Privacy Policy
Effective Date: April 3, 2026
Last Updated: April 3, 2026
CostSegX.ai ("CostSegX," "we," "us," or "our") operates the CostSegX.ai platform (the "Platform"), a self-service cost segregation analysis tool for residential properties. This Privacy Policy describes how we collect, use, disclose, and protect your personal information when you use the Platform.
By creating an account or using the Platform, you agree to the collection and use of information as described in this Privacy Policy. This Privacy Policy is incorporated by reference into our Terms of Service.
1. Information We Collect
1.1 Information You Provide
- Account Information. Name, email address, and password (stored in hashed form only).
- Property Information. Property address, purchase price, acquisition date, building characteristics, and other property details you enter through the Platform.
- Payment Information. Payment details are collected and processed by our third-party payment processor. We do not store, access, or retain your full credit card number, debit card number, or bank account details on our servers.
- Communications. Any information you provide when contacting our support team.
1.2 Information Collected Automatically
- Usage Data. Pages visited, features used, session duration, browser type, device type, operating system, and referring URL.
- Log Data. IP address, access timestamps, and server logs.
- Cookies and Similar Technologies. See Section 7 below.
1.3 Information from Third-Party Sources
- Public Property Records. When you enter a property address, we may retrieve publicly available property data (e.g., square footage, year built, lot size, assessor records) from third-party data providers and public records sources. This data is associated with your account and study.
- Publicly Available Imagery and Listings. Our automated analysis tools may analyze publicly available satellite imagery, street-level imagery, and real estate listing data to extract property features (e.g., roof type, exterior materials, landscaping). These results are stored with your study and presented for your review and confirmation before use.
1.4 Information We Do NOT Collect
- We do not collect biometric data, geolocation data (beyond IP-derived approximate location), or health information.
- We do not access your device camera, microphone, or contacts.
2. How We Use Your Information
We use the information we collect for the following purposes:
| Purpose | Legal Basis |
|---|---|
| To create and manage your account | Contract performance |
| To generate your cost segregation analysis and report | Contract performance |
| To process payments for purchased studies | Contract performance |
| To send transactional communications (account verification, report delivery, order confirmations) | Contract performance |
| To provide customer support | Contract performance / Legitimate interest |
| To improve the Platform, including accuracy of our analysis engine | Legitimate interest |
| To monitor, detect, and prevent fraud, abuse, and security incidents | Legitimate interest |
| To comply with legal obligations (e.g., tax recordkeeping) | Legal obligation |
| To create aggregated, de-identified analytics (see Section 2.1) | Legitimate interest |
We do NOT:
- Sell your personal information to third parties.
- Use your property data for any purpose other than generating and improving your cost segregation analysis.
- Use your data for targeted advertising or share it with advertisers.
2.1 Aggregated and De-identified Data
We may create aggregated, de-identified, or anonymized data from information collected through the Platform. De-identified data is not personal information and may be used for any lawful purpose, including product improvement, industry benchmarking, and research. We will not attempt to re-identify de-identified data.
3. Automated Processing
The Platform uses automated analysis tools and technology to:
- Extract property features from publicly available imagery and real estate listing data.
- Calculate cost segregation allocations, depreciation schedules, and tax benefit estimates based on IRS methodology and your confirmed property inputs.
Important: All data extracted by our automated tools is presented to you for review and confirmation before it is used in your cost segregation analysis. You have full control to modify, override, or reject any automatically extracted data. The final cost segregation report is based on the inputs you confirm.
4. Data Sharing and Disclosure
We may disclose your information to the following categories of service providers, solely to operate and deliver the Platform:
| Category | Purpose |
|---|---|
| Payment processors | To securely process transactions |
| Cloud infrastructure providers | To host, operate, and secure the Platform |
| AI and machine learning service providers | To analyze property data and generate cost segregation analyses (your data is processed under our instructions and is not used by these providers to train their models) |
| Property data providers | To retrieve publicly available property records |
| Mapping and imagery services | To obtain publicly available satellite and street-level imagery |
| Authentication and identity providers | To manage user accounts and secure access |
| Analytics providers | To understand Platform usage and improve performance |
| Email delivery services | To send transactional communications |
We do NOT share your data with:
- Other cost segregation firms, real estate agents, lenders, or brokers.
