Legal
Terms of Service
Last updated: August 29, 2026 · Version 2026-08-29
What changed in 2026-08-29 (from 2026-08-22): we added Section 8 (aggregated and de-identified data, including an explicit carve-out saying we do not pool customer rent data to price other customers' units) and Section 15 (assignment and change of control). Sections 8–15 of the prior version are renumbered 9–16. Because these are material changes, we ask every account to accept this version.
These are the rules of the road for using Aptoria. Plain English where we can; the formal language where we need to. If anything is unclear, email legal@aptoria.ai before signing up.
1. Acceptance
By creating an account or using Aptoria ("the Service"), you agree to these terms and acknowledge the Privacy Policy presented with them. If you don't agree, don't use the Service. If you're using the Service on behalf of a company, you confirm you have authority to bind that company. Aptoria may record the applicable terms and policy versions, account, timestamp, and acceptance method as evidence of this agreement.
New users must accept the current terms before entering protected product areas after registration. Existing users may be required to review and accept a materially updated version at their next authenticated session before continuing to those areas. Optional analytics, marketing, SMS, recording, payment authorization, and other purpose-specific choices remain separate and are not granted by accepting these terms.
2. What the Service does
Aptoria is a workspace for landlords and tenants to coordinate property operations — applications, leases, maintenance requests, rent collection, accounting, and related workflows — assisted by an AI agent. The agent may propose actions; supported actions may execute based on landlord-configured rules and the workflow’s current authority. Supported autonomous actions routed through the current decision workflow create an action record with available policy, source context, approval state, and outcome. Only actions documented as eligible and still reversible can be cancelled or reversed from the activity feed; completed external payments, delivered messages, provider actions, and legal effects may not be reversible.
3. Accounts and roles
Accounts are created via email + password or magic link. Each user has one role: landlord, property manager, owner, tenant, or staff (with role-based permissions). Landlords are responsible for the accuracy of property and lease data they enter. Tenants are responsible for the accuracy of application data they submit. Keep your password safe; we recommend enabling two-factor authentication from Settings → Security.
4. Payments + fees
Rent payments are processed by Stripe under their own terms. Bank linking is provided by Plaid under their own terms. Aptoria may charge a small platform fee on transactions; the fee is shown to landlords during Stripe onboarding and on each transfer record. Subscription plans are billed monthly in advance; you can cancel anytime from Settings → Billing and keep access through the end of the period.
5. AI-generated content
Product availability statements are restricted pending release review. These terms require legal review before launch and do not certify current capability availability. Unclassified OpenAI and Anthropic processing remains unavailable.
The agent generates proposals, messages, and drafts using third-party large language models. Output may be inaccurate or incomplete. You are solely responsible for reviewing any action before approval, and for the consequences of any approval rule you enable. We run Fair Housing Act checks on AI-generated tenant-facing content, but this is not a substitute for your own legal review.
6. Acceptable use
You agree not to:
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Use the Service for unlawful purposes or to harass other users.
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Discriminate against applicants in violation of fair housing laws.
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Reverse-engineer, scrape, or attempt to bypass authentication, RLS, or rate limits.
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Upload malware, illegal content, or content that violates someone else's IP.
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Share API keys publicly or use them on someone else's behalf without authorization.
7. Your data
As between you and Aptoria, you retain rights in the data you submit. You authorize Aptoria to host, structure, derive workflow facts from, transmit to enabled providers, and otherwise process that data only as needed to provide, secure, support, measure, and improve the Service as described in the Privacy Policy and applicable agreement. You may export supported account data from Account → Data export. Deletion is subject to lawful retention, legal holds, another party's rights, and records Aptoria must preserve for security, financial reconciliation, consent, delivery, audit, or dispute evidence.
You are responsible for having authority and an appropriate legal basis to submit personal data and direct Aptoria to process or communicate it. Do not upload unrelated sensitive data, raw payment credentials, unlawful screening criteria, or data that a configured workflow does not need.
8. Aggregated and de-identified data
Aptoria may create aggregated and de-identified data from data processed in the Service, and may use it to operate, secure, measure, benchmark, and improve the Service and to produce statistics about how the Service performs. Data counts as aggregated or de-identified only when it no longer identifies, and cannot reasonably be used to identify, you, your organization, a property, a household, an applicant, or a tenant.
