Privacy Policy

Zip Management Group LLC is a home-care, concierge and property-management company in Chicago, Illinois. We provide Zip Management and Concierge Services, in partnership with the Grilli Murphy Group at SERHANT.

This policy covers the client portal, the team's console, and the messages, emails and files you send us. Questions about it are welcome at any time: email management@zipmgroup.com.

We keep what you, the people in your household and our team give us, and what we need to look after your home:

About you

Your name, email address and phone number; whether you own the home or were invited by the owner, and what you may see; your answer to "Who introduced you to us?".

About your home

Its address and details such as bedrooms, size and year built; notes; the people and vendors you list for it; its inventory (appliances and systems, with model and serial numbers, warranties and receipts); upkeep reminders; and its calendar, including visits, travel and arrival plans.

Access and alarm codes

Door, gate and alarm codes you give us. They are encrypted before they are stored.

Documents, photos and videos

Closing documents, insurance papers, warranties, receipts and other files you or the team add; photos and videos you send in Messages; and photos the team takes at visits.

Messages

Everything you write in Messages; emails you send to management@zipmgroup.com (we keep their plain words, never the formatted version, and their photos and videos only once your home is confirmed); and texts to the Zip text line, once texting is offered.

Requests and approvals

What you ask for, the quotes we send, what you approve or decline and when, and the work that follows.

Visits

Checklists, notes, photos and reports from visits to your home, and when a team member arrived and left. If the team member allows it, their phone records where they were at that moment.

Billing

Your membership, the charges on your account, payments you made (with a reference such as a check number), statements and receipts.

Sign-in and security

When you sign in, from which internet (IP) address and browser, and attempts that failed; whether you use two-factor sign-in. We use these to keep accounts safe and to stop misuse.

The audit trail

A record of who changed what and when, and of each time a document, photo or statement was opened or downloaded.

If you email management@zipmgroup.com before you are a client, we keep your email so a person can answer it.

To look after your home

To run visits, arrange and follow up work, coordinate concierge requests, and keep your records in one place.

To talk with you

A person on the team reads and answers every message. We never send automatic replies. The only automatic messages are notices you can switch off: a statement is ready, a visit report is ready, something needs your approval, and upkeep reminders.

To bill you correctly

Every charge you see says what it is, and each one matches an entry in our records.

To watch for severe weather

We use your home's location to alert the team about severe weather near it, so a person can check on the house and get in touch. Nothing is sent to you automatically.

To keep accounts secure

The "I'm not a robot" check, signing you out after an hour without use, limits on repeated attempts, and the audit trail.

To meet the law

To keep the records the law requires, such as billing records, and to answer lawful requests.

The Zip team

Team members see your household's records so they can do their work. Every team account uses two-factor sign-in.

Your household

The owner decides who else in the household may use the portal and what each person sees. Only the owner sees payments and saved payment methods.

Vendors

Tradespeople we arrange for a job at your home receive what that job needs: usually the address, how to get in, and who to contact.

When the law requires it

We share information when the law requires it, to protect someone's safety, or, if Zip's business is ever sold or merged, with the new owner, who must keep the promises in this policy.

These companies and public services handle information for us, only to run the service, and each receives only what its job needs:

Supabase

Our database, file storage and sign-in. Your records and files are stored in the United States (Oregon).

Vercel

Hosts the website and runs its scheduled jobs, in the United States. Like any web host, it keeps technical records of visits, such as internet (IP) addresses, for a short time.

Resend

Sends our emails (sign-in links, welcomes, invitations and the notices you choose) and receives the copy of each email sent to management@zipmgroup.com.

Google Workspace

Hosts the management@zipmgroup.com mailbox, so an email you send there is also kept in that mailbox.

Slack

The team's private workspace. Your messages to Zip, new sign-ups and severe-weather alerts for the homes we manage appear in a private channel there, so a person sees them quickly and answers. A reply typed there reaches you in your portal, or by email when you wrote by email.

Cloudflare

Runs the "I'm not a robot" check on the sign-in screen, and keeps an encrypted off-site copy of the files stored in Zip, so nothing is lost if something goes wrong.

Anthropic (Claude)

The AI assistant the team uses to build and maintain Zip. It may see records when the team asks it to look something up or fix something.

US National Weather Service

Receives only your home's map coordinates, rounded to three decimal places (about 100 meters, or 330 feet), so we can see severe-weather alerts for it. It never receives a name or an address.

US Census Bureau

Turns your home's address into map coordinates for that weather check. It receives only the street address, city, state and ZIP code, never a name.

Twilio

Will carry text messages and sign-in codes by text, once texting is offered.

Stripe

Will handle card and bank payments, once they are offered. Your card or bank details stay with Stripe; Zip keeps only a short label, such as the card brand and last four digits.

