Privacy Policy

Effective Date: December 12, 2025 | Last Updated: December 12, 2025

Castellan Software Inc. d/b/a Villadex ("Villadex," the "Company," "we," "us," or "our") is committed to maintaining robust privacy protections for its users. Our Privacy Policy ("Privacy Policy") is designed to help you understand how we collect, use, and safeguard the information you provide to us and to assist you in making informed decisions when using our Service.

This Privacy Policy describes how the Company collects, uses, shares, and safeguards your information when you use our websites and services. Our Privacy Policy is designed to help you understand how we collect, use, and safeguard the information you provide to us and to assist you in making informed decisions when using our Service. By accessing or using our Site or our Service, you agree to this Privacy Policy and to our Terms of Use. If you do not agree with the terms of this Privacy Policy, you should not use the Site or the Service.

1. Scope & References

Scope

This Privacy Policy applies to:

• Homeowners and primary users who create an account and upload home-related information.
• Co-owners, family members, or delegates whose information may be added to a homeowner's Villadex account.
• Service providers and vendors whose business information is stored or referenced within Villadex.
• Visitors to our websites who do not create an account, but may contact us or subscribe to communications.

This Privacy Policy does not apply to:

• Third-party websites, apps, or services that you may access via links from our Services.
• Third-party tools that may integrate with Villadex but have their own privacy policies.

References

For purposes of this Agreement, "Site" refers to the Company's website, which can be accessed at app.villadex.ai.

"Service" refers to the Company's services accessed via the Site, in which users can upload and organize documents, connect with other users, and search for service providers.

The terms "we," "us," and "our" refer to the Company.

"You" refers to you, as a user of our Site or our Service.

By accessing our Site or our Service, you accept our Privacy Policy and Terms of Use, and you consent to our collection, storage, use and disclosure of your Personal Information as described in this Privacy Policy.

2. Information We Collect

We collect "Non-Personal Information" and "Personal Information."

Non-Personal Information includes information that cannot be used to personally identify you, such as anonymous usage data, general demographic information we may collect, referring/exit pages and URLs, platform types, preferences you submit and preferences that are generated based on the data you submit and number of clicks.

Personal Information includes information that can be used to identify you or your household, such as your name, address, email, phone number, property address, and certain uploaded documents, which you submit to us through the registration process or while using the Site and Service.

2.1 Information Collected via Technology

To activate the Service, you need to provide certain Personal Information such as your email address and physical address. To use the Service thereafter, you may choose to provide additional Personal Information (for example, phone number), but you are not required to provide more than is necessary to operate your account.

In an effort to improve the quality of the Service, we track information provided to us by your browser or by our software application when you view or use the Service, such as the website you came from (known as the "referring URL"), the type of browser you use, the device from which you connected to the Service, the time and date of access, and other information that does not personally identify you. We track this information using cookies, or small text files which include an anonymous unique identifier. Cookies are sent to a user's browser from our servers and are stored on the user's computer hard drive. Sending a cookie to a user's browser enables us to collect Non-Personal information about that user and keep a record of the user's preferences when utilizing our services, both on an individual and aggregate basis. For example, the Company may use cookies to collect the following information:

Usage Information: Pages or screens you visit, features you use, time spent on the Services; Clicks, interactions, and navigation paths within the application.

Device and technical information: IP address, browser type and version, operating system, device type, language settings. Device identifiers and similar technical identifiers.

Log Data: Dates and times of access, error logs, and diagnostic data.

The Company may use both persistent and session cookies; persistent cookies remain on your computer after you close your session and until you delete them, while session cookies expire when you close your browser.

2.2 Information You Provide by Registering for an Account

In addition to the information provided automatically by your browser when you visit the Site, to become a subscriber to the Service you will need to create a personal profile. You can create a profile by registering with the Service and entering your email address, creating a user name and a password, and identifying a home address. By registering, you are authorizing us to collect, store and use your email address and other registration information in accordance with this Privacy Policy.

2.3 Information You Provide While Using the Service

Account Information: Role or relationship to a property (e.g., homeowner, co-owner, property manager).

Contact Information: Mailing address, phone number, communication preferences.

Home and Property Information: Physical address(es) of your property or properties, Property details (year built, square footage, lot size, number of rooms), Photos, videos, and notes about the property and its condition, Home systems and components (HVAC, plumbing, electrical, roof, appliances, etc.).