Aptoria maintains that data in de-identified form, does not attempt to re-identify it, and does not permit anyone else to attempt to re-identify it. Those obligations continue after this agreement ends. Stated plainly rather than buried: aggregated and de-identified data is not your data. It is not returned in an account export, and it survives closing your account and deleting the underlying records, because by then it can no longer be traced back to you.
One use is excluded outright. Aptoria does not pool customer rent data to produce rent or pricing recommendations for any other customer, and does not train a pricing model on aggregated cross-landlord rent data. This is enforced in the product, not only promised here: cross_customer_rent_recommendation is on Aptoria’s blocked floor — a fixed list of actions that no account setting, plan, or threshold can switch on. Rent recommendations, where offered, use the requesting customer’s own data and public market information. Cross-landlord rent pooling is the subject of federal and state antitrust enforcement against algorithmic pricing vendors, so this exclusion is a boundary Aptoria intends to keep, not a temporary product limitation.
Aggregation and de-identification are described in the Privacy Policy as an internal measurement practice, and this section does not extend beyond what that policy discloses. Nothing in this section authorizes selling personal data, sharing personal data for cross-context behavioral advertising, or opting your content into a third-party model provider’s training.
9. Service availability
We target 99.9% uptime and publish real-time status at /status. We don't promise the Service will be uninterrupted or error-free; planned maintenance is announced in advance via in-app banner.
10. Disclaimers
THE SERVICE IS PROVIDED "AS IS" AND "AS AVAILABLE" WITHOUT WARRANTIES OF ANY KIND. We don't guarantee any specific business outcome — including successful collection of rent, completion of maintenance, or tenant satisfaction. We are not a real-estate broker, attorney, accountant, or financial advisor. Don't rely on AI output for legal or tax decisions without independent professional advice.
11. Limitation of liability
TO THE MAXIMUM EXTENT PERMITTED BY LAW, OUR AGGREGATE LIABILITY ARISING FROM YOUR USE OF THE SERVICE IS LIMITED TO THE FEES YOU PAID IN THE 12 MONTHS PRECEDING THE CLAIM. We are not liable for indirect, incidental, consequential, or punitive damages.
12. Indemnification
You agree to indemnify and hold Aptoria harmless from claims arising out of your violation of these terms, your misuse of the Service, or your violation of applicable law (including fair housing, anti-discrimination, and consumer-protection laws).
13. Termination
You may cancel anytime from Settings → Billing. We may suspend or terminate accounts that violate these terms, with notice where practical. Upon termination, your data remains accessible for export for 30 days; after that it's permanently deleted (subject to legal retention).
14. Changes
We version these terms and may update them. Material changes are announced before they take effect through an appropriate account notice. When law or the nature of a change requires renewed acceptance, Aptoria will request it and may limit continued protected access until it is completed.
15. Assignment and change of control
Aptoria may assign this agreement, and may transfer customer data as a business asset, to a successor in interest in connection with a merger, acquisition, corporate reorganization, financing, or sale of all or substantially all of its assets or of the business line to which the Service relates.
The successor is bound by these terms and by the then-current Privacy Policy as they apply to you, and your rights under them are not reduced by the transfer. If a successor wants to change the terms or the policy, it must do so through the versioned change and renewed-acceptance process in Section 14. A transfer is not a route around that process.
Aptoria will notify you of a transfer that changes who controls your data — by account notice, email, or a notice published with these terms — before it takes effect where that is practicable, and otherwise promptly afterward. Where law requires advance notice or offers you a choice, that requirement controls.
You may not assign this agreement, in whole or in part, whether by operation of law or otherwise, without Aptoria’s prior written consent, which will not be unreasonably withheld. Any attempted assignment without that consent is void. Subject to this section, this agreement binds and benefits the parties and their permitted successors and assigns.
16. Governing law
These terms are governed by the laws of the state where Aptoria is incorporated, without regard to conflict-of-laws principles. Disputes will be resolved in the state and federal courts of that jurisdiction.
17. Contact
Questions? Email legal@aptoria.ai. Day-to-day support: open a ticket at /support.
These terms reflect what the product does today. Have your attorney review before launching in any regulated market.