Privacy Policy

1. Information we collect

• Account & contact information — name, email, phone, company, and role.
• Building information — address, tax/BBL and BIN identifiers, space and tenancy details, and ESPM property records.
• Energy & water usage data — whole-building utility data obtained from your utilities and/or ESPM to prepare your benchmarking report.
• Payment information — processed by our payment processor (Stripe). We receive limited transaction details; we do not store your full card or bank-account numbers.
• Communications & support — messages you send us and records of our correspondence.
• Usage & device data — log, analytics, and cookie data about how you use the site and product.

2. How we use information

We use information to provide and operate the Services (including preparing and electronically transmitting your benchmarking filings), to communicate with you (confirmations, reminders, support), to process payments, to secure and improve the Services, and to comply with legal obligations.

3. How we share information

We share information only as needed to provide the Services and as described below.

We do not sell your personal information, and we do not share it for cross-context behavioral advertising.

4. Who we share with

We use three categories of recipients. The tables below list each recipient and its purpose; this list is current as of the effective date and will be updated as our processors and recipients change.

We also share information for legal & safety reasons where required by law or to protect rights and safety, and in a business transfer (merger, acquisition, or asset sale, subject to this Policy).

5. AI-assisted processing

We use automated tools, including AI models provided by Anthropic, to help process documents and data (for example, reading utility bills). Customer-facing compliance figures and dates are produced by our deterministic rules engine, not by AI, and an AI-generated interpretation is never represented as a government determination. We use the Anthropic API under Anthropic’s published Commercial Terms of Service, which provide that Anthropic does not train its models on our inputs and outputs. Under Anthropic’s published commercial data-retention policy, API inputs and outputs are deleted within approximately 30 days in the ordinary course; material flagged by automated trust-and-safety systems may be retained longer. We minimize the data sent for AI processing to what is needed for the task, and you may request manual correction of an extraction error.

6. Data retention

We retain information for as long as needed to provide the Services, keep records of filings, and meet legal, tax, and audit obligations, after which we delete or de-identify it. Specifically, we retain filing records and related building/utility data for seven (7) years; account/contact data for the life of your account plus one (1) year; and support communications for two (2) years.

7. Security & breach notification

We maintain a reasonable information-security program with administrative, technical, and organizational safeguards appropriate to the data we hold, designed to meet applicable law, including the NY SHIELD Act. The SHIELD Act requires reasonable safeguards proportionate to the data and business — including workforce training, service-provider due diligence and contractual safeguards, access controls, and secure disposal; it does not require any particular data-hosting or tenancy architecture, and this Policy does not rely on one. Where authorized personnel or an outsourced operator may access covered data, they are bound by written confidentiality and security commitments (a Contractor Data Access & Security Addendum or equivalent). No system is perfectly secure, and we cannot guarantee absolute security. If a security breach affecting your private information occurs, we will investigate and notify affected individuals and any authorities as and when required by applicable breach-notification law, without unreasonable delay.

8. Your choices & rights

You may request access to, correction of, or deletion of your personal information, and you may opt out of marketing emails, subject to applicable law and our record-keeping obligations. To exercise these choices, email support@wattfile.com; we may verify your identity and will respond within the time required by applicable law. Because the Services are provided to businesses, comprehensive consumer-privacy statutes may not apply; where they do, we honor the rights they grant.

9. Human access

Authorized WattFile personnel — who may be located outside the United States — may access your data only where reasonably necessary to provide support, investigate errors or security events, validate a requested correction, complete a submission step a third-party system requires (such as the City property share), comply with law, or operate and secure the Services. Such access is role-restricted, least-privilege (limited to the minimal information needed for the action), and logged. Where the platform mediates an operator step, personnel may interact only with a minimal, task-scoped view (for example, the readiness screen for a single property) rather than with the underlying account or bulk data, and there is no bulk-export affordance. Your primary application data is hosted on U.S.-based infrastructure; personnel access it through controlled WattFile systems. We do not represent that all access to your data occurs from within the United States; where authorized personnel operate from outside the United States, that access is treated as offshore processing subject to the safeguards described in Section 7.

10. Cookies & analytics

We use cookies and similar technologies for essential functionality and analytics. You can control cookies through your browser; disabling some may affect functionality.

11. Children

The Services are for businesses and are not directed to children under 18; we do not knowingly collect their information.

12. Data location

WattFile is organized in Puerto Rico (a U.S. territory). Primary application data is hosted and processed on infrastructure located in the United States. Authorized personnel operating the Services may access that data from outside the United States through controlled systems. This is cross-border access to U.S.-hosted data, not a transfer of hosting outside the United States.

13. Changes

We may update this Policy; we will post the new effective date and, for material changes, provide notice.

14. Contact

Privacy questions: support@wattfile.com, WattFile Labs LLC, 1654 Calle Tulipán, Ste 100, San Juan, PR 00927.