Documents and Uploads: Mortgage documents, deeds, surveys, seller's disclosures, Inspection reports, warranties, manuals, insurance policies, Invoices, quotes, estimates, and receipts for maintenance, repairs, and capital improvements, Project documentation (before/after photos, budgets, schedules, contractor details).

Financial and Transaction-Related Information: Non-payment card financial details related to your home projects (e.g., project budgets, amounts you paid to vendors, cost breakdowns), when applicable, limited payment or billing information processed by third-party payment processors (we do not typically store full payment card numbers).

Vendor and Service Provider Information: Service providers you have used or are considering (e.g., electrician, plumber, landscaper), Notes and evaluations, including whether you would recommend them, Uploaded service histories and related documentation.

Social / Network Information (Homeowner Connections): Contacts you invite to join Villadex, Your connections and shared recommendations (e.g., who you trust for certain services), depending on your sharing settings.

Communication Content: Messages you send to us (support requests, feedback, emails), Messages or notes you enter within the Services (e.g., project notes, personal reminders).

2.4 Information Gathered from Third Parties

Service Providers and Vendors: In some cases, service providers (e.g., a contractor, inspection company, or property manager) may upload property-related information on your behalf, such as service history, inspection reports, invoices, or project documentation.

Linked or Integrated Services: If you connect Villadex with other services (for example, document storage providers, email import tools, or property management platforms), we may receive information such as documents, messages, metadata, or identifiers from those services, in accordance with your permissions.

Referrals and Invitations: Another user may provide your email address or other contact information to invite you to join Villadex or share property-related information with you.

Public and Commercial Sources: Public property records, listing data, or tax assessment data, Public business information about service providers (e.g., business name, website, ratings, years in business).

2.5 Children's Privacy

The Site and the Service are not directed to anyone under the age of 13. The Site does not knowingly collect or solicit information from anyone under the age of 13, or allow anyone under the age of 13 to sign up for the Service. In the event that we learn that we have gathered personal information from anyone under the age of 13 without the consent of a parent or guardian, we will delete that information as soon as possible. If you believe we have collected such information, please contact us at support@villadex.ai.

3. How We Use and Share Information

3.1 Personal Information

Except as otherwise stated in this Privacy Policy, we do not sell, trade, rent or otherwise share for marketing purposes your Personal Information with third parties without your consent. We do share Personal Information with vendors who are performing services for the Company, such as the servers for our email communications who are provided access to user's email address for purposes of sending emails from us. Those vendors use your Personal Information only at our direction and in accordance with our Privacy Policy.

In general, the Personal Information you provide to us is used to help us communicate with you. For example, we use Personal Information to contact users in response to questions, solicit feedback from users, provide technical support, and inform users about promotional offers.

We may share Personal Information with outside parties if we have a good-faith belief that access, use, preservation or disclosure of the information is reasonably necessary to meet any applicable legal process or enforceable governmental request; to enforce applicable Terms of Service, including investigation of potential violations; address fraud, security or technical concerns; or to protect against harm to the rights, property, or safety of our users or the public as required or permitted by law.

3.2 Non-Personal Information

In general, we use Non-Personal Information to help us improve the Service and customize the user experience. We also aggregate Non-Personal Information in order to track trends and analyze use patterns on the Site. This Privacy Policy does not limit in any way our use or disclosure of Non-Personal Information and we reserve the right to use and disclose such Non-Personal Information to our partners, advertisers and other third parties at our discretion.

3.3 Business Transfers

In the event we undergo a business transaction such as a merger, acquisition by another company, or sale of all or a portion of our assets, your Personal Information may be among the assets transferred. You acknowledge and consent that such transfers may occur and are permitted by this Privacy Policy, and that any acquirer of our assets may continue to process your Personal Information as set forth in this Privacy Policy. If our information practices change at any time in the future, we will post the policy changes to the Site so that you may opt out of the new information practices. We suggest that you check the Site periodically if you are concerned about how your information is used.

3.4 How We Use Information

Providing and Maintaining the Services:

• Creating and managing your account and user profile.
• Enabling you to upload, store, organize, and retrieve property-related information and documents.
• Supporting project tracking, cost tracking, vendor organization, and related tools.
• Providing customer support and responding to your inquiries.

Improving and Developing the Services:

• Analyzing usage patterns to understand how our Services are used.
• Debugging, troubleshooting, and enhancing performance and reliability.
• Developing new features and capabilities, including improved document organization and property insights.

