Last Updated: October 27, 2026 · Version 2.3
Doorkeep, LLC (“Doorkeep,” “Company,” “we,” “us,” or “our”) is committed to protecting the privacy of our users. This Privacy Policy explains how we collect, use, disclose, and safeguard information when you use our AI-powered phone answering services through our website at doorkeep.co (the “Site”), our application programming interfaces (“APIs”), our mobile applications (“Applications”), and all related services (collectively, the “Services”).
The term “you” refers to you as a Doorkeep customer or Site visitor. “Personal Information” means information that identifies or relates to a particular individual. “Non-Personal Information” means anonymous data that cannot be used to identify you.
How to Read This Policy: Two Types of Data, Two Sets of Roles
Doorkeep handles two categories of personal information, and our obligations differ depending on which category applies:
If you are a tenant, prospective tenant, or caller and you have questions about how your personal information is used following a call, please contact the property manager or property management company you called. They are the controller of your information and are responsible for responding to your privacy rights requests. We can forward requests to them but cannot independently act on your behalf.
By accessing our Site or Services, you accept this Privacy Policy and our Terms of Service, and you consent to our collection, storage, use, and disclosure of information as described herein.
We collect information in three ways: directly from you, automatically through use of our Services, and from third parties.
When you register for an account, configure our Services, or communicate with us, you provide us with information including your full name, job title, email address, and phone numbers. We also collect your company or property management organization name, property names and addresses, username and password, time zone and business hours, and billing information including your name, address, and payment card details (which are processed directly by Stripe, Inc.).
To customize our AI services for your properties, you provide us with:
We read an uploaded document once to extract the information it contains, then discard the file. Only the extracted information is retained.
Throughout your use of our Services, we also collect support requests and correspondence, feedback and survey responses, training data and examples for AI customization, and any information you voluntarily provide in emails or messages.
Our Services automatically collect certain information to provide and improve our offerings. This includes call data such as:
Because the Services are designed to receive inbound calls on your behalf, we may collect information about individuals who have not directly interacted with Doorkeep. We process this information as a service provider on your behalf.
We also collect usage information about how you interact with our Services, including features accessed and actions taken, API calls and integration activity, system performance metrics, and error logs. Additionally, we gather device and technical information such as your IP address and approximate geographic location, browser type, operating system, and device identifiers, access times, referring URLs, and exit pages, and cookie identifiers and similar tracking technologies.
We do not verify the identity of callers. Any information a caller provides regarding their name, relationship to a property, tenant status, or other identifying information is self-reported and unverified by us. You are responsible for verifying caller identity before acting on captured information.
We receive information from our service providers including identity verification from payment processors, telephony data from Twilio, voice and chat processing data from Retell AI, and error tracking information from Sentry. As we expand our Services, we may also receive property management system data and CRM information when you choose to connect these integrations.
We do not seek to collect sensitive categories of personal information (such as precise health information, racial or ethnic origin, sexual orientation, or biometric identifiers) unless they are voluntarily provided by a caller during an interaction with your AI agent. In no case will Doorkeep use or disclose sensitive personal information for the purpose of inferring characteristics about any individual, for cross-context behavioral advertising, or for any purpose other than providing the Services to you as our customer. We do not use call content mentioning health or medical conditions to make inferences about callers and we do not sell, share, or use such content for advertising purposes.
We use your information primarily to deliver the Services you have requested. This includes:
We continuously work to enhance our offerings by analyzing usage patterns and system performance, developing new features and capabilities, improving voice recognition and AI response accuracy, optimizing call handling and routing, and debugging errors and resolving technical issues. Where we use call data for service improvement, we anonymize and aggregate that data so it does not identify any individual caller.
Your information enables us to:
We use your contact information to send service updates, maintenance notices, and security alerts that are essential to your use of the Services. We also respond to your inquiries and support requests, and with your explicit opt-in consent, we may send marketing communications about new features or services. Additionally, we may request feedback through surveys to help us improve our Services.
We may use information to:
Our voice AI platform provider may use de-identified, aggregated call data to improve its models and services, provided such use does not identify any individual caller, customer, or property. Our contractual commitments to our voice AI platform provider may further restrict or prohibit such use; where those commitments are more restrictive than this Policy, they apply. We do not use individual, identifiable call content to train our own or third-party AI models.
