ATERX TRACKER

a product of Aterrex Software LLC

Privacy Policy

Effective Date: [MM/DD/2026]
Version: 1.0

Aterrex Software LLC (“Aterrex,” “we,” “us,” or “our”) respects privacy and is committed to handling personal information responsibly. This Privacy Policy explains how we collect, use, disclose, retain, and protect personal information in connection with the ATERX TRACKER web platform, ATERX TRACKER Mobile App, related websites, portals, software, reports, communications, and services (collectively, the “Service”).

This Privacy Policy applies to personal information collected from or about visitors, prospective customers, customers, account administrators, employees, contractors, real-estate agents, renters or tenants, investors, and other persons who interact with the Service (“you”).

Capitalized terms used but not defined in this Privacy Policy — including “Customer,” “Customer Data,” “Authorized User,” “Portal User,” and “Restricted Data” — have the meanings given to them in the ATERX TRACKER Terms of Use.

Aterrex Software LLC is a Texas limited liability company. Our contact information is:

Aterrex Software LLC
5604 Big River Dr.
The Colony, Texas 75056
Privacy Contact: Skyler Newhouse
Email: skyler@aterrexsoftware.com
Phone: 402-213-8382

1. Important Role Distinction

ATERX TRACKER is primarily a business-to-business software platform used by real-estate investors, property-management businesses, and similar organizations (“Customers”). A Customer may use the Service to enter, organize, and manage information about its personnel, contractors, agents, renters or tenants, investors, vendors, properties, and other individuals.

When a Customer provides personal information to the Service or directs us to process it on the Customer’s behalf, the Customer generally determines why and how that information is collected and used. In that context, Aterrex generally acts as a service provider or processor for the Customer. The Customer is responsible for its own privacy notices, for obtaining any required permissions or consents, for responding to requests connected with its relationship with you, and for ensuring that its use of the Service complies with applicable law.

For example, if your landlord, property manager, real-estate investment company, contractor, or employer uses the Service, questions about that organization’s collection or use of your information should ordinarily be directed to that organization first. We may redirect your request to the relevant Customer or assist the Customer in responding where appropriate and legally required.

For information we collect directly from you for our own purposes—such as account, support, billing-administration, website, security, and business-contact information—Aterrex may act as a business or controller, depending on applicable law.

Upon a Customer’s written request, Aterrex will enter into a data processing agreement with the Customer on commercially reasonable terms, consistent with applicable law.

2. Personal Information We Collect

The personal information we collect depends on how you interact with the Service, your role, the features used, and the information a Customer or Authorized User chooses to enter.

2.1 Account, Contact, and Authentication Information

We may collect or receive:

Name, email address, telephone number, username, workspace affiliation, and user role.

Login and authentication information, including authentication records, multi-factor authentication status, email-delivered sign-in codes, device-recognition information, password-reset requests, and account-activity records.

Account-administration information, including invitations, role assignments, permissions, billing contacts, and Account Administrator information.

Passwords are managed by our authentication provider and are not stored by the ATERX TRACKER application. Two-factor backup codes are stored as salted hashes so that a usable backup code cannot be retrieved by Aterrex personnel.

2.2 Customer Workspace and Business Information

Customers and Authorized Users may provide business and operational information, including company name, workspace information, property portfolio information, business contacts, staff roles, work schedules, availability, time entries, and business records.

2.3 Property, Financial, and Transactional Records

The Service may process information associated with properties and related transactions, including:

Property street addresses, parcel identifiers, county and jurisdiction information, deed and recording information, court cause numbers, redemption deadlines, acquisition information, sale information, and property-tax information.

Insurance policy numbers, premiums, homeowners-association fees, renovation estimates, invoices, payments, cost categories, financial ledger entries, projected values, actual sale prices, and other property-related financial records.

Rent payment status or manually entered rent-payment confirmations, maintenance requests, utility information, eviction or enforcement records, and related communications.