Personalization:

• Tailoring content, recommendations, and guidance based on your properties, documents, preferences, and usage.
• Helping you prioritize what to upload (for example, suggesting "minimum viable uploads" to unlock specific features or insights).

Communications:

• Sending transactional communications, such as account confirmations, security alerts, system notices, and service-related updates.
• Sending marketing or promotional communications about new features or offers, where permitted by law and your preferences.

Security, Fraud Prevention, and Legal Compliance:

• Protecting the security and integrity of the Services.
• Detecting, investigating, and preventing fraud, unauthorized access, or other harmful activities.
• Complying with legal obligations and responding to lawful requests from authorities.

3.5 Analytics & AI

Villadex may use automated tools, including artificial intelligence ("AI") and machine learning, to:

• Analyze and categorize uploaded documents (e.g., detecting vendor names, amounts, dates, and document types).
• Suggest ways to structure, tag, or organize your data (e.g., grouping invoices into projects).
• Provide insights or recommendations, such as reminders, potential tasks, or suggested vendors.

We may use internal models and third-party AI/analytics tools to improve the accuracy and usefulness of these features.

Unless we clearly state otherwise and obtain any required consent, we do not allow third-party foundation model providers to use your identifiable, user-uploaded content to train their own general-purpose models for use outside the Villadex Services.

We may, however, use de-identified or aggregated data to train and improve our own systems, and we may use third-party providers as service providers subject to contractual restrictions on their use of Personal Information.

4. How We Protect Information

We implement security measures designed to protect your information from unauthorized access. Your account is protected by your account password and we urge you to take steps to keep your personal information safe by not disclosing your password and by logging out of your account after each use. We further protect your information from potential security breaches by implementing certain technological security measures including encryption and firewalls. However, these measures do not guarantee that your information will not be accessed, disclosed, altered or destroyed by breach of such firewalls and secure server software. By using our Service, you acknowledge that you understand and agree to assume these risks.

5. Data Retention

We retain Personal Information for as long as your account is active, we have an ongoing legitimate business need to do so (for example, to provide the Services you requested), or it is necessary to comply with our legal, tax, or accounting obligations, resolve disputes, and enforce our agreements. When we no longer have a legitimate business need to process Personal Information, we will delete it, anonymize it, or securely store it and isolate it from any further processing until deletion is possible. If you request that we delete your account, we will take reasonable steps to delete or de-identify your Personal Information, subject to information we are required or permitted to retain under applicable law, and operational needs (for example, transaction logs, fraud prevention, or security records).

6. Your Rights Regarding the Use of Your Personal Information

You have the right at any time to prevent us from contacting you for marketing purposes. When we send a promotional communication to a user, the user can opt out of further promotional communications by following the unsubscribe instructions provided in each promotional e-mail. You can also indicate that you do not wish to receive marketing communications from us in the "Settings" section of the Site. Please note that notwithstanding the promotional preferences you indicate by either unsubscribing or opting out in the "Settings" section of the Site, we may continue to send you administrative emails including, for example, periodic updates to our Privacy Policy. You may delete individual documents, projects, or other content within the Service, subject to any retention needed for legal or security purposes. You may request deletion of your account by contacting us at support@villadex.ai or through any in-product account deletion tools we may offer. We will process your request in accordance with applicable law and this Privacy Policy.

7. Links to Other Websites

As part of the Service, we may provide links to or compatibility with other websites or applications. However, we are not responsible for the privacy practices employed by those websites or the information or content they contain. This Privacy Policy applies solely to information collected by us through the Site and the Service. Therefore, this Privacy Policy does not apply to your use of a third party website accessed by selecting a link on our Site or via our Service. To the extent that you access or use the Service through or on another website or application, then the privacy policy of that other website or application will apply to your access or use of that site or application. We encourage our users to read the privacy statements of other websites before proceeding to use them.

8. Changes to Our Privacy Policy

The Company reserves the right to change this policy and our Terms of Service at any time. We will notify you of significant changes to our Privacy Policy by sending a notice to the primary email address specified in your account or by placing a prominent notice on our site. Significant changes will go into effect 30 days following such notification. Non-material changes or clarifications will take effect immediately. You should periodically check the Site and this privacy page for updates.

9. Contact Us

If you have any questions regarding this Privacy Policy or the practices of this Site, please contact us by sending an email to support@villadex.ai.