Our AI agents are specifically trained on Fair Housing Act requirements to help support compliant communication in property management contexts. We use this training to provide appropriate responses while never using protected class information for discriminatory purposes. These measures are intended to reduce risk and support your compliance efforts. They do not constitute a Fair Housing compliance program and do not satisfy your independent obligations under Fair Housing Laws. See our Terms of Service Section 4.2 for details.
Consistent with our Terms of Service, the Services act as a communication facilitation tool between you and your callers. Doorkeep is not a party to the landlord-tenant relationship, is not your agent, and does not accept communications or notices addressed to you. When we process information about your tenants, prospective tenants, and callers, we do so as a service provider and processor on your behalf, not as an independent controller of that information.
As a service provider and processor, we will:
(a) Process caller personal data only in accordance with your instructions as implemented through your account configuration and our Terms of Service;
(b) Implement appropriate technical and organizational security measures as described in this Policy;
(c) Assist you in responding to data subject rights requests (such as access, deletion, or correction requests) to the extent reasonably practicable;
(d) Notify you of any data breach affecting caller personal data within thirty (30) days of discovery, or sooner if required by applicable law;
(e) Delete or return caller personal data upon termination of your account in accordance with our data retention schedule.
If you require a formal Data Processing Agreement to comply with applicable privacy laws, including the Colorado Privacy Act or the California Consumer Privacy Act, please contact support@doorkeep.co.
We do not sell, trade, or rent Personal Information. We share information only in the specific, limited circumstances described below.
We share information with carefully selected third-party vendors who help us provide our Services. Our essential service providers include:
For our business operations, we work with:
A current list of sub-processors is maintained separately and is available upon request by contacting support@doorkeep.co. We will provide at least thirty (30) days’ notice before adding any new sub-processor that materially changes the processing of Customer Data, either by email to registered customers or by updating the sub-processor list.
These providers are contractually obligated to protect information and use it only as directed by us in accordance with this Policy.
We share information when you explicitly authorize us to do so, such as when you choose to connect third-party integrations or when you provide written permission for us to use your feedback as testimonials or case studies. Your consent is always obtained before such sharing occurs.
We may disclose information when legally required to:
If Doorkeep undergoes a merger, acquisition, bankruptcy, or sale of assets, information may be transferred to the successor entity. We will provide notice via email and prominent website notification before your information becomes subject to a different privacy policy, giving you the opportunity to make decisions about your account.
We may share aggregated, de-identified information that cannot identify you for research, marketing, or business development purposes. This helps us improve our Services and contribute to industry knowledge while protecting your privacy.
Doorkeep does not sell Personal Information or share Personal Information for cross-context behavioral advertising purposes. If our practices were to change in the future, we would provide clear notice and obtain appropriate consent before any sale.
Our system automatically announces that calls are being recorded at the beginning of each call and identifies the AI agent as an AI-powered assistant. You remain responsible for ensuring compliance with all applicable federal, state, and local recording consent laws that may require additional disclosures. This is particularly important in two-party consent states where you must ensure appropriate additional consent is obtained from all parties.
We use artificial intelligence to transcribe, analyze, and respond to calls in real time. AI responses are generated based on information you provide and general property management knowledge. While our AI technology is advanced, it may occasionally produce errors or unexpected outputs; you should review important communications and maintain appropriate oversight.
Call recordings are processed through our voice AI platform provider’s infrastructure (hosted in the United States) and copied to our storage, which is our system of record for call recordings. Retention details are described under “Data Retention” below.
You may request deletion of specific recordings at any time, and such deletions will be processed from our storage and from any copy our providers still hold. We may be required to retain certain data for legal compliance.
We retain information only as long as necessary to provide our Services, comply with legal obligations, and handle post-termination disputes. Our standard retention schedule is designed to balance service functionality with data minimization principles.
In this section, “account termination” means the end of the subscription period you have paid for (or the date we terminate your account under our Terms of Service). If you cancel partway through a billing period, the Services continue normally until that period ends.
Upon your request in writing identifying specific data for legal-hold purposes, we will preserve the identified data outside the standard retention schedule until you notify us the hold is released.
We implement comprehensive, industry-standard security measures to protect information from unauthorized access, use, or disclosure.
Our technical safeguards include:
Organizationally, we:
While we implement these robust security measures, no method of transmission or storage can be guaranteed 100% secure. By using our Services, you acknowledge and accept these inherent risks.
Depending on where you live and whether you are our customer, a Site visitor, or a caller, you may have the rights described below.
