Data Privacy and Consent Policy

Overview of Personally Identifiable Information (PII)

Applyfi is a software solution designed to help organizations efficiently collect eligibility information and source documents and determine eligibility for government-regulated affordable housing programs. As part of this role, Applyfi may obtain and process personally identifiable information (PII) on behalf of the jurisdiction or organization administering the program (the “Client”). PII will only be collected from users when they voluntarily submit such information (such information may be required to apply for a particular program). Applyfi processes, maintains, and stores PII solely on behalf of our Clients. PII may include the following:

• Name;
• Postal address;
• E-mail address;
• Telephone or mobile number;
• Birthdate;
• Social Security Number;
• Employment information;
• Credit information;
• Asset and Income information;
• Other relevant data.

Information Collected Other Than PII

When you access Applyfi, we automatically collect certain information, including your browser details, device information, and IP address, to enhance security and maintain quality control. Specifically, the IP address allows Affordable Housing Technologies to identify and respond to suspicious activity or unauthorized access attempts. Browser information helps ensure compatibility with the app and allows us to troubleshoot issues or offer assistance based on your browser type and version. Additionally, we collect device information to help resolve any technical issues users report.

How Affordable Housing Technologies Protects Your Information

Affordable Housing Technologies adopts appropriate security measures as well as data collection, storage, and processing practices to protect against unauthorized access, alteration, disclosure, or destruction of your information. Access to your data in Applyfi is password-protected, and data is protected by SSL encryption when it is exchanged between your web browser and Applyfi.

Login Credentials

All users of Applyfi are required to create a username and password to access the system. In addition, all logins to Applyfi require two-factor authentication (2FA). After entering a valid username and password, every user must complete a second verification step — such as a one-time code sent to the user's registered email address, mobile number, or generated by an authenticator app — before access is granted. Enrollment in 2FA is mandatory for all accounts, and access to Applyfi will not be permitted without it.

All Subscription Users (those individuals with a paid subscription) are strictly prohibited from sharing their login credentials, including usernames, passwords, and any two-factor authentication codes or devices, with any other individual or entity. Subscription Users are responsible for maintaining the confidentiality of their credentials and authentication methods, and ensuring that they are used solely for their own access to Applyfi.

While all other end users with free access to Applyfi are not subject to the same restrictions as Subscription Users, they are strongly encouraged to keep their login credentials and authentication codes private and not share them with others. Protecting account security helps maintain the integrity and privacy of user data.

Affordable Housing Technologies will never request your password or a two-factor authentication code via email, phone, or any other form of communication. If you receive a request for your password or an authentication code claiming to be from the company, please report it immediately.

To protect your PII and prevent unauthorized access to your account or computer, all users are encouraged to do the following:

• Log out of Applyfi when finished, rather than simply closing the browser tab or window.
• Never share your account, password, or two-factor authentication codes with anyone, including individuals claiming to represent Affordable Housing Technologies or a housing agency.
• Keep your registered email address and phone number current so that authentication codes and security notifications reach you.
• Do not save your Applyfi password in a shared or public computer's browser, and decline prompts to "remember" your password on devices you do not control.
• Consider using a reputable password manager to create and store strong, unique passwords.
• Avoid accessing Applyfi over public or unsecured Wi-Fi networks; if you must, avoid entering sensitive personal information.
• Lock or sign out of your device when you step away from it.
• Keep your device's operating system, browser, and antivirus software up to date.
• Be alert to phishing attempts — verify that you are on the official Applyfi website before entering your credentials, and do not click links or attachments in unexpected emails claiming to be from Applyfi.
• Notify Affordable Housing Technologies immediately if you believe your account has been accessed without your authorization or if you receive an authentication code you did not request.

Sharing Your Information

Affordable Housing Technologies is committed to protecting your privacy and ensuring the security of your data. Affordable Housing Technologies does not share your information with any third party, except as follows:

• Clients. Data is collected, processed, and maintained on behalf of Affordable Housing Technologies’ Clients. As such, data entered into Applyfi is accessible to the Client administering the program for which a user is applying. Following the final determination your eligibility, the Client may choose to continue to store the data with Applyfi. Alternatively, all data is provided to the Client and may be retained to comply with record retention requirements mandated by applicable rules, regulations, and/or laws. Affordable Housing Technologies has no ability to control the data once it is provided to the Client and the Client is solely responsible for maintaining and ensuring the security of said data.
• Third-Party Service Providers. Applyfi integrates with third-party service providers to deliver the comprehensive services offered through our platform. Data is shared with third-party service providers as necessary to provide the services requested.
• Legal Requirements. In certain circumstances, Affordable Housing Technologies may be required by law or regulation to disclose your data. This includes, but is not limited to, situations where we are compelled to comply with legal processes such as subpoenas, court orders, or regulatory requests. We may also share your information in response to a lawful request by government authorities or law enforcement agencies, when necessary to protect our legal rights or the safety of others, or for fraud detection or prevention. Affordable Housing Technologies’ standard process is to notify the Client when such a request is received.
• De-Identified or Aggregate Data. Affordable Housing Technologies may disclose data solely in aggregate or other de-identified form in connection with its business.

Affordable Housing Technologies will take reasonable steps to ensure that your data is disclosed only to the extent necessary and in accordance with applicable laws and regulations.

Permissions You Are Granting

By accessing Applyfi, you are granting Affordable Housing Technologies permission to collect, process, maintain, and store your information and/or data as outlined herein. You are granting Affordable Housing Technologies permission to use such information and data to improve and enhance its system as well as to share such information and data as outlined above.

Requests for Access to Data

All data entered into Applyfi by a program applicant is accessible to the applicant using the Username and Password created to submit an application. If you have questions regarding your information and/or data, are unable to access said information and/or data or wish to exercise any rights granted under applicable data protection laws, please contact your housing program administrator.

Updates

Affordable Housing Technologies reserves the right to update this Privacy and Consent Policy periodically and without prior notice to you. We will post a notice on the Applyfi portal linking to this Privacy and Consent Policy to notify you of any substantive changes to how Affordable Housing Technologies collects, processes, maintains, or uses your information. Any changes will take effect when the revised Privacy and Consent Policy is posted on the portal. The date this policy was last updated will be indicated at the bottom of this document.