The Service is intended to assist with recordkeeping. It does not independently verify the accuracy, completeness, or legal significance of information entered by a Customer or Authorized User.

2.4 Information About Contractors, Agents, Renters, Investors, and Employees

A Customer may enter or allow Authorized Users to provide information about third parties, including:

Contractors: name, business and contact information, work assignments, estimates, job requests, invoices, photos, and payment information the contractor chooses to submit for payment purposes, including banking and wire-transfer details. See Section 2.6 for how this information is protected.

Real-estate agents: name, contact information, assignment records, listing information, marketing links, comparative market analyses, listing agreements, and related property information.

Renters or tenants: name, contact information, mailing address, lease terms, rent-payment history or status, maintenance requests, lease documents, and related communications.

Investors: name, contact information, property or portfolio assignments, and investment-performance reporting made available by Customer.

Employees and other personnel: name, role, schedule, availability, time-clock entries, assigned permissions, and work-related records.

Customers are responsible for determining which information to collect, upload, and make available to Authorized Users and for providing any notices or obtaining any permissions required by law.

2.5 Photos, Documents, and Other Content

The Service may receive photos of properties, project conditions, and work performed. Photos may incidentally include identifiable individuals. The Service may also receive uploaded documents, including estimates, invoices, receipts, contracts, lease-related documents, insurance records, and listing agreements.

Except for the contractor banking and wire-transfer information described in Sections 2.4 and 2.6, Customers and Authorized Users should not upload documents that contain Restricted Data (Social Security numbers, driver’s-license numbers, passport numbers, full payment-card information, protected health information, biometric information, or other highly sensitive information) unless Aterrex has expressly agreed in writing to support that category of information.

2.6 Payment-Related Information and Payment Links

Subscription payment-card information is entered on a Stripe-hosted checkout page. Aterrex does not receive or store payment-card numbers submitted through Stripe checkout.

The Service is built to allow a Contractor to enter and store their own banking and wire-transfer details, so that a Customer can reference them for the Customer’s own administrative payment tracking. Access to stored contractor banking and wire-transfer details is restricted within the Service to a limited set of customer-authorized administrative roles, and this information is not shown in any portal to other Portal Users. Aterrex does not itself process, settle, transmit, or hold funds using this information — it is stored for reference only, and any actual transfer of funds occurs outside the Service.

The Service may allow a Customer or Authorized User to enter or display links to third-party payment services, such as rent-payment or contractor-payment services. Aterrex does not process, settle, transmit, or hold funds through those payment links. Rent-payment records in the Service may be based on manual entries or confirmations and are not a direct bank feed.

Other than the contractor banking and wire-transfer details described above, the Service is not designed to store bank-account or routing numbers, and Customers and Authorized Users must not upload or enter other bank-account or routing-number information unless Aterrex has expressly agreed in writing to permit that activity.

A Customer may record a link to a customer-controlled third-party file share, such as a Proton Drive share, and may choose to store the password for that share in the Service. Although the underlying files may remain in the Customer’s third-party storage account, a stored share password is an access credential and may be personal or sensitive information. Access to stored share passwords is restricted within the Service to certain customer-authorized administrative roles, and the password is encrypted at the application layer as described in Section 8.

2.7 Communications and Support Information

We collect information you provide when you contact us or use Service communications, including your name, email address, telephone number, message content, attachments, support requests, feedback, and correspondence.

We may send transactional communications, including account invitations, welcome communications, password-reset messages, one-time sign-in codes, account notices, billing notices, support communications, and notices related to subscription expiration or scheduled data deletion.

2.8 Usage, Device, Log, and Security Information

We may automatically collect information about your use of the Service, including:

Login dates and times, account activity, pages or features accessed, actions taken, browser type, device type, operating system, IP address, and diagnostic information.

Authentication and security logs, audit logs, error logs, access-control events, and administrative-access logs.