Important, rights of callers and tenants: If you are a tenant, prospective tenant, or caller who spoke with an AI agent associated with a property manager’s Doorkeep account, you should contact the property manager to exercise your privacy rights. The property manager is the controller of your information. Doorkeep can forward your request to the property manager but generally cannot independently respond to access, deletion, or correction requests about the content of calls you had with a property manager’s agent. For any inquiry, you may also reach us at support@doorkeep.co and we will route your request appropriately.
You have the right to request a copy of your Personal Information in a structured, machine-readable format. This allows you to review what information we have and, where technically feasible, transfer it to other services.
You can update your account information directly through your dashboard or by contacting our support team for assistance.
You may request deletion of your Personal Information at any time, subject to legal retention requirements. We will process deletion requests promptly while ensuring compliance with applicable laws.
You have several opt-out options available:
We do not sell or share Personal Information for cross-context behavioral advertising. If our practices were to change, we would provide clear notice and obtain consent before any such sale or sharing.
Our AI agents process calls using generative AI technologies that may qualify as automated decision-making or profiling under applicable privacy laws. The agent does not make decisions that have a legal or similarly significant effect on a caller; it captures, categorizes, and routes information for your review. Callers who do not wish to interact with an AI agent may end the call and contact the property manager through any other channel the property manager provides.
California residents have the rights described above, and additionally have:
As a Colorado-based business, we fully comply with the Colorado Privacy Act. Colorado residents have the right to:
Residents of states that have enacted comprehensive privacy laws may have rights similar to those described above, including access, correction, deletion, portability, and opt-out rights. To exercise any of these rights, contact us at support@doorkeep.co or call (720) 780-7390.
We do not intentionally collect health data. Callers may occasionally disclose health-related information in the course of calls with your AI agent (for example, describing a medical emergency). We handle such information as Customer Data under this Policy and we do not use it to make inferences about individuals, for advertising, or for any purpose outside of providing the Services to you. As described in our Terms of Service, you must not use the Services to process protected health information subject to HIPAA without a separately executed Business Associate Agreement.
Our Services are designed for business use and are not intended for individuals under 18 years of age. We do not knowingly collect information from children. If we discover that we have inadvertently collected information from a child, we will promptly delete it. If you believe we have collected information from a child, please contact us immediately at support@doorkeep.co.
We use cookies and similar technologies to enhance your experience with our Services.
Essential cookies are required for core functionality and include those that maintain your session and authentication, remember your preferences and settings, and enable basic features of our Services.
Analytics cookies help us understand how you use our Services to improve performance and user experience. With your permission, Google Analytics and PostHog use these cookies to measure visits, referral sources, interactions, conversions, performance, and errors. Analytics collection and storage remain disabled unless you select Accept in our cookie banner. You may reject analytics cookies without affecting core functionality.
Marketing cookies are only used with your explicit opt-in consent to track campaign effectiveness and provide relevant offers about our Services. You have complete control over marketing cookies and can withdraw consent at any time.
You can control all cookies through your browser settings, though disabling essential cookies may limit some functionality.
Our Services are operated in the United States and are intended for use by U.S.-based property management businesses. If you are located outside the United States, please be aware that your information will be transferred to and processed in the United States, which may have different data protection laws than your jurisdiction. By using our Services, you consent to this transfer and acknowledge that your data will be subject to U.S. law.
Our Services may contain links to third-party websites or services that are not owned or controlled by Doorkeep. We are not responsible for the privacy practices of these third parties. We encourage you to review the privacy policies of any third-party sites you visit.
We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements. When we make material changes, we will notify you by:
Material changes will take effect 30 days after notification, giving you time to review the changes. Non-material changes or clarifications take effect immediately upon posting. Your continued use of our Services after changes take effect constitutes your acceptance of the updated Policy.
For questions about this Privacy Policy or to exercise your privacy rights, please contact us:
Doorkeep, LLC A Delaware Limited Liability Company 4845 Pearl East Cir Ste 118 PMB 86344 Boulder, Colorado 80301
Email: support@doorkeep.co Phone: (720) 780-7390 Website: doorkeep.co
For privacy-specific requests, please email support@doorkeep.co with “Privacy Request” in the subject line for the fastest response.
Last Updated: October 27, 2026 · Version 2.3
Fair Housing guardrails · Recording disclosed on every call · Emergency detection and escalation