Privacy Policy

Vacant.com Privacy Policy

Last Updated: July 18, 2026

This Privacy Policy (“Policy”) explains how Vacant.com (“Vacant,” “we,” or “us”) collects, stores, uses, and discloses personal information about you. This Policy applies to information we collect online through our website available at www.vacant.com and the information and materials available on this website (collectively, the “Vacant Site”).

We may change this Policy from time to time. If we make changes, we will notify you by revising the Last Updated date at the top of this Policy and/or by posting a notice on our website. We encourage you to review this Policy frequently to stay informed about our information practices and the choices available to you.

  1. Collection of Information

The personal information we collect about you depends on how you interact with us or use the Vacant Site. We describe below the categories of personal information we collect and the sources of this information.

  1. Information You Provide to Us

We collect personal information you provide directly to us including when you subscribe to receive our emails, participate in any interactive features of the Vacant Site, send us an email, fill out a form, respond to a survey, comment on a blog, register for or participate in a webinar or event, apply for a job with us, interact with us on social media, or otherwise communicate with us.

The types of personal information we may collect include:

  • Contact information, such as name, email address, postal address, and phone number;
  • Employment information, such as business unit/division, company name, job status, job title, employment history, office location, and LinkedIn profile information;
  • Health and health-related information, such as accessibility requirements, dietary restrictions, and, where necessary and appropriate to protect the health and safety of our personnel and others, information related to symptoms of, or risk of exposure to, certain illnesses;
  • Government-issued identification numbers such as a social security number, driver’s license number, or state-issued identification number in connection with your application for employment with us;
  • Payment information and associated contact information when you engage in a transaction with us;
  • Additional information when you inquire about or apply for a position with us; and
  • Any other information you choose to provide.
  1. Personal Information We Collect Automatically When You Interact with Us

We automatically collect personal information when you access or use the Vacant Site. The types of personal information we collect may include:

  • Log Information: We collect log information about your use of the Vacant Site, including your browser type and language, app version, access times, pages viewed, Internet Protocol (“IP”) address, linked clicked, approximate geographic location, and the webpage you visited before navigating to the Vacant Site.
  • Device Information: We collect information about the mobile device you use to access our Vacant Site, which may include the hardware model, operating system and version, unique device identifiers, and mobile network information.
  • Information Collected by Cookies and Other Tracking Technologies: We and our service providers use various technologies to collect information about your use of the Vacant Site and other websites and applications, including cookies and web beacons (or pixel tags). See below for more information on how we and our service providers use tracking technologies like cookies.
  1. Information We Collect From Other Sources

We may also collect personal information about you from other sources, including publicly available databases, and combine that with information we collect through the Vacant Site. For example, we may use information from LinkedIn to update information about you in our contact database.

  1. Information We Derive

We may derive information or draw inferences about you based on other types of personal information we collect. For example, we may infer your location based on your IP address, or that you are interested in employment or participating in an event based on your browsing behavior on our Vacant Site.

  1. Use of Personal Information

We use the personal information we collect from and about you for various business purposes including to:

  • Maintain and improve our Vacant Site;
  • Personalize and improve your experience on our Vacant Site;
  • Respond to your questions, comments, and requests;
  • Provide the information or services you request and send you related information and communications we think you may be interested in;
  • Administer surveys;
  • Enable you to access our premises to attend events;
  • Assess job applicants and make hiring decisions;
  • Monitor and analyze usage, trends, and activities related to the Vacant Site;
  • Manage your online account(s) and send you technical notices, updates, security alerts, and support and administrative messages;
  • Detect, investigate, and prevent security incidents and other malicious, deceptive, fraudulent, or illegal activity and protect the rights and property of Vacant and others;
  • Identify, report, and repair errors that impair the functionality of the Vacant Site;
  • Comply with our legal and financial obligations; and
  • Protect the health, safety, and vital interests of our personnel and others.
  1. Disclosure of Personal Information

We may disclose your personal information as follows or as otherwise described in this Policy:

  • To our parents, affiliates, subsidiaries, and other companies under common control and ownership;
  • With vendors, consultants, professional advisors, and other service providers that need access to your personal information to provide services to us;
  • In connection with, or during negotiations of, any merger, financing, divestiture, restructuring, reorganization, dissolution, or other sale of Vacant’s assets or acquisition of all or a portion of our business to another company;
  • In response to a request for information if we believe disclosure is in accordance with, or required by, any applicable law or legal process, including lawful requests by public authorities to meet national security or law enforcement requirements;
  • If we believe your actions are inconsistent with our user agreements or policies, or to protect the rights, property, and safety of us or any third party; and
  • With your consent or at your direction.

We may also share aggregated or de-identified information, which cannot reasonably be used to identify you. Vacant processes, maintains, and uses this information only in a de-identified fashion and will not attempt to re-identify such information, except as permitted by law.

  1. Your Privacy Rights and Choices

You have certain choices with respect to your personal information, as described below.

Opting Out of Marketing Communications

You may opt out of receiving promotional communications from us or request changes to your communication preferences by following the instructions in those communications or visiting our unsubscribe page. If you opt out, we may still send you non-promotional communications, such as those about your account or our ongoing business relations.