Address-search terms and related server logs when a property address or business search is submitted through an address, geocoding, contractor-search, or agent-search function.

The Service may use device recognition to remember a device for a limited period after multi-factor authentication. The web platform does not intentionally collect precise device geolocation. The Service may process property addresses, map-related information, GIS information, or a search string submitted by a user to provide address, map, geocoding, or nearby-business functionality.

2.9 Mobile Application Information

The ATERX TRACKER Mobile App may request access to your device’s camera, photo library, and push-notification functions in order to support photo upload, communications, and related Service functions. You may be able to control these permissions through your device settings; however, disabling a permission may limit an app feature.

The mobile app is not intended to collect contacts or precise device location. If that functionality changes, we will update this Privacy Policy and, where required, request appropriate permission.

3. How We Use Personal Information

We may use personal information for the following purposes:

To create, administer, authenticate, secure, and maintain accounts and workspaces.

To provide the Service and its features, including property-management workflows, restricted portals, reports, data exports, document and photo storage, support, and customer-requested functionality.

To process Customer Data according to Customer instructions and the applicable agreement with Customer.

To manage user roles, permissions, access controls, and invitations.

To communicate with users about accounts, authentication, password resets, support, billing, Service changes, security, subscription status, and data retention or deletion.

To provide optional AI-assisted extraction, summarization, document processing, and task-generation features when a Customer or Authorized User elects to use them.

To process address, map, geocoding, nearby-business, and property-valuation functions requested through the Service.

To monitor, secure, troubleshoot, maintain, analyze, improve, and develop the Service.

To detect, prevent, investigate, and respond to fraud, misuse, security incidents, technical failures, violations of our Terms of Use, and unlawful activity.

To comply with law, enforce our agreements, establish or defend legal claims, and protect the rights, safety, and property of Aterrex, Customers, users, and others.

To create aggregated, anonymized, or de-identified information that does not reasonably identify an individual or Customer, for lawful analytics, security, product improvement, and business purposes.

We do not sell personal information or share personal information for cross-context behavioral advertising.

4. How We Disclose Personal Information

We may disclose personal information as follows:

4.1 To the Customer and Authorized Users

Information in a Customer workspace may be made available to the Customer and the Authorized Users whom the Customer authorizes, subject to the roles, permissions, and access controls configured in the Service. For example, a Customer may authorize a contractor to view assigned work, an agent to view assigned listing information, a renter to view information tied to a particular property, or an investor to view selected portfolio reporting.

Aterrex does not control the Customer’s decisions about which Authorized Users receive access. The Customer is responsible for configuring access appropriately and for its own disclosures to affected individuals.

4.2 To Service Providers and Subprocessors

We use service providers that process information on our behalf or help provide the Service. Depending on the feature used, these providers may include:

We may add, replace, or remove service providers as the Service evolves. We require service providers to process information only as appropriate to provide their services to us, subject to applicable agreements and law.

4.3 Third-Party Services Chosen by Customer

The Service may contain links to third-party websites or allow Customer to provide third-party payment links, cloud-storage links, mapping links, marketing links, or other external links. If you follow a link or use an external service, that third party’s terms and privacy policy govern its handling of information.

For example, a Customer may maintain tax documents or other sensitive files in its own Proton Drive account. Aterrex does not operate the Customer’s Proton Drive account and does not transmit those underlying files to Proton Drive on Customer’s behalf. Customer remains responsible for the external account, the linked materials, access permissions, and its relationship with the third-party service.

4.4 Legal, Safety, and Business Transfers

We may disclose personal information where we reasonably believe disclosure is necessary to comply with law, regulation, subpoena, court order, government request, or other legal process; to enforce our agreements; to investigate or respond to security incidents, fraud, misuse, or violations of law; or to protect the rights, property, safety, and security of Aterrex, Customers, users, or others.

