Privacy Policy

Ergexo is a property operations platform operated by Greatly Living LLC. This Privacy Policy explains what information Ergexo processes, why we process it, who can access it, which service providers may process it on our behalf, and how long we keep it.

If you have questions about this policy or want to exercise a privacy right, contact us at support@ergexo.com.

When an organization uses Ergexo to manage properties, units, turns, inspections, maintenance, providers, inventory, occupancy and readiness, that organization generally decides what operational information is entered into Ergexo and why it is used. In that context, the organization is generally the controller or business responsible for that information, and Greatly Living LLC processes it to provide Ergexo.

For information we collect directly for our own business purposes — such as account administration, service security, billing, support and legal compliance — Greatly Living LLC acts as the controller or business responsible for that information.

Depending on how your organization uses Ergexo, we may process:

• Account information: name, email, login/security information, role, language and timezone.
• Organization and property information: company details, properties, units, operational settings and team permissions.
• Operational records: turns, tasks, inspections, issues, maintenance, inventory, readiness decisions, photos and documents.
• Occupancy information: arrival, departure, move-in and move-out dates, occupancy type and source, and any display name your organization chooses to enter.
• Provider information: provider name, company, trade, phone, email, communication preferences, assignments and work updates.
• Provider communications: operational emails or WhatsApp messages, replies, consent records and delivery status where applicable.
• Audit and billing information: important account or operational changes, subscription details, active-unit count and payment-provider identifiers.

Payment-card details are handled by our payment provider and are not intended to be stored by Ergexo.

Ergexo is not designed to require:

• guest or tenant payment-card information;
• reservation payment details;
• deposit details;
• guest or tenant identity documents;
• owner banking information;
• continuous staff location tracking.

Organizations should not place sensitive information into free-text fields or attachments unless it is genuinely necessary for the operational purpose and permitted by applicable law.

We use information to:

• provide and operate Ergexo;
• coordinate property turnovers and make-ready workflows;
• manage inspections, issues, maintenance, inventory and providers;
• determine and record operational readiness;
• send operational communications selected by an organization;
• maintain audit and activity history;
• secure accounts and prevent misuse;
• provide customer support;
• administer subscriptions and billing;
• maintain, troubleshoot and improve service reliability;
• comply with legal, tax, security and regulatory obligations.

We do not sell personal information.

We do not use Ergexo operational data to run third-party advertising networks or cross-site behavioral advertising.

An organization can send a secure Ergexo job link to an external cleaner, contractor or other provider.

A provider is shown only information relevant to the assigned work, such as:

• organization identity;
• property and unit;
• work scope;
• deadline;
• provider-visible issue evidence;
• job-specific instructions;
• access information where the organization has determined it is necessary for that job;
• actions needed to accept, decline, quote, update or complete the job.

Provider links are designed not to expose unrelated operational records.

In particular, provider job access is not intended to expose:

• guest or tenant full names or phone numbers unless specifically required and authorized;
• reservation payment information;
• deposits;
• owner or accounting information;
• internal-only comments;
• unrelated incidents;
• records belonging to another organization.

Provider links use high-entropy tokens, can expire or be revoked, and are subject to access controls and rate limiting. Ergexo stores token representations in protected form rather than exposing reusable plaintext tokens in normal database records.

Photos and documents may be associated with inspections, issues, provider jobs, maintenance records or other operational records.

Ergexo distinguishes between internal evidence and provider-visible evidence where that feature is used.

Provider emails and WhatsApp messages are designed to contain only the operational context needed to identify the job. Full-resolution evidence and sensitive instructions should normally be accessed through the secure Ergexo provider page rather than being automatically attached to messages.

Files are stored in private storage where configured and are delivered through controlled or expiring access mechanisms.

Organizations may use Ergexo to send transactional provider email, including:

• job requests;
• reminders;
• schedule changes;
• quote requests;
• completion requests;
• rework requests.

For standard Ergexo sending, email may appear in a format such as Organization Name via Ergexo, from an Ergexo-controlled transactional sending address. Where configured, replies may be directed to the organization's own operational email address.

Ergexo may store delivery, failure, bounce and complaint information supplied by the email provider. Open or click information may also be processed where enabled, but Ergexo does not treat an email-open signal as authoritative proof that a provider has responded to a job.

WhatsApp provider communication is optional.

An organization may connect its own WhatsApp Business account and business phone number to Ergexo through Meta's WhatsApp Business Platform.