- Any third party for their own marketing or advertising purposes.
- Data brokers.
Other disclosures. We may disclose your information if required to do so by law, regulation, legal process, or governmental request, or if we believe disclosure is necessary to protect our rights, your safety, or the safety of others.
5. Data Retention
| Data Category | Retention Period | Reason |
|---|---|---|
| Account information (name, email) | Duration of account + 30 days after deletion request | Account management |
| Cost segregation reports and property data | 7 years from report generation date | IRS audit support — cost segregation studies may be reviewed during audit of any open tax year. We retain reports and underlying property data for 7 years to support your audit defense, consistent with IRS recordkeeping guidance. |
| Payment records | As required by applicable tax and financial regulations (typically 7 years) | Legal compliance |
| Usage data and logs | 12 months | Security, fraud detection, product improvement |
| Cookies | See Section 7 | Varies by cookie type |
Deletion requests. You may request deletion of your account and personal information by contacting support@costsegx.ai. Upon receiving a verified deletion request, we will delete or de-identify your account information within 30 days, subject to the following exceptions: (a) cost segregation reports and property data are retained for the 7-year audit-support period described above; (b) payment records are retained as required by law; (c) data necessary to comply with legal obligations, resolve disputes, or enforce our agreements may be retained.
6. Data Security
We implement commercially reasonable administrative, technical, and physical safeguards to protect your personal information, including:
- Encryption of data in transit (TLS/HTTPS) and at rest.
- Passwords hashed using industry-standard algorithms.
- API keys and secrets stored in secure environment variables, never in client-side code.
- Role-based access controls for internal systems.
- Regular security reviews of our infrastructure and service providers.
No method of transmission over the Internet or electronic storage is 100% secure. While we strive to use commercially reasonable means to protect your information, we cannot guarantee absolute security.
7. Cookies and Tracking Technologies
| Cookie Type | Purpose | Duration | Required? |
|---|---|---|---|
| Essential / Authentication | Session management, login state, CSRF protection | Session or up to 30 days | Yes |
| Analytics | Understanding usage patterns, feature adoption, error tracking | Up to 12 months | No |
We do NOT use:
- Third-party advertising cookies.
- Cross-site tracking pixels or fingerprinting.
Managing cookies. You can control cookies through your browser settings. Disabling essential cookies may prevent you from using the Platform. You may disable analytics cookies without affecting Platform functionality.
8. International Data Transfers
The Platform is operated from the United States. If you access the Platform from outside the United States, your information will be transferred to, stored, and processed in the United States, where data protection laws may differ from those in your jurisdiction. By using the Platform, you consent to the transfer of your information to the United States.
9. Your Rights
All users of the Platform have the following rights, subject to applicable law:
- Access. Request a copy of the personal information we hold about you.
- Correction. Request correction of inaccurate or incomplete personal information.
- Deletion. Request deletion of your personal information, subject to the retention obligations described in Section 5.
- Data Portability. Request an export of your data in a structured, commonly used format.
- Opt-Out of Non-Essential Communications. Unsubscribe from promotional emails at any time (transactional emails related to your account and purchased studies are not promotional).
- Withdraw Consent. Where processing is based on consent, you may withdraw consent at any time without affecting the lawfulness of prior processing.
To exercise any of these rights, contact us at support@costsegx.ai. We will respond to verified requests within 30 days (or sooner if required by applicable law).
10. Additional Disclosures for California Residents (CCPA/CPRA)
This section applies to California residents and supplements the rest of this Privacy Policy, as required by the California Consumer Privacy Act of 2018 and the California Privacy Rights Act of 2020 (collectively, "CCPA").
