel — application hosting.
• Google Maps — address geocoding and the location maps (property addresses are sent for geocoding).
• Resend — delivery of the service emails described above.

Each provider processes data only to supply its service to us.

5. Who can see your data inside Cotheke

• People in your organization, according to the roles and regional permissions your owners and admins set.
• Brokerages or companies you explicitly link to your account, limited to what the connection allows.
• The Cotheke site administrator, for support, account review, and billing administration.

6. Cookies

Cotheke uses cookies only to keep you signed in and to remember service context (such as which client a broker is working in). We do not use advertising or cross-site tracking cookies.

7. Security

Data is encrypted in transit, stored with per-organization access controls enforced at the database layer, and protected by role-based permissions inside the app. No system is perfectly secure, so we also limit what each login can reach and review new accounts before activation.

8. Retention and deletion

We keep your data while your account is active. Owners can request account deletion from their settings; after a wind-down period that allows export or restoration, the account's data is deleted in the ordinary course. You can also delete individual properties, documents, and records at any time.

9. Changes and contact

We'll post any material changes to this policy here with an updated date. Questions or requests about your data can be sent to ryan@cotheke.com.