We may disclose or transfer information in connection with a merger, acquisition, financing, reorganization, bankruptcy, sale of assets, or other corporate transaction involving all or part of Aterrex or the Service, subject to applicable law.

4.5 With Consent or Direction

We may disclose personal information with your consent or at your direction, or as otherwise described when the information is collected.

5. AI-Assisted Features

The Service may offer optional artificial-intelligence or machine-learning features (“AI Features”) to extract fields from documents, summarize information, generate tasks, or support administrative workflows. When a user elects to use an AI Feature, the relevant text, document, image, or instruction may be sent to the applicable AI service provider for processing.

Examples may include contractor estimates, invoices, receipts, insurance documents, listing agreements, or typed descriptions used to generate task lists. Such materials may contain personal information, business-contact information, property information, financial information, or other Customer Data.

AI Features are optional. Customers and Authorized Users are responsible for determining whether use of an AI Feature is appropriate and for ensuring they have all necessary rights, notices, permissions, and consents before submitting information through an AI Feature.

AI-generated results may be inaccurate, incomplete, misleading, or unsuitable for a particular purpose. They must be independently reviewed and verified before use in a payment, property, leasing, investment, tax, accounting, legal, regulatory, or other consequential decision.

6. Cookies and Similar Technologies

We may use cookies, local storage, session tokens, device-recognition tools, and similar technologies to operate the Service, remember settings, maintain secure sessions, support authentication, understand Service performance, and help detect fraud or misuse.

You may be able to control some cookies through your browser settings. Disabling cookies or similar technologies may prevent the Service or certain features from functioning properly.

We do not use personal information collected through the Service for cross-context behavioral advertising, and we do not knowingly allow third parties to collect personal information from the Service for their own targeted-advertising purposes. We do not use any third-party advertising cookies on the Service.

7. Data Retention and Deletion

We retain personal information for as long as reasonably necessary to provide the Service, fulfill the purposes described in this Privacy Policy, comply with legal obligations, resolve disputes, enforce agreements, maintain security, and preserve records as permitted or required by law.

7.1 Customer Workspace Retention

When a Customer’s subscription ends because the Customer cancels, fails to pay, a trial expires, or the subscription otherwise ends, the Customer’s workspace is intended to remain in read-only status for ninety (90) days after the last day of the paid subscription term (the “Retention Period”), unless access must be restricted for security, legal, fraud, abuse, or operational reasons.

During the Retention Period, the Customer may generally access the workspace to view records, print available records, run reports, and export Customer Data, but may not create, edit, or delete records. A Customer that renews during the Retention Period may be able to restore active access.

At the start of the Retention Period, Aterrex sends the Account Administrator a summary report and a data-export link, and makes the export available within the Service throughout the Retention Period. Aterrex also sends the Account Administrator courtesy deletion-warning notices at approximately day 60 and day 83 of the Retention Period.

At the end of the Retention Period, Aterrex will permanently delete Customer Data from the active Service environment. This may include property records, financial ledgers, tasks, time entries, invoices, reports, documents, photos, contractor and renter submissions, investor records, and user accounts. After deletion from the active Service environment, Customer Data may not be recoverable.

7.2 Backups, Logs, and Legal Holds

The Service uses automated encrypted backups for disaster-recovery and operational purposes. Information deleted from the active Service environment may remain in backup systems, logs, archives, or other retained records until overwritten, aged out, or deleted under our applicable retention practices.

We may also retain information when necessary for security, fraud prevention, legal compliance, dispute resolution, enforcement of agreements, a legal hold, or an investigation. Where legally required, we may retain information longer or delete it sooner.

7.3 Portal Users and Customer Notice

Portal Users may lose access on the same general subscription-end schedule as the Customer. Aterrex does not undertake to provide direct email notice to every contractor, agent, renter, investor, or other Portal User when a Customer cancels or a Customer workspace is scheduled for deletion, although Portal Users may see a general notice of the timeline within their own portal while they still have access. The Customer is responsible for providing notices to its Portal Users and other affected persons.

