Witlingo, Inc. (“Witlingo,” “we,” “us,” or “our”) provides communication and engagement tools that help organizations connect with the people they serve. Protecting the information entrusted to us is central to that work.
This Privacy Policy explains how we collect, use, disclose, protect, and retain personal information through our website, platform, mobile applications, browser extension, and related services (collectively, the “Services”).
This policy applies to website visitors, prospective customers, account holders, and individuals whose information is processed through the Services.
Our customers include housing authorities, property managers, senior living communities, service organizations, and other organizations (“Customer Organizations”). Individuals using or receiving communications through the Services may include residents, program participants, staff members, and authorized contacts.
The information processed depends on the features used and the information provided.
Witlingo manages information for its own business purposes when operating its website, responding to inquiries, administering customer accounts, and providing support.
When a Customer Organization uses Witlingo to manage resident information, send communications, collect responses, or administer activities, we process that information on the organization’s behalf and according to its authorized instructions and our agreements.
Customer Organizations determine whom to enroll, what information to submit, which communications to send, and which personnel should have access. Their privacy policies and legal obligations also apply to their handling of information.
We do not use information entrusted to us by a Customer Organization for unrelated advertising, data brokerage, or independent profiling of residents.
We collect information reasonably necessary to provide, secure, and support the Services.
Contact and Account Information
Names, email addresses, telephone numbers, mailing addresses, organizational affiliations, job titles, account identifiers, authentication information, and account preferences.
Resident and Participant Information
Information submitted by Customer Organizations or individuals, such as community affiliation, unit number, preferred language, communication preferences, authorized contacts, and group membership.
Communications and Content
Messages, questions, responses, survey answers, audio recordings, transcripts, documents, images, and other content submitted through the Services.
Voice recordings are processed to support the requested features. We do not use them to create voiceprints or identify individuals through biometric recognition.
Activity and Communication Records
Event registrations, attendance, deadlines, reminders, document submission status, communication histories, and delivery or acknowledgment records.
Delivery records may include timestamps, channel information, delivery status, and recipient responses. A delivery indicator does not necessarily establish that someone read or understood a communication.
Technical Information
IP addresses, browser and device information, operating system information, access times, diagnostic logs, and information about interactions with the Services.
Business and Support Information
Information provided in demo requests, support inquiries, subscription administration, billing correspondence, and other business communications.
Payment card transactions are handled by payment processors. Witlingo does not store complete payment card numbers or card security codes.
We receive information:
A Customer Organization may provide your information even if you have not created a Witlingo account.
We use personal information to:
We may send business and marketing communications to business contacts, subject to applicable requirements and their preferences. We do not use resident contact lists entrusted to us by Customer Organizations to market unrelated products or services.
Some features use artificial intelligence, automated translation, or speech recognition to process submitted content and produce responses, summaries, translations, or transcripts.
We limit information sent to these providers to what is reasonably necessary for the requested function. Providers processing this information on our behalf are subject to contractual confidentiality, security, and use restrictions.
We do not use customer messages, resident information, documents, recordings, or other customer content to train general-purpose AI models. We do not permit our AI providers to use that content to train their general-purpose models.
We do not permit providers to sell customer content, use it for advertising, or retain it for unrelated purposes. Provider retention is limited to delivering the service and meeting documented security or legal requirements.
AI-assisted features support communication and staff workflows. They do not independently determine housing eligibility, benefits eligibility, tenancy status, or access to services.
AI-generated responses, translations, and transcripts may contain errors. Important outputs should be reviewed by an appropriate person before they are relied upon.
We disclose personal information only for the purposes described in this policy.
Customer Organizations
Authorized personnel may access information associated with their organization’s account according to assigned permissions. This may include communications, submitted content, responses, participation information, and delivery records.
Service Providers
We use providers for functions such as hosting, storage, telecommunications, message delivery, technical support, payment processing, translation, transcription, and AI processing.
Providers processing personal information on our behalf must protect it and use it only to deliver contracted services or meet applicable legal obligations. We assess their safeguards before authorizing access and maintain a current list of subprocessors available to Customer Organizations upon request.
Authorized Integrations and Public Features
We disclose information when an authorized user enables an integration, directs a transmission, or publishes content through a public feature.
Public webpages and bulletin boards may be accessible to people outside the Customer Organization. Private information should not be published through these features.
Legal and Security Purposes
We may disclose information when reasonably necessary to comply with applicable law or valid legal process, address security incidents, protect individuals’ safety, prevent fraud, or defend legal rights.
We evaluate requests for personal information and limit disclosures to information appropriate to the request. Where legally permitted, we notify the affected Customer Organization of a request for its information.
Business Transactions
Information may be disclosed as part of a proposed or completed acquisition, merger, reorganization, financing, or sale of our business, subject to appropriate confidentiality protections.
Any successor receiving personal information must continue to protect it consistently with this policy unless a lawful change is made with any required notice or consent.
Witlingo does not sell personal information.
We do not share personal information for cross-context behavioral advertising or targeted advertising. We do not permit advertising networks or data brokers to access resident information through our Services.
We do not build advertising profiles from resident communications, documents, participation records, or activity.
