Usage Policy

Last Updated: November 18, 2025

Version: 1.0

1. Introduction

This Usage Policy (also referred to as our "Acceptable Use Policy") applies to all users of PropFlow's services, including property managers, landlords, and anyone who accesses or uses our AI-powered property response system. This policy is designed to promote the safe, legal, and ethical use of our Service and to protect both our users and the prospects who interact with PropFlow.

By using PropFlow, you agree to comply with this Usage Policy in addition to our Terms of Service and Privacy Policy. Violations of this Usage Policy may result in immediate suspension or termination of your account without refund.

We reserve the right to update this Usage Policy as our technology evolves, as we learn about new risks, or as laws and regulations change. Material changes will be communicated via email and posted on this page with an updated effective date.

2. Universal Prohibited Uses

You may not use PropFlow to engage in, facilitate, or promote any of the following activities:

Illegal Activity:

  • Violate any applicable federal, state, or local laws or regulations
  • Engage in fraud, money laundering, or other financial crimes
  • Facilitate illegal transactions or activities
  • Violate intellectual property rights of third parties
  • Create or distribute counterfeit documents, fake IDs, licenses, or government documents
  • Circumvent regulatory requirements or legal obligations

Spam and Unsolicited Communications:

  • Send unsolicited bulk messages (spam) via SMS or voice
  • Violate the Telephone Consumer Protection Act (TCPA) or similar laws
  • Contact prospects without proper prior consent
  • Ignore opt-out requests or "STOP" messages from prospects
  • Violate the CAN-SPAM Act or similar anti-spam regulations
  • Use PropFlow for mass marketing campaigns unrelated to property inquiries

Harassment and Abuse:

  • Harass, threaten, intimidate, or abuse prospects, tenants, or other users
  • Coordinate campaigns to harass or intimidate individuals or groups
  • Engage in cyberbullying or create content intended to cause emotional harm
  • Impersonate others or create fake personas to deceive prospects
  • Stalk, track, or monitor individuals without their consent

Deceptive Practices:

  • Provide false, misleading, or deceptive property information
  • Misrepresent property conditions, pricing, availability, or terms
  • Create fraudulent listings or phantom properties
  • Engage in bait-and-switch tactics with prospects
  • Falsify credentials, licenses, or professional qualifications
  • Generate fake reviews, testimonials, or social proof

System Abuse:

  • Attempt to bypass, disable, or circumvent PropFlow's security measures or usage limits
  • Engage in "jailbreaking" or manipulating AI responses to produce harmful content
  • Use automated scripts, bots, or tools to abuse the Service
  • Attempt unauthorized access to PropFlow systems, servers, or databases
  • Interfere with or disrupt the Service or servers connected to the Service
  • Reverse engineer, decompile, or attempt to extract source code from PropFlow

Data Misuse:

  • Collect, harvest, or scrape prospect data for unauthorized purposes
  • Sell, transfer, or share prospect contact information with third parties without consent
  • Use prospect data for purposes beyond the original property inquiry
  • Violate privacy laws or regulations in handling personal data
  • Access or use data belonging to other PropFlow users

3. SMS and Voice Communication Requirements

PropFlow provides SMS and voice communication capabilities that are subject to strict legal requirements. By using these features, you agree to:

TCPA Compliance:

  • Obtain prior express consent from all prospects before sending SMS messages
  • Maintain records of all consents obtained (verbal or written)
  • Honor all opt-out requests immediately (within 24 hours)
  • Include clear opt-out instructions in initial messages
  • Ensure consent is obtained through clear and conspicuous disclosure
  • Comply with all Telephone Consumer Protection Act (TCPA) requirements

Consent Requirements:

  • Display proper SMS disclosure on all property listings and contact forms (e.g., "By providing your phone number, you consent to receive SMS messages about this property. Reply STOP to opt out.")
  • Obtain consent before any automated SMS or voice communication
  • Do not contact prospects on the National Do Not Call Registry without proper consent
  • Maintain consent for the specific purpose disclosed (property inquiries only)

Messaging Standards:

  • Limit message frequency to reasonable levels (typically 1-10 messages per inquiry)
  • Send messages only during reasonable hours (8 AM - 9 PM recipient's local time)
  • Ensure messages are transactional and directly related to property inquiries
  • Do not send promotional or marketing messages without separate consent
  • Keep messages professional, accurate, and relevant to the property inquiry

Prohibited SMS Activities:

  • Sending messages to prospects who have opted out or requested no contact
  • Using SMS for purposes other than responding to property inquiries
  • Sharing phone numbers with third parties for marketing purposes
  • Spoofing caller ID or misrepresenting message origin
  • Sending emergency alerts or time-sensitive warnings without proper authorization

4. Fair Housing Compliance

PropFlow is used in the context of rental property management, which is subject to the Fair Housing Act and related laws. You must comply with all fair housing requirements:

Prohibited Discrimination:

You may not use PropFlow to discriminate, or create content that discriminates, based on:

  • Race or color
  • National origin or ethnicity
  • Religion or creed
  • Sex or gender (including gender identity and sexual orientation)
  • Familial status (including children under 18, pregnant persons)
  • Disability or handicap
  • Any other protected class under federal, state, or local law

Fair Housing Requirements:

