Effective date: August 2, 2026
Applies with Terms version: evictionos-public-pilot-3.0
This Policy explains how Everybody Cares handles information through EvictionOS. We collect what is needed to provide the pilot, protect it and measure whether it helps—without selling case information or using it for advertising.
Information we collect
- A random device and session identifier.
- Intake answers, county, city, housing issue, dates, tasks and task completion.
- Uploaded housing documents, file metadata, AI-extracted fields and your corrections.
- AI chat questions, responses, sources and safety-escalation indicators.
- Referral activity, reminder preferences, optional email address and feedback.
- Consent versions, timestamps, confirmations, audit events and privacy requests.
- Page path, referring website domain, broad device category and visit time. Traffic analytics are not designed to collect case content or full query strings.
No tenant account required
A private cookie connects the browser to a device-based case workspace. Clearing browser data or changing devices may remove access. The public tenant portal does not require ChatGPT sign-in.
How we use information
We use information to build and update your plan, process documents, answer questions, surface urgent situations, provide reminders and referrals, secure the service, investigate errors, respond to requests, improve the pilot and produce de-identified or aggregate program metrics.
AI processing
EvictionOS uses the OpenAI API to process requested AI chat and authorized document extraction. We request that eligible API responses are not stored for product features when supported. OpenAI states that API business data is not used to train its models by default; its standard abuse-monitoring logs may retain customer content for up to 30 days unless a longer period is required for safety or law. Review OpenAI’s current API data controls and enterprise privacy commitments.
AI processing begins only after the applicable affirmative acknowledgment or document authorization. Do not submit information that is not needed for housing support.
Other service providers and disclosures
Cloud hosting, private file storage, database, security and optional email-delivery providers process the minimum information needed to perform their services. We may also disclose information when required by law, to protect a person from serious harm, to investigate abuse or security incidents, or with your direction and consent. We do not sell case information or use it for behavioral advertising.
Documents and storage
Uploaded documents are stored in private object storage and are not given public URLs. Related metadata is stored in a relational database. You can delete an uploaded document from your workspace immediately; deletion from backups, security logs or a service provider may take additional time or be limited by law.
Retention
- Device case workspaces and uploaded documents are assigned a 30-day pilot retention target.
- Traffic events may be retained for up to 180 days.
- Chat, consent, audit, safety, privacy-request and compliance records may be retained longer when reasonably necessary for service integrity, legal obligations, dispute handling or documented program evaluation.
- De-identified or aggregate pilot metrics may be retained when they no longer reasonably identify a person.
Retention targets may be extended for legal, security, backup or operational reasons. We do not promise that every backup or provider log disappears immediately on the target date.
Your choices and requests
You may delete an uploaded document, turn off future reminders, stop using the service, or request access, correction, deletion or export through the Data Request page. Because tenant cases do not require an account, we may need the original device/session or other reasonable verification before acting on a request.
Security
We use private storage, access controls, limited administrative access and transport protections appropriate to the pilot. No internet service can promise perfect security. Contact us promptly if you believe someone accessed your workspace or information without permission.
Children
The case workspace is not directed to children under 13. People under 18 should use interactive case features with a parent, guardian or other authorized adult. Do not submit unnecessary information about children.
Policy changes and contact
We may update this Policy as the pilot changes. The effective date identifies the current version. Privacy questions may be sent to mr@everybodycaresmi.org or mailed to Everybody Cares, 2529 Orleans Street, Detroit, MI 48207.