We use cookies and similar technologies to maintain authenticated sessions, remember preferences, support security, and understand how our website and applications perform.
We do not store account passwords in cookies.
We do not use advertising cookies or tracking technologies to follow individuals across unrelated websites for advertising purposes.
Where consent is required for optional technologies, we obtain it before those technologies operate. You may also manage cookies through your browser settings. Blocking essential cookies may prevent certain functions from working.
You may manage communication preferences through available account controls, instructions included in messages, or your Customer Organization.
You may stop automated text messages by replying STOP. Marketing emails include an unsubscribe option. To stop automated telephone calls or adjust other communication preferences, contact your Customer Organization or Witlingo.
Opting out of one channel may not change preferences for another channel. Your organization can help arrange an alternative way to receive important information.
We do not require individuals to agree to marketing communications as a condition of receiving organizational communications through the Services.
Necessary account, security, billing, and service notices may continue where appropriate and permitted.
We retain personal information only for as long as reasonably necessary to provide the Services, fulfill authorized customer instructions, maintain security, and meet legal or contractual obligations.
Customer Organizations may request deletion of information under their control, subject to applicable obligations and agreed procedures.
Following termination of service, Customer Organizations have 30 days to request an export of their information. Unless otherwise instructed or contractually agreed, we delete or de-identify remaining customer personal information from active systems within 90 days after termination.
Deleted information may remain in protected backups until those backups expire, ordinarily within an additional 90 days. Backup information is isolated from routine use. If a backup is restored, applicable deletion instructions are reapplied.
We may retain limited information where required by law or reasonably necessary to resolve disputes, maintain security records, or establish contractual rights. Such information remains protected and is not used for unrelated purposes.
De-identified information is maintained in a form that cannot reasonably be linked to an individual. We do not attempt to re-identify it.
Depending on applicable law, you may have rights to access, correct, delete, or obtain a copy of your personal information; restrict or object to certain processing; or withdraw consent where processing relies on consent.
You may submit a privacy request through the contact form on Witlingo’s website. Please identify the request as a Privacy Request and avoid including sensitive documents or identification numbers in the initial message.
If the information is managed on behalf of a Customer Organization, contact that organization first. We assist Customer Organizations in responding to requests and will direct requests to the appropriate organization when necessary.
We verify identity and authority using information proportionate to the request. We do not request more information than reasonably necessary for verification.
We respond within applicable legal time limits and explain any lawful exception that prevents us from fulfilling a request. Where an appeal right applies, our response explains how to exercise it. Authorized agents may submit requests where permitted by law, subject to verification of their authority.
We do not discriminate against individuals for exercising their privacy rights.
We maintain administrative, technical, and organizational safeguards appropriate to the nature of the information we process.
These include encryption in transit and at rest, access controls based on job responsibilities, multifactor authentication for privileged access, security logging, timely remediation of identified vulnerabilities, and confidentiality obligations for personnel.
Access to customer information is limited to authorized personnel who need it to perform their duties. We maintain controls designed to separate Customer Organizations’ information and prevent unauthorized access between accounts.
We maintain procedures to investigate and respond to security incidents. When notification is required, we notify affected Customer Organizations and individuals without undue delay and within applicable legal and contractual deadlines.
No system can guarantee absolute security. Users should protect their credentials and promptly report suspected unauthorized access.
Users and Customer Organizations should submit only information necessary for an authorized purpose.
Do not submit Social Security numbers, financial account credentials, medical records, or similarly sensitive information unless Witlingo has expressly authorized the use and appropriate contractual and technical arrangements are in place.
The availability of a document, messaging, or AI feature does not establish that it is suitable for every category of regulated information.
Protected health information may be processed only where the relevant use has been approved and any required business associate agreement and safeguards are in place.
The Services are not directed to children under 13, and we do not knowingly solicit personal information directly from them.
Customer Organizations may submit limited information about children or household members when necessary for an authorized organizational purpose. We process that information only on the organization’s behalf, subject to the same protections and use restrictions applicable to other customer information.
If we learn that personal information has been collected from a child in circumstances requiring parental consent without that consent, we take appropriate steps to address the collection and delete the information as required.
Customer content is hosted in the United States unless a different arrangement is expressly agreed with the Customer Organization.
Certain service providers or authorized personnel may process or access information from other countries to support the Services. Such access remains subject to confidentiality obligations, security controls, and applicable transfer requirements.
Where legally required, we use recognized contractual safeguards or other valid mechanisms for international transfers.
Our Services may link to websites or services operated by other organizations. Their privacy policies govern information they collect independently.
This does not limit our responsibility for providers processing personal information on our behalf.
We may update this policy to reflect changes in our Services, practices, or legal obligations.
We maintain the current policy and its effective date on our website. For material changes, we provide a prominent website notice and notify Customer Organizations through appropriate account communications.
We do not retroactively expand the use of previously collected personal information in a materially inconsistent way without any notice or consent required by law.
For privacy questions, concerns, or requests, use the Contact Us form at witlingo.com and identify your message as a Privacy Request.
Please include your relationship with Witlingo and the name of your Customer Organization, if applicable. Do not include sensitive personal information in your initial inquiry. We will provide an appropriate method for sharing additional information if needed.
This policy was last updated on October 5, 2026.