Privacy Policy

1. Who we are

Oramo Tech SRL operates oramo.ai, a property-management SaaS for landlords, property managers, agencies and tenants. We are the data controller for the data described below, under the General Data Protection Regulation (GDPR — EU Regulation 2016/679).

For the data a landlord, property manager or agency enters into Oramo about other people (for example, about its tenants), Oramo processes it on their behalf, as a processor, under the Data Processing Agreement (DPA).

2. What data we collect

• Identification data: full name, email address, phone number — provided at registration or when completing your profile.
• Property data: addresses, property types, contract details, rents, deadlines, market value, expenses (tax, insurance, maintenance).
• Tenant data: name, email, phone, lease information — entered by the landlord or provided by the tenant when accepting an invitation.
• Communication data: your notification preferences and, only for the channels you switch on yourself, the WhatsApp number you confirmed (also used for SMS) with the date of your consent and the date you confirmed it with the code, the link to your Telegram account or your phone's push-notification code (see section 11). For the confirmation code we keep only when it was sent, on which channel and whether it was right — never the code itself.
• Property manager data: public profile (name, bio, city, experience, company), services offered, fee structure, management proposals.
• Agency data: agency name, company code (CUI), list of associated managers.
• Management proposals: contract terms, fees, included services, duration — agreed between landlords and managers.
• Onboarding feedback: answers to short surveys (current management tool, challenges, setup experience) — collected at first use to improve the service.
• AI data: your conversations with the AI assistant, in the app and on WhatsApp, including your questions and the generated answers.
• Payment proofs: receipt images uploaded by tenants are processed automatically to extract amounts and dates. We store a SHA-256 hash of the image, not the original image.
• Technical data: IP address (via our hosting provider), strictly necessary session cookies for authentication and security. On the marketing site (oramo.ai), only if you accept: visit statistics collected by Google Analytics (see section 9).
• Connected mailbox data (optional): described in full in section 3.

We do not collect payment card data directly — in future phases, payments will be processed through PCI-DSS certified providers.

3. Connecting your mailbox (Gmail) — optional

You can connect your mailbox so Oramo finds your supplier invoices for you (for example ENGIE, DIGI, Hidroelectrica, Orange), instead of you hunting for them. The feature is optional, starts only with your explicit consent, and you can turn it off at any time.

The permission we ask for

A single Google scope: gmail.readonly — read-only access. Oramo never sends, deletes, labels or modifies any message. We do not request or use any other Gmail scope.

What we do with your mail

• We look at mail from the last 120 days. Trash is always excluded.
• All messages in that window are listed and classified. For each message we read the headers (sender, subject) and the short preview Gmail returns, to decide whether it looks like an invoice. We cannot tell which message is an invoice without looking at that much.
• We download full content only for messages that look like supplier invoices. For every other message we do not fetch the body or attachments, and we keep only an identifier for the message (no sender, subject, preview or content), so we do not re-evaluate it on every sync.
• The Spam folder is included in the search, because real invoices often land there. Items found in Spam are flagged as such when we show them to you.

What we store for retained messages

• Header data: sender (name and address), subject, the preview Gmail returns, message date, message and thread identifiers, and the folder it was found in.
• The message body: the HTML part, or the plain-text part when there is no HTML. We do not store the complete raw message.
• Attachments of type PDF and image (JPEG, PNG, WebP). For other file types we keep only a record (filename, type, size), without the content.
• Extracted invoice fields: supplier, utility type, one account identifier (POD / cod loc de consum / cod client / contract number), amount, currency, payer, invoice number and billing period, plus your review state.

About addresses, plainly: supplier invoices usually contain the service address, inside the message body or the PDF. We store that content, so we store the addresses in it too. In this release we do not extract the address into a separate field and do not use it to identify properties.

If a retained message yields no detected invoice, its body and attachments are still kept, until you delete them or your account is deleted.

Review only

Everything we find lands in a review list, where you confirm or dismiss each item. No payment obligation, no payment and no notification is ever created automatically from your mail.

4. Google API data — Limited Use

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

Concretely: Gmail data is used only to provide you the invoice-detection feature described in section 3. It is not used for advertising, not sold, not used to train any AI model, and not transferred to anyone other than the technical sub-processors needed for this feature (section 8) or where required by law or for security. It is not read by humans, except with your explicit consent, for security reasons, or to comply with legal obligations.

5. Purposes and legal basis

Withdrawing consent for the mailbox stops future collection and does not affect the lawfulness of processing before that point. Deleting data already collected is a separate action, described in section 7. The same goes for notification channels: withdrawing consent stops messages on that channel from then on.

