Privacy Notice

J.1 Retention

Standard attachment retention in the platform is 90 days (or the maximum available if

longer retention is configured). Attachments older than 90 days are deleted unless retained

for an open dispute/chargeback/insurance hold or preserved in the Restricted Evidence

Archive under Section 17.3. Checklist completion records are exported to the Restricted

Evidence Archive on the export-and-minimize cadence defined in Section 17.3.5 and

Appendix AL.

J.2 Access code handling

Access codes/lockbox details are stored only inside the job record (never texted, emailed, or

photographed). Vendors must not store access codes outside the job record.

J.3 Consumer requests and privacy rights handling (operational standard)

If applicable based on state law thresholds and coverage, Prompt & Proper

maintains a documented process to receive, verify, and respond to consumer privacy

requests (access/deletion/correction/opt-out) within required timelines.

J.4 Vendor and subprocessor controls (operational standard)

Prompt & Proper maintains vendor controls appropriate to scale, including:

•  least-privilege access to job records
• documentation of key vendors/subprocessors
• data protection terms (where commercially reasonable) for vendors that store customer data

or job documentation

J.5 Multi-state privacy gate (hard stop for expansion)

No state expansion may proceed until privacy applicability is reviewed and required

notices/rights workflows are operational.

Your Privacy Matters

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