Many clients come to us through their real estate team, such as the Grilli Murphy Group at SERHANT. If the agent who referred you has an agent account in Zip, they can see a short overview of the households they referred: the household's name, the home's street address, city and state, the closing date, the household's status and membership tier, how many requests are open and the dates of the last and next visit.

They can't see documents, messages, money or access codes, and Zip gives referral partners nothing else from your account. Your answer to "Who introduced you to us?" only decides whose welcome you see in your portal.

• We never sell your information, and we never share it for advertising.
• There are no advertising or analytics trackers in the portal: no ad networks, no tracking pixels, no analytics services.
• We don't collect fingerprints, face scans or any other biometric information.
• We never send automatic replies to your messages; a person answers.

The portal uses only the cookies it needs to work. None is used for advertising or to follow you to other websites.

Keeps you signed in

Set by our sign-in provider, Supabase, when you sign in; removed when you sign out.Cookie: sb-…-auth-token

The time you last used Zip

So you are signed out after an hour without use.Cookie: zip_last_active

The portal you used last

So shared pages (Messages, Billing, Documents) open in Management or Concierge, whichever you were using.Cookie: zip_portal

The portal on your screen

The same, noted by the page itself, so shared pages open in the portal you were really looking at.Cookie: zip_portal_seen

The home you opened last

So Management opens the home you were last looking at. Set each time you open one of your homes, and when you choose a default home under My Account; kept a year.Cookie: zip_property

The referral partner whose link you followed

Only when you arrive through a partner's link, to suggest that partner on the "Who introduced you to us?" question; kept 90 days.Cookie: zip_partner

The shared demo account's answer

Only on the shared demo account, for that one sign-in.Cookie: zip_demo_answer

Your browser also keeps a few things on your own device, and they leave it only when you send them: drafts of forms you haven't sent yet, so nothing you typed is lost, and the time you last used Zip, shared between your tabs.

The "I'm not a robot" check on the sign-in screen is run by Cloudflare, which looks at technical information from your browser to tell people from automated programs.

After an hour without use you are signed out on that device and asked to sign in again; five minutes before, the page asks whether you are still there.

• Everything travels between your device and Zip encrypted (HTTPS).
• Access and alarm codes are encrypted again by Zip before they are stored, and shown only to the people in your household allowed to see them and to the team.
• Each household sees only its own records; the database itself enforces this, not just the screens.
• Documents and photos open through private links that stop working after a short time, and each opening is recorded.
• Passwords must be at least 8 characters with a lower-case letter, a capital and a number, and are checked against lists of passwords known to have leaked. Most people sign in with a one-time emailed link instead.
• You are signed out after an hour without use. Every team account uses two-factor sign-in (a code from an authenticator app), and you can add it to yours: ask the team and they will show you how.
• Our database is backed up every day, and the files stored in Zip are copied every day to a separate, encrypted off-site store.

• We keep your household's records while Zip looks after your home, and afterwards for as long as we need them for tax, accounting, insurance and legal reasons. Then we delete them.
• Photos and videos you pick for a message but never send are deleted after a day.
• Database backups are kept for 7 days, so a record we delete is gone from them about a week later.
• The off-site copy of stored files is never trimmed automatically, so a file removed in the portal stays in that copy until we remove it; we do that when you ask us to delete your information.
• The audit trail can't be edited or deleted by anyone, by design. It keeps a copy of each change to your records, including the words of messages, so that copy stays even after the records themselves are deleted. It never keeps access codes or passwords.
• Copies of your messages in the team's private Slack channel stay there until the team removes them, and emails you send to management@zipmgroup.com also stay in that mailbox. Removing a copy there never changes your record in Zip.

See and correct

Your records are in your portal. Change your name and phone number under My Account; for anything else, ask the team.

Notices

Choose which notices reach you by email or on your dashboard under My Account, Notification settings, including upkeep reminders.

Household access

An owner can see who has access and remove anyone's access at any time, under Household access.

A copy

Ask, and we will send you a copy of your information.

Delete

Email management@zipmgroup.com to ask us to delete your account or your household's information. We will confirm it is you, delete what we can, and tell you what we must keep (billing records the law requires, for example) and for how long.

We reply to every request within 30 days. To make one, email management@zipmgroup.com.

If a security breach exposes your personal information, we will tell you without unreasonable delay, as Illinois law (the Personal Information Protection Act) requires: what happened, what information was involved, and what we are doing about it. We will also tell the Illinois Attorney General when the law calls for it.

Zip's services are for adults. We don't knowingly collect information from children under 13. If you believe a child has given us information, email management@zipmgroup.com and we will delete it.

When we change this policy we update the date at the top. If a change affects how we use your information in an important way, we will tell you in the portal or by email before it takes effect.

Zip Management Group LLC, Chicago, Illinois. Email management@zipmgroup.com. Our Terms of Use explain how the service itself works.