Privacy Policy

1. Who we are and what this policy covers

MLE Software LLC, doing business as Accolade ("Accolade," "we," "us"), provides an operations platform for property owners and managers.

This policy explains how we handle personal information when we decide why and how it is used. That covers:

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visitors to accoladehq.com and its subdomains (the "Site");
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people who request a demo, contact us, or receive our business communications; and
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employees and representatives of our customers, prospects, vendors, and partners.

This policy does not cover information we handle for our customers. Section 2 explains the difference. It also does not cover our job applicants, employees, or contractors.

2. Information we handle for property customers

Property owners and managers ("Customers") use our platform to communicate with and serve their residents, applicants, prospects, and vendors. When we handle personal information through the platform for a Customer, the Customer decides why and how that information is used. We act as the Customer's service provider or processor and follow the Customer's documented instructions and our contract with the Customer.

If you are a resident, applicant, or prospect of a property that uses Accolade:

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the property's owner or manager is responsible for your information, and its privacy notice applies;
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send privacy requests to that owner or manager. If you send a request to us, we will refer it to the Customer, or tell you to contact the Customer, unless the law requires us to respond directly; and
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we do not sell that information, use it for our own advertising, or use identifiable Customer data to train a generalized machine-learning model unless the Customer has opted in under a separate written agreement.

3. Personal information we collect

Information you give us.

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Contact and business details: name, company, work email address, and phone number if you provide it, including when you sign up for product updates or request a download such as a guide.
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Message content: what you write in a form, email, or other message to us.
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Call and meeting records: recordings and transcripts of sales and support calls and meetings. We tell you at the start when a call or meeting is recorded.
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Customer account details: business contact, billing contact, and contract information for our Customers' representatives.

Information collected automatically on the Site.

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Device and network data: IP address, approximate location derived from IP address, browser and device type, operating system, and language.
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Usage data: pages viewed, links and buttons clicked, referring page, time and duration of visits, and site-performance and error data.
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Session recordings: mouse movements, clicks, scrolling, and page content during a visit, with technical diagnostics. Recordings mask everything typed into form fields.
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Cookie and similar identifiers: see Section 6.

If you submit a form, we associate your earlier visits to the Site with the email address you provide. That activity should not be treated as anonymous. We also add the email address to our marketing list, held by our email service provider, so we can send the product updates described in Section 4; every such email carries an unsubscribe link. Where you are visiting from the European Economic Area, the United Kingdom, or Switzerland, we do not send marketing email on the basis of a form submission alone.

Information from other sources. We receive business contact details, such as name, employer, job title, work email address, and work phone number, from business-contact data providers and from publicly available professional sources.

We do not ask for sensitive personal information through the Site, such as government identifiers, financial account numbers, health information, or precise geolocation. Please do not send it to us through a form.

4. How we use personal information

We use personal information to:

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respond to inquiries and schedule and deliver demos;
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enter into, perform, and manage contracts with Customers, vendors, and partners;
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send business communications about our products, including marketing email you can opt out of at any time;
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operate, secure, debug, and improve the Site, including by measuring traffic, recording sessions, and reviewing how visitors use pages;
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measure our LinkedIn advertising and show it on LinkedIn to people who have visited the Site, using the LinkedIn Insight Tag described in Section 6;
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detect and prevent fraud, abuse, and security incidents; and
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comply with law, enforce our agreements, and protect our rights and the rights of others.

We do not use personal information covered by this policy to make decisions about you using solely automated processing that produce legal or similarly significant effects.

We will not use personal information for a materially different purpose without updating this policy and, where the law requires it, asking for your consent.

5. How we disclose personal information

We disclose personal information to:

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Service providers that act on our instructions: website hosting and content delivery, web analytics, customer-relationship management, business-contact data, email delivery, scheduling, conferencing, call recording and transcription, and professional advisers.
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LinkedIn, through the LinkedIn Insight Tag on the Site. LinkedIn receives information about your visit, such as page address, referring page, IP address, and device and browser characteristics, and uses it for its own advertising purposes as well as ours. LinkedIn does not act as our service provider for this.
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Authorities and other parties when we believe disclosure is required by law or legal process, or is needed to protect the safety, rights, or property of Accolade, our Customers, or others.
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A successor in a merger, acquisition, financing, or sale of assets, subject to this policy.
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Others at your direction or with your consent.

We do not sell personal information for money. Our use of the LinkedIn Insight Tag may be a "sale" or "sharing" of personal information, or "targeted advertising," under some U.S. state privacy laws. Section 6 explains how to opt out. We have turned off Google signals and do not use Google Analytics advertising features. We do not use third-party identity-resolution services to match Site visitors against external identity or email databases.

The table below summarizes our practices over the preceding 12 months using the categories in California law.

Category	Examples	Disclosed for a business purpose to	Shared for advertising with
Identifiers	Name, email address, IP address, cookie identifiers	Hosting, analytics, CRM, and email service providers	LinkedIn (IP address and cookie identifiers)
Commercial information	Customer contract and billing-contact records	CRM and billing service providers; professional advisers	None
Internet or network activity	Usage data and session recordings	Hosting and analytics service providers	LinkedIn (pages visited and referring page)
Geolocation data	Approximate location derived from IP address	Hosting and analytics service providers	LinkedIn
Professional information	Company and job title	CRM, business-contact data, and email service providers	None
Audio or electronic information	Recordings and transcripts of sales and support calls and meetings	Conferencing, recording, and transcription service providers	None

6. Cookies, analytics, and advertising

The Site uses cookies, local storage, session storage, and similar technologies.

