Privacy Policy — Aethyra Consulting Group

Effective date: April 30, 2026 · Last updated: April 30, 2026

Aethyra Consulting Group, LLC (“Aethyra,” “we,” “us,” or “our”) is a property management consulting firm operating under Ladyheart Enterprises, LLC, with offices in Plano, Texas. This Privacy Policy describes how we collect, use, store, share, and protect information when you visit aethyraconsultinggroup.com (the “Site”), engage our consulting services, or access our client portal at aethyraconsultinggroup.com/portal (the “Portal,” together with the Site, the “Services”).

By using our Services, you agree to the practices described in this Policy. If you do not agree, please do not use the Services.

1. Information We Collect

1.1 Information You Provide Directly

Contact information. Name, business email, phone number, company name, mailing address, and job title when you submit a contact form, request a consultation, or sign up for portal access.
Account information. Username (email address), hashed password, account preferences, and module access permissions.
Engagement and case information. Support cases, project details, scope-of-work documents, contract terms, time entries, and any business information you share with us during a consulting engagement.
Billing information. Invoice records, payment references (check numbers, ACH confirmations, transaction IDs), and billing addresses. We do not directly store credit card numbers; payment-card processing, when used, is handled through PCI-compliant third-party processors.
Communications. Messages you send through the Portal’s messaging feature, email correspondence, and phone-call notes.

1.2 Information Collected Automatically

Log data. IP address, browser type and version, operating system, referring URL, pages visited, timestamps, and similar diagnostic information.
Cookies and similar technologies. Session cookies for portal authentication, security cookies (e.g., CSRF tokens), and aggregated analytics cookies that help us understand site usage. We do not use third-party advertising or behavioral-tracking cookies.
Audit logs. Administrator actions on our internal systems are logged for security and compliance purposes (who logged in, what they viewed, what they changed).

1.3 Information from Third Parties

QuickBooks Online. When connected to your account, we retrieve invoice statuses, payment events, and customer reference data from QuickBooks Online to keep your billing ledger accurate. We act as a Recipient of QuickBooks Data under the Intuit Developer Terms.
RealPage and integrated platforms. If you have authorized us to access your RealPage instance or other property-management platforms in the course of an engagement, we may receive data from those systems strictly for the scope of work agreed to in your contract.
Microsoft 365 / OneDrive. Documents and files shared with us through OneDrive integration are stored in the folder structure governed by Microsoft 365 with your tenant’s security policies.

2. How We Use Information

We use the information we collect to:

Provide, maintain, and improve our consulting services and the Portal;
Authenticate users, manage portal access, and enforce role-based permissions;
Generate, send, and track invoices, and reconcile payments through QuickBooks Online or other accounting systems;
Communicate with you about your engagement, support cases, contract status, and account activity;
Detect, investigate, and prevent fraud, abuse, security incidents, and other harmful activity;
Comply with applicable legal obligations, including tax and accounting record-keeping requirements;
Conduct internal research and analytics to understand how the Services are used and how to improve them.

3. How We Share Information

We do not sell or rent personal information. We share information only as described below:

Service providers. Hosting (GoDaddy), email delivery, accounting software (QuickBooks Online), and document storage (Microsoft 365) — each acting as a processor on our behalf under appropriate contractual safeguards.
Within your organization. Information you provide is visible to other authorized contacts at your company who have been granted Portal access by your administrator. Bill-to contacts can additionally view the company’s billing ledger.
Legal compliance. When required by law, subpoena, court order, or other legal process, or to protect the rights, property, or safety of Aethyra, our clients, or others.
Business transfers. In connection with a merger, acquisition, financing, or sale of assets, in which case the recipient will be bound by privacy commitments at least as protective as those in this Policy.
With your consent. Any other sharing for purposes described to you at the time of collection or to which you consent.

4. Data Retention

We retain personal information for as long as necessary to provide the Services, comply with our legal obligations (including tax record-keeping requirements, generally seven years for financial records), resolve disputes, and enforce our agreements. When information is no longer needed, we delete or anonymize it.

5. Security

We use a combination of administrative, technical, and physical safeguards designed to protect the information we hold:

HTTPS/TLS encryption for all traffic to and from the Site and Portal;
Passwords stored using industry-standard one-way hashing (bcrypt);
Role-based access control with audit logging for administrative actions;
Multi-factor authentication available for admin accounts;
Regular software updates and security patches on hosting infrastructure;
Rate limiting, CSRF protection, and content-security-policy headers.

No method of transmission over the Internet or method of electronic storage is 100% secure. While we work to protect personal information, we cannot guarantee absolute security.

6. Your Rights and Choices

6.1 California Residents (CCPA / CPRA)

California residents have the right to: (a) know what personal information we have collected about them; (b) request deletion of personal information, subject to certain exceptions; (c) request correction of inaccurate personal information; (d) opt out of the sale or sharing of personal information (we do not sell or share for cross-context behavioral advertising); (e) limit the use of sensitive personal information; and (f) be free from retaliation for exercising any of these rights.

6.2 EU/UK Residents (GDPR / UK GDPR)

Where applicable, you may have the right to access, rectify, erase, restrict processing of, or object to processing of your personal data, as well as the right to data portability. Our lawful bases for processing include contract performance, legitimate interest in operating our business, compliance with legal obligations, and consent where required.

6.3 How to Exercise Your Rights

Submit any request to privacy@aethyraconsultinggroup.com. We may need to verify your identity before fulfilling a request. We will respond within the timeframes required by applicable law (typically 30 to 45 days).

7. International Transfers

We are based in the United States. If you access the Services from outside the United States, your information may be transferred to, stored, and processed in the United States. By using the Services, you consent to that transfer.

8. Children’s Privacy

The Services are not directed to children under 13, and we do not knowingly collect personal information from children. If you believe a child has provided us information, please contact us and we will delete it.

9. Third-Party Links

The Services may contain links to third-party websites or services. This Policy applies only to the Services. We are not responsible for the privacy practices of third parties; please review their privacy policies before providing them information.

10. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or for other operational, legal, or regulatory reasons. When we update this Policy, we will revise the “Last updated” date above. If the changes are material, we will provide a more prominent notice (e.g., by email or by a notice on the Site) before they take effect.

11. Contact Us

Questions, concerns, or requests regarding this Privacy Policy may be directed to:

Aethyra Consulting Group, LLC
Privacy Officer
Plano, Texas, United States
Email: privacy@aethyraconsultinggroup.com
Web: aethyraconsultinggroup.com