6. How long we keep data

• Mailbox data (retained messages, attachments, extracted data, identifiers of excluded messages, sync logs): kept until you delete it under Integrations → E-mail → "Delete all e-mail data", or until your account is deleted. There is no automatic expiry — we do not promise one because we have not built one.
• The 120-day window is not a retention limit. It is only how far back we search. Data already stored stays stored after the message passes 120 days.
• Dismissing an item is a review state and does not delete stored content.
• Mailbox access credentials: stored encrypted while the connection is active — see section 7.
• Your confirmed WhatsApp number and the date of your consent: until you withdraw consent (delete the number in the app) or delete your account.
• Account and property data: for as long as you use the platform, and 90 days after you request account deletion, during which you can change your mind.
• Management proposals: for the duration of the contractual relationship + 5 years after it ends (Romanian commercial law).
• Onboarding feedback and AI conversations: for the life of the account; removed when the account is deleted.
• Billing data (future phase): per Romanian tax law — 10 years.
• Hosting provider technical logs: retained by Vercel according to our current plan, for a short period (a matter of hours).
• Visit statistics (Google Analytics, only if you accept): the cookies in your browser expire after 13 months; visit-level data is kept in Google Analytics for at most 14 months.
• Backups: the database has daily backups retained for 7 days. Backups cover the database only; stored files (original documents, attachments) are not included, so a restore does not bring deleted files back. Deleted database rows can survive in a backup for at most 7 days.

7. Disconnecting, revoking and deleting

Disconnecting your mailbox

When you disconnect in Oramo we stop collection, ask Google to revoke access, and erase the stored credentials whether or not the revocation at Google succeeded. The revocation outcome is recorded. We cannot guarantee remote revocation — we can only guarantee that the credentials are gone on our side.

If you revoke access directly in your Google account, we are not notified immediately. We find out at the next access attempt, when Google reports the authorisation is no longer valid; we erase the stored credentials then. Temporary errors (network, outage) keep the credentials and the sync retries.

Disconnecting does not delete data already collected. Use the deletion below for that.

Deleting your e-mail data

Integrations → E-mail → "Delete all e-mail data" is immediate. It removes the original documents from storage, the messages, attachments, extracted data, the identifiers of excluded messages and the connections.

Deleting your account

• The request starts a 90-day grace period in which you can restore the account. Login is blocked and mailbox credentials are erased at the moment of the request.
• Permanent removal happens on the next monthly deletion run. In practice: roughly 90 days plus up to a month. We do not promise a fixed deadline.
• Personal data (profile, notifications, preferences, role, communication channels) is permanently removed, together with all mailbox data.
• Financial data and history (payments, tenants, properties, management proposals) is anonymised — it stays in the system without being connected to your identity, to protect the other users who depend on those records.

8. Sub-processors and where data is stored

We do not sell your data. We share it only with the technical providers needed to run the service. The locations below were confirmed in the providers' platforms on 23 September 2026 (Zoho: 3 October 2026). For Twilio, WhatsApp and Expo the information comes from the providers' public documentation, consulted on 5 October 2026.

We do not claim EU-only processing. The database, stored files (including documents from email) and error monitoring are in the European Union. The application server currently executes in the United States and the delivery network is global, so data also transits outside the EU. Emails sent to @oramo.ai addresses are hosted by Zoho in the United States. Those transfers rely on the European Commission's Standard Contractual Clauses. WhatsApp and SMS messages (only with your consent) pass through Twilio and WhatsApp, including in the United States; phone notifications pass through Expo, in the United States.

Content from your mailbox reaches only: Google (the source), Vercel servers (in memory, during processing), Supabase (storage) and, if an error occurs, error strings may reach Sentry. It reaches no AI, analytics or messaging provider.

9. Cookies

The application (app.oramo.ai) uses only strictly necessary cookies, for keeping your authentication session and for security. We do not use tracking, advertising or analytics cookies there. The application uses Vercel Web Analytics and Speed Insights, which collect aggregated statistics (pages visited, performance) without cookies.

The marketing site (oramo.ai) uses Google Analytics 4 only if you click “Accept” in the cookie banner. Until you choose, and if you click “Reject”, Google Analytics does not load, nothing is sent to Google Analytics and no analytics cookies are set. The site works the same either way.

If you accept, Google Analytics sets:

We have turned off Google Analytics' advertising features (Google Signals and ad personalisation). We do not use advertising cookies.

Your choice is kept in your browser (localStorage, key oramo_cookie_consent) for 13 months, then we ask again. You can change it at any time from “Cookie settings” in the page footer, or here: Cookie settings. Withdrawing consent stops Google Analytics from then on and does not affect the lawfulness of processing before that; we also delete the _ga cookies from your browser.