Type	Provider	Purpose
Analytics	Google Analytics (`_ga`, `_ga_*`)	Measuring traffic and page performance
Analytics	PostHog (`ph_*`)	Understanding how visitors use pages, recording sessions, diagnosing errors, and the form-submission association described in Section 3
Advertising	LinkedIn Insight Tag (`li_fat_id`, `li_giant`, `ln_or`, and LinkedIn's own cookies)	Measuring our LinkedIn advertising and showing it to people who have visited the Site
Preferences	Accolade (`accolade_privacy`, `announcement_dismissed`, video-player settings)	Recording the region setting below and remembering preferences such as a closed announcement bar or muted video

We do not use a cookie banner. Which technologies run depends on the country your visit appears to come from:

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European Economic Area, United Kingdom, and Switzerland. We do not set analytics or advertising cookies or browser storage, record sessions, or load Google Analytics or the LinkedIn Insight Tag. PostHog counts page views and interactions for the current visit only, without storing anything on your device. If we cannot determine your country, we treat your visit this way.
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Everywhere else, including the United States. The technologies above are on by default.

Your choices:

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Global Privacy Control. If your browser sends a Global Privacy Control signal, we do not load the LinkedIn Insight Tag for that browser.
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Email. Email legal@accoladehq.com to opt out of our use of the LinkedIn Insight Tag.
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Provider controls. Google offers an Analytics opt-out browser add-on, and LinkedIn offers advertising settings for members and a guest opt-out. Our Cookie Policy links to each.
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Browser settings. You can block or delete cookies and clear local storage in your browser.

Our Cookie Policy lists each cookie, its duration, and these controls in more detail.

7. AI and automated interactions

Accolade builds AI agents that communicate with residents, prospects, and vendors for our Customers. Section 2 applies to those communications. In them:

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the AI agent identifies itself as automated where the law requires it or the Customer's configuration calls for it, and no configuration may hide a legally required AI identity;
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you can ask for a person, and the Customer's escalation rules route you to one;
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you can opt out of texts, calls, or emails using the method given in the message or call; and
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decisions about housing eligibility, screening, rent, and similar matters are made by the Customer's personnel, not by our AI agents.

The Site does not use an AI chat assistant.

8. How long we keep personal information

We keep personal information only as long as needed for the purposes in Section 4, and then delete or de-identify it. The criteria we apply are the length of our relationship with you, whether a legal, tax, or audit obligation requires the record, and whether the record is needed for a dispute, security investigation, or suppression list.

Record	Retention
Inquiry, demo-request, and prospect records that do not lead to a contract	24 months after last contact
Customer business-contact and contract records	Term of the relationship plus 6 years
Google Analytics data	14 months
PostHog analytics events and profiles	12 months
PostHog session recordings	30 days
Call and meeting recordings and transcripts	12 months
Marketing opt-out and privacy-request records	As long as needed to honor the request and show compliance

9. How we protect personal information

We maintain administrative, technical, and physical safeguards appropriate to the nature of the personal information we hold and the risks of processing it. No system is perfectly secure. If a security incident affects your personal information, we will notify you as the law requires.

10. Your privacy rights and choices

Marketing. Use the unsubscribe link in any marketing email, or email legal@accoladehq.com. We will still send non-marketing messages about an existing contract.

Privacy rights. We honor the following requests from any U.S. resident about personal information covered by this policy, whether or not a state law requires it:

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Access: confirm whether we process your personal information and get a copy, including in a portable format.
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Know: learn the categories of personal information we collected, the sources, the purposes, and the categories of recipients.
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Correct inaccurate personal information.
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Delete personal information, subject to legal exceptions.
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Opt out of sale, sharing, and targeted advertising. Section 6 explains how to opt out of our use of the LinkedIn Insight Tag. We do not sell personal information for money, and we do not engage in profiling that produces legal or similarly significant effects.
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Limit the use of sensitive personal information. We do not collect it through the Site or use it to infer characteristics about you.

We will not discriminate or retaliate against you for making a request.

How to make a request. Email legal@accoladehq.com. Tell us which right you want to exercise and how you have interacted with us.

Verification. We will verify your identity by matching information you give us to information we already hold, usually by confirming control of your email address. We will not require you to create an account. We will use verification information only to verify the request.

Authorized agents. An agent may make a request for you if the agent provides your signed permission. We may ask you to verify your identity with us directly or confirm the permission.

Timing. We will respond within 45 days. If we need more time, we will tell you why within that period and may extend once by up to 45 days where the law allows. Requests are free unless they are excessive, repetitive, or manifestly unfounded.

Appeals. If we decline a request, we will explain why. You may appeal by replying to our decision or emailing legal@accoladehq.com with the subject "Privacy Appeal." We will respond in writing within 45 days. If we deny the appeal, you may contact your state attorney general or, in California, the California Privacy Protection Agency.

Residents and applicants. For information we handle for a property owner or manager, contact that owner or manager. See Section 2.

11. Children

The Site is for business users. It is not directed to children under 16, and we do not knowingly collect personal information from them or sell or share it. If you believe a child has given us personal information, email legal@accoladehq.com and we will delete it.

12. Visitors outside the United States

Accolade is based in the United States, and the Site and our services are intended for U.S. businesses. If you contact us from another country, your personal information will be processed in the United States, where privacy laws may differ from those in your country.

13. Changes to this policy

We will post any change on this page and update the effective date. If a change is material, we will give notice on the Site or by email before it takes effect.

14. Contact us

MLE Software LLC, doing business as Accolade
228 Park Ave South, PMB 71905, New York, NY 10003
Email: legal@accoladehq.com
Phone: (212) 287-7916