  • Provide equal access to property information for all prospects
  • Use neutral, non-discriminatory language in all AI-generated responses
  • Respond to all qualified inquiries regardless of prospect characteristics
  • Apply consistent screening criteria for all applicants
  • Comply with reasonable accommodation requests for persons with disabilities
  • Do not steer prospects toward or away from properties based on protected characteristics

Prohibited Language and Practices:

  • Using coded language that indicates preferences based on protected classes
  • Setting different terms, conditions, or privileges based on protected status
  • Falsely representing property availability to discourage certain prospects
  • Refusing to negotiate or imposing different conditions based on protected status
  • Creating AI responses that include discriminatory statements or preferences
  • Targeting advertising or limiting information based on protected characteristics

Monitoring and Compliance:

  • PropFlow's AI is designed to avoid discriminatory language, but you remain responsible for monitoring all automated responses
  • Review AI-generated content regularly for compliance with fair housing laws
  • Report any AI responses that appear discriminatory to support@propflow.dev
  • Maintain records demonstrating equal treatment of all prospects

5. AI Content Guidelines

PropFlow uses artificial intelligence to generate automated responses to property inquiries. While we work to ensure AI accuracy and appropriateness, you are ultimately responsible for all content sent through the Service.

Your Responsibilities:

  • Monitor AI-generated responses regularly for accuracy and appropriateness
  • Provide accurate property information as input to the AI system
  • Correct any errors or inaccuracies in AI responses promptly
  • Review conversations flagged by prospects or that appear problematic
  • Understand that AI responses may occasionally contain errors or inappropriate content
  • Do not rely solely on AI without human oversight for important decisions

Prohibited AI Use:

  • Attempting to manipulate AI to generate harmful, illegal, or discriminatory content
  • Using prompt injection or jailbreaking techniques to bypass safety measures
  • Generating false or misleading property information intentionally
  • Creating responses that violate fair housing laws or other regulations
  • Using AI to impersonate specific individuals without authorization
  • Scraping or extracting AI model information for competitive purposes

Content Accuracy:

  • Ensure property information provided to AI is current and accurate
  • Update property details promptly when changes occur
  • Do not use AI to generate fabricated property features or amenities
  • Correct inaccurate AI responses when discovered
  • Report persistent AI accuracy issues to PropFlow support

6. Enforcement and Violations

PropFlow takes violations of this Usage Policy seriously and will investigate reported violations promptly.

Investigation and Detection:

  • We use automated systems to detect potential policy violations
  • We review flagged content and conversations for compliance
  • We may manually review accounts suspected of violations
  • We cooperate with law enforcement when legally required
  • We may use AI and human review to identify policy violations

Consequences of Violations:

Depending on the severity and frequency of violations, we may:

  • Issue a warning and require corrective action
  • Temporarily suspend your account pending investigation
  • Permanently terminate your account without refund
  • Block access to specific features or capabilities
  • Report violations to law enforcement or regulatory authorities
  • Pursue legal action for damages caused by violations
  • Ban you from creating future PropFlow accounts

Factors Considered:

  • Severity of the violation and potential harm caused
  • Whether the violation was intentional or accidental
  • Your history of compliance with our policies
  • Whether corrective action was taken promptly
  • Impact on prospects, other users, or PropFlow's operations
  • Applicable legal and regulatory requirements

Account Termination:

  • We reserve the right to terminate accounts immediately for serious violations
  • Terminated accounts will not receive refunds for unused subscription time
  • You may not create new accounts after termination without our written permission
  • We will provide notice of termination except where prohibited by law or immediate action is required

7. Reporting Violations

If you believe another user is violating this Usage Policy, or if you've received inappropriate communications through PropFlow, please report it immediately.

How to Report:

  • Email: support@propflow.dev with subject line "Usage Policy Violation"
  • Include: Account information, description of violation, screenshots or evidence (if available)
  • For emergency situations: Contact local law enforcement first, then notify us

What We Need:

  • Detailed description of the violation
  • Date and time of the incident
  • Phone numbers, property IDs, or conversation IDs involved
  • Screenshots or copies of messages (if applicable)
  • Any other relevant information

What Happens Next:

  • We will acknowledge receipt of your report within 48 hours
  • We will investigate the reported violation
  • We will take appropriate action based on our findings
  • We may contact you for additional information
  • We will notify you of the outcome when appropriate (subject to privacy considerations)

Protection from Retaliation:

  • We prohibit retaliation against users who report violations in good faith
  • False or malicious reports may result in account suspension

8. Changes to This Usage Policy

We may update this Usage Policy from time to time to reflect changes in our Service, legal requirements, or industry best practices.

How We Notify You:

  • Update the "Last Updated" date at the top of this page
  • Send email notification to all active users for material changes
  • Display a prominent notice in the Service for 30 days after changes
  • Post a summary of changes in our support center

Your Acceptance:

  • Continued use of PropFlow after changes constitutes acceptance of the updated policy
  • If you do not agree with changes, you must stop using the Service and may terminate your account
  • Material changes will include a reasonable notice period before taking effect

9. Contact Us

If you have questions about this Usage Policy or need clarification on whether a particular use is permitted, please contact us:

Email: legal@propflow.dev
Subject Line: Usage Policy Inquiry

For reporting violations: support@propflow.dev
For general inquiries: support@propflow.dev

PROXYGIST LLC (D.B.A. PropFlow)
Website: propflow.dev