 Cookies

Most web browsers allow you to manage cookies through the browser settings. Be aware that, if you do not agree to certain cookies, your experience on our Vacant Site may be diminished and some features may not work as intended depending on the cookie.

Where required by applicable law, we obtain your consent to use cookies.

The type of cookies we may use include:

  • Strictly necessary cookies. These cookies are strictly necessary to make our Vacant Site available to you; for example, to manage traffic on our website and for security purposes. We cannot provide you with the Vacant Site without this type of cookies.
  • Performance cookies. We use cookies for analytics purposes to improve our Vacant Site. We use third party analytics providers, including Google Analytics, to help us understand how users engage with the Vacant Site. Google Analytics uses first-party cookies to track user interactions and understand how users use our Vacant Site. This information is used to compile reports and to help us improve our Vacant Site.
  • Marketing cookies. These are used to provide customized content and information to you on the Vacant Site.?We use third-party service providers to personalize website content based on visitors’ actions and browsing history, to measure campaign effectiveness, and to improve our Vacant Site.

To find out more about cookies, you can visit www.aboutcookies.org or www.allaboutcookies.org.

  1. Links to Other Websites and Third-Party Content

We may provide links to or embed videos hosted by third-party websites, services, and applications that Vacant does not operate or control. This Policy does not apply to third-party services, and we cannot take responsibility for the content, privacy policies, or practices of third-party services. We encourage you to review the privacy policies of any third-party service before providing any information to or through them. Your interactions with these features are governed by the privacy policy of the third-party service that provides the feature.

  1. AI-assisted replies.

When you use the suggested-reply feature, the content of the guest conversation (which may include Gmail messages) is processed by our AI service provider, Anthropic, solely to generate a draft reply for you to review, edit, and send. This data is used only to produce your draft in that moment. It is not used by us or by Anthropic to develop, improve, or train generalized AI or machine-learning models.

  1. Google User Data (Gmail Integration)

_Applies when you connect a Google (Gmail) account to power your property’s guest-messaging inbox._
When you connect a Google account to Vacant, we access a limited set of Gmail data solely to operate the guest-messaging inbox you see in the app. This section explains exactly what we access, why, how we store it, and how you can revoke that access at any time.

Limited Use. Vacant.com’s use and transfer of information received from Google APIs to any other app will adhere to the Google API Services User Data Policy, including the Limited Use requirements.

What we access. With your permission, we access the messages and message metadata (sender, recipients, subject, and timestamps) in the connected mailbox, and the ability to send email on your behalf. We request only the Gmail scopes needed for this feature: read-only access to your messages “gmail.readonly” and the ability to send messages on your behalf “gmail.send”.

Why we access it. We use this access for one purpose: to display incoming guest emails in your Vacant inbox and to let you reply to guests from within Vacant. We do not use Gmail data to power any other feature.

How we store and protect it. We store the messages and attachments (including inline images) needed to show your inbox and conversation history, plus your Google credentials (access and refresh tokens).

We protect this data with specific technical and organizational safeguards:

Encryption in transit.
All data moves over TLS 1.2 or higher — between your browser and Vacant, between Vacant and Google’s APIs, and between Vacant’s own systems.

Encryption at rest.
Stored messages and attachments are encrypted at rest with AES-256 server-side encryption. Your Google access and refresh tokens are additionally encrypted at the application layer with authenticated encryption (AES with integrity verification), so they are never stored in plaintext anywhere.

Private storage with expiring access.
Email attachments are stored as private objects that cannot be reached by URL alone. They are served only through short-lived, access-controlled links generated for authorized staff at the moment of viewing, and each link expires within minutes.

Access controls.
Gmail data is accessible only to the authorized staff of the property that connected the mailbox, enforced server-side on every request. Vacant personnel do not access message content except in the narrow cases described under “How we share it.”

Account protection.
Staff accounts are protected by individually salted, hashed passwords, rate-limited login and verification endpoints, and session tokens that can be revoked immediately — a password reset invalidates all existing sessions.

Deletion.
Disconnecting a mailbox permanently deletes the stored messages and attachments and the associated credentials (see “How to revoke access”).

Monitoring.
Our systems are monitored for errors and abnormal behavior, and our application undergoes an annual independent security assessment.

How we share it. We do not sell your Gmail data, and we do not transfer it to third parties except to the service providers that operate this feature on our behalf — our cloud hosting provider (Amazon Web Services) for storage, and Anthropic for AI-assisted suggested replies — each acting under contractual obligations consistent with Google’s Limited Use requirements. We do not use Gmail data for advertising, and we do not use it to train generalized or third-party AI/ML models. No human reads your Gmail data except in the narrow cases Google’s Limited Use policy permits — with your explicit consent (for example, to resolve a problem you report to us), where necessary for security purposes such as investigating abuse, to comply with applicable law, or where the data has been aggregated and anonymized for internal operations.

How to revoke access. You can disconnect the mailbox at any time from your Vacant account settings, which stops all further access and deletes the stored credentials. You can also review and revoke Vacant.com’s access directly from your Google Account at https://myaccount.google.com/permissions. After you disconnect, we delete the associated Gmail data within 30 days, except where retention is required by law.

  1. Contact Us

If you have any questions or comments about this Policy, you may email us at support@vacant.com