8. Security

We use reasonable administrative, technical, and organizational measures designed to protect personal information against unauthorized access, loss, misuse, alteration, and disclosure. These measures include access controls, role-based restrictions, workspace isolation, encryption in transit, encrypted infrastructure storage, authentication safeguards, logging, and backup procedures.

Examples of current safeguards include:

TLS encryption for Service connections.

Encryption at rest using AES-256 with Google-managed keys for applicable Google Cloud infrastructure.

Password management through the authentication provider rather than storage of account passwords in the application.

Salted hashes for two-factor backup codes.

Role-based and workspace-based server-enforced access controls, including restricted access to contractor banking and wire-transfer details and to stored third-party file-share passwords.

Logged, read-only administrative support access to Customer workspaces.

Application-level encryption for certain stored credentials, such as customer-provided third-party file-share passwords, with keys managed through server-side secrets-management controls.

A salted, iterated cryptographic hash for the payment-details PIN used to gate display of stored payment information on screen.

No method of electronic transmission, storage, or security control is completely secure. We cannot guarantee absolute security, uninterrupted security, or that unauthorized access will never occur. You are responsible for using strong, unique credentials, protecting your devices and email account, using the Service only through authorized access methods, and promptly reporting suspected unauthorized activity.

9. Your Privacy Choices and Rights

Depending on where you live and our role with respect to your information, you may have rights to request access to, correction of, deletion of, or a portable copy of personal information, or to request information about our processing practices.

9.1 Requests Regarding Customer Data

If your personal information is contained in a Customer’s workspace—for example, because you are a contractor, agent, renter, investor, employee, or other person connected to a Customer—the Customer generally controls that information. Please direct your request to the Customer first.

If you submit a request to Aterrex regarding Customer Data, we may forward the request to the Customer, ask you to contact the Customer, or assist the Customer in responding as required by applicable law and our agreement with that Customer.

9.2 Requests Regarding Information We Control

To submit a request regarding personal information that Aterrex controls directly, contact us at skyler@aterrexsoftware.com or call 402-213-8382. Please identify your relationship to the Service, the nature of your request, the email address associated with your account or interaction, and enough information for us to verify your identity.

We may need to verify your identity and authority before completing a request. We will not discriminate against you for exercising a privacy right provided by law. We may deny or limit a request where permitted by law, including where we cannot verify identity, where responding would adversely affect others’ rights, where an exception applies, or where we process information solely on behalf of a Customer.

9.3 Marketing Communications

Aterrex’s primary communications are transactional and service-related. If we send optional marketing communications, you may opt out by using the unsubscribe mechanism in the message or by contacting us. You may not opt out of essential transactional, legal, security, account, billing, authentication, or service-related communications while you maintain an account.

10. U.S. State Privacy Disclosures

This section provides additional disclosures for residents of U.S. states with applicable comprehensive privacy laws, including California, Colorado, Connecticut, Texas, Virginia, and others, to the extent those laws apply to Aterrex’s processing. Sections 10.1–10.3 describe practices we apply consistently across these states. Sections 10.4–10.6 use terminology and mechanisms (such as a "Notice at Collection" and the sensitive-personal-information limitation right) that are specific to California law; we provide functionally similar rights to residents of other listed states to the extent those states’ laws require it, even where the specific mechanism described differs.

10.1 Categories of Personal Information

During the preceding twelve (12) months, we may have collected the categories of personal information described in Section 2, including identifiers; commercial and subscription information; internet, device, and usage information; approximate or property-location information; professional and employment-related information; financial and property-related information; documents, photos, and other content; and inferences or outputs generated through Service functions.

We collect this information from you, Customers, Authorized Users, Customer-designated third parties, our service providers, and automated Service interactions.