10. Automated processing and artificial intelligence

• The AI assistant: uses the context of your properties (addresses, tenants, payments) to answer your questions in the app and on WhatsApp (section 11). It answers only about your properties or home and your Oramo account. Conversations are processed by OpenAI and are not used to train third-party models.
• Payment-proof checking: receipt images uploaded by tenants are processed automatically by Anthropic (the Claude model) to extract amounts, dates and bank details, to verify payments.
• Uploaded utility bills: the photos or PDFs of bills you upload are read automatically (Anthropic; bulk upload: OpenAI) to fill in the supplier, amount, period and consumption.
• Invoices from email: the classification and extraction described in section 3 run locally on Oramo's servers. Mailbox content is not sent to any AI provider.

No automated decisions with legal effects are taken (Art. 22 GDPR). All AI-provided information is indicative. You can request human review of any AI-assisted result.

11. Notifications: email, WhatsApp, SMS and other channels

In short: email comes with your account, and every other channel starts only with your consent, given separately for each channel.

Email, if you have an account

When you create an account and accept the Terms and Conditions, you receive notifications about your account by email: rent, payments, bills, repairs, invitations. You can adjust them in the app, under Notifications. Essential account and security messages are always sent.

Email, if you are a tenant without an account yet

When a landlord adds you as a tenant, Oramo sends you, on the landlord's behalf, at the email address they gave, the invitation and messages about rent, bills and repairs. You receive them even without an account, so you don't miss anything about your home. If you no longer want these emails, write to privacy@oramo.ai and we will stop sending them.

WhatsApp and SMS, only with your consent

• We message you on WhatsApp only if you agreed: landlords when they switch on WhatsApp in the app; tenants when they accept the invitation or, later, from their profile. If a WhatsApp message cannot be sent, you get it by SMS on the same number.
• A phone number the landlord typed on the tenant's record is not consent. We do not use it for WhatsApp or SMS until the tenant confirms it themselves.
• You confirm the number with a code. After you save it, you get a 6-digit code on WhatsApp (or by SMS, if WhatsApp does not arrive) and type it in the app. Until then we send nothing else to that number. Once it is confirmed, you get a welcome message, once.
• You can withdraw consent at any time by deleting the number in the app or by replying STOP on WhatsApp. From then on you get no WhatsApp or SMS messages; email stays.

You can write to us on WhatsApp

• Questions you send us on WhatsApp are answered by the Oramo AI assistant (OpenAI, section 10), from your account's data. It answers only about your properties or home and your Oramo account; on other topics it tells you it cannot help there. It does nothing on your behalf and passes no message to anyone: for anything to be done, it points you to the app.
• Only you see the conversation: it is kept in your account, like your conversations with the in-app assistant (section 6), and does not reach the tenant or the landlord.
• Photos and files sent on WhatsApp are not read or kept by Oramo. If the number has not been confirmed with its code, the assistant does not answer about the account.

Telegram and phone notifications

Telegram starts only if you connect your account to the Oramo bot yourself, and you can disconnect it in the app at any time. Phone notifications start only if you allow them in the mobile app, and you can turn them off in your phone's settings.

12. Your rights

Under GDPR you have the following rights regarding your data:

• Access (Art. 15) — request a copy of your data.
• Rectification (Art. 16) — correct inaccurate data.
• Erasure (Art. 17) — request deletion of your data.
• Portability (Art. 20) — receive your data in a structured format.
• Restriction of processing (Art. 18).
• Objection (Art. 21) — for example, to emails sent on the landlord's behalf while you have no account (section 11).
• Withdrawal of consent (Art. 7) — for the mailbox, directly in the app (Integrations → E-mail → Disconnect) or from your Google account settings; for WhatsApp and SMS, by deleting the number in the app or replying STOP on WhatsApp; for Telegram, by disconnecting it in the app; for phone notifications, in your phone's settings.

Fastest route: deleting your email data and deleting your account are self-service in the app. For anything else, write to privacy@oramo.ai. You will get a response within 30 days.

You have the right to lodge a complaint with the Romanian supervisory authority, ANSPDCP, B-dul G-ral. Gheorghe Magheru 28-30, Sector 1, Bucharest: www.dataprotection.ro.

13. Changes to this policy

We may update this policy. For significant changes we will notify you by email or through the platform. The date of the last update is shown at the top of this document.

14. Contact

Data protection: privacy@oramo.ai
General: contact@oramo.ai
Oramo Tech SRL, Str. Nicolae G. Caranfil 44-46, Bl. 11B, Sc 1, Et 1, Ap 7, Sector 1, CP 014145, Bucharest, Romania