To maintain that connection, Ergexo may process identifiers and technical information such as:

• Meta Business or business-portfolio identifier;
• WhatsApp Business Account identifier;
• WhatsApp phone-number identifier;
• display phone number;
• verified business name where available;
• connection and registration status;
• template status;
• webhook and messaging status;
• protected credentials required to operate the integration.

Authentication credentials are kept server-side and are not intentionally exposed to normal browser clients.

When an organization sends a WhatsApp message to a provider, Meta receives the provider phone number and the message content required to deliver the communication.

Ergexo requires provider WhatsApp consent before automated operational provider messages are sent through the product's consent-controlled workflow.

If a provider replies through WhatsApp, Meta may send the reply and related message-status information back to Ergexo. Ergexo may associate that information with the relevant provider, job, issue or conversation.

A provider may opt out of automated WhatsApp communication. When an opt-out is recorded, Ergexo is designed to block further automated WhatsApp messages until valid consent is obtained again.

WhatsApp is an optional communication channel. Ergexo's core operational workflows can continue through email or manual communication where configured.

Our service providers may process information in countries other than the country where you or your organization are located.

Where applicable law requires safeguards for international transfers, we and our service providers rely on legally recognized transfer mechanisms or other appropriate safeguards.

Organizations with specific data-location or contractual requirements should contact support@ergexo.com.

We use technical and organizational measures designed to protect Ergexo information.

Depending on the relevant feature, these measures include:

• one-way password hashing;
• protected session and authentication mechanisms;
• encrypted storage for sensitive integration credentials and private connection information;
• private file storage and controlled access links;
• tenant-scoped authorization and database/application access controls;
• role-based access controls;
• expiring or revocable invitation, reset and provider-access links;
• file-size and file-type restrictions;
• filename sanitization;
• webhook-signature validation for supported integrations;
• audit logging for important changes;
• rate limiting and abuse controls.

No online service can guarantee absolute security. Organizations are responsible for protecting their own account credentials, assigning appropriate permissions and removing access when a user or provider no longer needs it.

Ergexo is a multi-tenant service.

Organization records are scoped to the organization that owns or controls them. We use database and application-level access controls designed to prevent users of one organization from accessing records belonging to another organization.

External provider access is further limited to the specific job or other resource made available through the provider's secure link.

We retain information for as long as reasonably necessary to provide Ergexo and for the purposes described in this policy.

Active organizations. Operational records are generally retained while the organization maintains an Ergexo account, unless the organization deletes particular records or a different retention rule applies.

Account closure. After an organization account is closed, active production data is generally scheduled for deletion after 30 days, unless a longer period is reasonably required for billing or tax obligations, fraud prevention, security investigations, dispute resolution, legal claims, or compliance with applicable law. Data contained in encrypted system backups may remain until those backups expire through their normal rotation cycle. Backups are intended for disaster recovery and security purposes rather than routine access.

Audit records. Audit records are retained while necessary to preserve the integrity and security of the organization's operational history. Following account closure, audit information follows the applicable deletion process unless particular records must be retained for legal, security or dispute-resolution reasons.

Billing records. Billing and transaction records may be retained for the period required by applicable tax, accounting and legal obligations.

Temporary links and tokens. Invitation links, password-reset links, provider job links and similar tokens expire or can be revoked according to their configured security rules.

Providers can ask the organization that contacts them to update their contact information or communication preference.

Where WhatsApp communication is enabled, a provider may opt out of automated WhatsApp operational messages. Ergexo is designed to record that opt-out and prevent further automated WhatsApp sends until the provider opts in again through an authorized process.

Email-delivery suppression may also occur automatically after permanent bounce or complaint events.

Ergexo uses strictly necessary cookies and similar browser storage for functions such as:

• authentication;
• session security;
• remembering the organization or workspace currently in use;
• preventing abuse and protecting account security.

We do not currently use advertising cookies or cookies for cross-site behavioral advertising.

If we introduce non-essential analytics or advertising technologies in the future, we will update this policy and provide any choices or notices required by applicable law.

Ergexo is a business property-operations service and is not directed to children.

We do not knowingly provide Ergexo accounts to children. If you believe a child has provided personal information directly to Ergexo, contact support@ergexo.com.

You can request deletion of personal information by contacting support@ergexo.com.

Where the information is controlled by an organization using Ergexo, we may direct the request to that organization and assist it as appropriate.

We may update this Privacy Policy as Ergexo changes.

If a change materially affects how we process personal information, we will provide appropriate notice, such as through the service or by email.

The "Last updated" date at the top identifies the current version.

For privacy questions, requests or concerns:

Greatly Living LLC
Email: support@ergexo.com
Website: https://www.ergexo.com

See also our Terms of Service.