10.2 Business and Commercial Purposes

We use and disclose the categories of personal information described above for the purposes described in Sections 3 and 4, including providing and securing the Service, processing Customer Data on behalf of Customers, account management, authentication, customer support, billing administration, analytics, Service improvement, fraud prevention, legal compliance, and business operations.

10.3 No Sale or Sharing for Targeted Advertising

Aterrex does not sell personal information for money or other valuable consideration as those terms may be defined by applicable law. Aterrex also does not share personal information for cross-context behavioral advertising or targeted advertising.

Accordingly, Aterrex does not respond to an opt-out request for sale, sharing, or targeted advertising by changing an advertising practice, because we do not engage in those practices. We nevertheless honor legally required browser-based opt-out preference signals to the extent applicable to our processing and technically feasible.

10.4 Sensitive Personal Information

The Service is not designed for Customers to submit highly sensitive identifiers, such as Social Security numbers, driver’s-license numbers, or full payment-card information. As described in Sections 2.4 and 2.6, the Service is built to accept and store contractor banking and wire-transfer details, which Contractors submit for their own payment-reference purposes; access to that information is restricted to a limited set of customer-authorized administrative roles. If a Customer nevertheless submits other sensitive personal information, Aterrex will process it only as necessary to provide, secure, support, and administer the Service; comply with law; and otherwise as permitted by applicable law.

We do not use or disclose sensitive personal information to infer characteristics about an individual or for purposes outside those permitted by applicable law.

10.5 California Notice at Collection

For California residents, we collect the categories of personal information described in Section 10.1 for the purposes described in Sections 3 and 10.2. We retain personal information as described in Section 7. We do not sell or share personal information as described in Section 10.3.

California residents may have the right to know, access, correct, delete, and receive information about the personal information we collect, subject to applicable exceptions and our role as a service provider for Customer Data. To submit a request, use the contact methods in Section 9.2.

An authorized agent may submit a request on behalf of a California resident where permitted by law. We may require the agent to provide proof of authorization and may require the consumer to verify identity directly with us.

California residents may have the right to limit certain uses and disclosures of sensitive personal information. Aterrex does not use sensitive personal information for purposes that would require us to provide a separate “Limit the Use of My Sensitive Personal Information” link, to the extent applicable.

10.6 Appeals

If applicable law gives you a right to appeal our decision regarding a privacy request and we deny your request, you may appeal by replying to our decision or emailing skyler@aterrexsoftware.com with the subject line “Privacy Request Appeal.” Please describe the decision you seek to appeal and the basis for your appeal. We will respond within the time required by applicable law.

11. Children’s Privacy

The Service is not directed to children under eighteen (18), and we do not knowingly collect personal information from children. Customers must not permit minors to use the Service.

If you believe that a child has provided personal information to us in violation of this Privacy Policy, contact us at skyler@aterrexsoftware.com. If we learn that we collected personal information from a child in violation of applicable law, we will take appropriate steps to delete it or otherwise address the information as required by law.

12. International Users

The Service is operated from the United States and is currently intended for use in the United States. If you access or use the Service from outside the United States, your information may be transferred to, stored in, and processed in the United States or other locations where Aterrex or its service providers operate. Those locations may have privacy laws different from those in your jurisdiction.

If Aterrex expands the Service internationally, we may update this Privacy Policy and implement additional transfer mechanisms or contractual provisions as appropriate.

13. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, the Service, legal requirements, or other operational reasons. When we make changes, we will post the updated Privacy Policy with a revised effective date and may provide additional notice where required by law.

Your continued use of the Service after the effective date of an updated Privacy Policy is subject to the updated Privacy Policy to the extent permitted by law.

14. Contact Us

For questions, privacy requests, complaints, or concerns about this Privacy Policy or our privacy practices, contact:

Aterrex Software LLC
Attn: Privacy Contact / Skyler Newhouse
5604 Big River Dr.
The Colony, Texas 75056
Email: skyler@aterrexsoftware.com
Phone: 402-213-8382