10.1 Categories of Personal Information Collected
In the preceding 12 months, we have collected the following categories of personal information (as defined by CCPA):
| CCPA Category | Examples | Source |
|---|---|---|
| A. Identifiers | Name, email address, IP address, account ID | You; automatic collection |
| B. Personal information per Cal. Civ. Code Section 1798.80(e) | Name, address, financial information (payment processing) | You; payment processor |
| D. Commercial information | Records of services purchased, purchase history | You; our systems |
| F. Internet or electronic network activity | Browsing history on Platform, interactions with Platform features | Automatic collection |
| G. Geolocation data | Approximate location derived from IP address | Automatic collection |
| L. Sensitive personal information | None collected | N/A |
We do not collect categories C (protected classifications), E (biometric), H (sensory), I (professional/employment), J (education), or K (inferences for profiling).
10.2 Business Purpose for Collection
We collect personal information for the business purposes described in Section 2 of this Privacy Policy: to provide our cost segregation analysis services, process payments, communicate with you, improve the Platform, and protect against fraud and abuse.
10.3 Sale and Sharing of Personal Information
We do not sell your personal information. We have not sold personal information in the preceding 12 months and have no plans to do so.
We do not "share" your personal information for cross-context behavioral advertising as defined under CCPA.
10.4 Your California Privacy Rights
As a California resident, you have the following rights under CCPA:
- Right to Know. You may request that we disclose: (a) the categories of personal information collected; (b) the categories of sources; (c) the business purpose for collection; (d) the categories of third parties with whom we share personal information; and (e) the specific pieces of personal information we have collected about you.
- Right to Delete. You may request deletion of your personal information, subject to the exceptions described in Section 5 (including the 7-year report retention for audit support) and CCPA's statutory exceptions.
- Right to Correct. You may request correction of inaccurate personal information.
- Right to Opt-Out of Sale/Sharing. We do not sell or share your personal information. If this changes, we will provide a "Do Not Sell or Share My Personal Information" link.
- Right to Limit Use of Sensitive Personal Information. We do not collect sensitive personal information as defined by CCPA.
10.5 Non-Discrimination
We will not discriminate against you for exercising any of your CCPA rights. We will not deny you services, charge you different prices, provide a different level of service, or suggest any of the foregoing because you exercised a CCPA right.
10.6 How to Submit a Request
To exercise your California privacy rights, contact us at support@costsegx.ai with the subject line "California Privacy Request." We will verify your identity before processing your request. We will respond within 45 days, as required by CCPA (with one 45-day extension if necessary, upon notice to you).
10.7 Authorized Agents
You may designate an authorized agent to submit a request on your behalf. We may require the agent to provide proof of authorization and may separately verify your identity.
11. Data Breach Notification
In the event of a data breach involving your personal information, we will notify you and applicable regulatory authorities in accordance with applicable law. Notification will be made without unreasonable delay and in the manner required by applicable state and federal breach notification statutes.
12. Children's Privacy
The Platform is not directed to individuals under the age of 18. We do not knowingly collect personal information from children under 18. If we become aware that we have collected personal information from a child under 18, we will take steps to delete such information promptly.
13. Third-Party Links
The Platform may contain links to third-party websites or services that are not operated by us. We are not responsible for the privacy practices of those third parties. We encourage you to review the privacy policies of any third-party sites you visit.
14. Changes to This Privacy Policy
We may update this Privacy Policy from time to time. If we make material changes, we will notify you by email (sent to the address associated with your account) or by posting a prominent notice on the Platform at least 30 days before the changes take effect. Your continued use of the Platform after the effective date of any updated Privacy Policy constitutes your acceptance of the changes.
15. Contact Us
CostSegX.ai
Email: support@costsegx.ai
For California privacy requests, use the subject line "California Privacy Request."
For general privacy inquiries or to exercise any rights described in this Privacy Policy, email support@costsegx.ai.