Guide
A one-page, copyable AI-use policy for a property management office, and a plain account of how data moves when Rent Manager is connected to an AI assistant.
IREM and AppFolio's AI Insights 2026 survey (3,662 US respondents) found that 58% of real estate management professionals use AI, up from 21% in 2023. Only 8% said their organization has a formal written AI policy, and 54% said their company neither encourages nor discourages AI use. IREM's own write-up, AI use is growing fast in property management. Are your guardrails keeping up?, covers the same gap.
The template below follows the four areas IREM's guidance points to: what data may go into AI tools, which outputs and decisions always get human review, staff training, and applicant-verification checks. Edit every bracket to fit your company.
[COMPANY NAME] AI USE POLICY
Effective: [DATE] Owner: [ROLE, e.g. Operations Director] Review: [every 6 months]
1. PURPOSE AND SCOPE
This policy covers any AI tool (chat assistants, AI features inside our
software, browser extensions) used for [COMPANY NAME] work by employees,
contractors and temporary staff.
2. APPROVED TOOLS
Only these tools may be used with company or resident data:
- [Tool 1, plan/tier, account type: company-managed only]
- [Tool 2 ...]
Personal accounts and unlisted tools may not be used with company data.
For each approved tool we record the vendor's data-retention and
model-training settings and who confirmed them on [DATE].
3. WHAT DATA MAY GO INTO AI TOOLS
Allowed: [portfolio-level reports, occupancy, delinquency totals,
drafts of non-sensitive notices, public information]
Allowed only through an approved connection to our systems of record:
[lease, ledger and unit data, limited to the user's role]
Never: [Social Security numbers, bank or card numbers, government ID
images, passwords, medical or disability details, criminal
or screening reports, anything marked confidential]
4. HUMAN REVIEW IS ALWAYS REQUIRED FOR
- Payments, charges, credits, waivers and write-offs
- Lease terms, renewals and notices
- Fair housing matters, including advertising, tenant selection
criteria and accommodation requests
- Screening decisions and applicant documents
- Resident communications before they are sent
- Pricing and rent-setting
- Owner reports and financial statements before they are shared
A named employee reviews the output, checks the figures against the
source system, and is responsible for the result. AI output is a draft.
5. APPLICANT VERIFICATION
AI may not be the only check on an applicant's identity, income or
documents. Staff verify applicant documents through [our screening
process] and keep [required records] per [retention schedule].
6. TRAINING
Everyone who uses an AI tool for work completes [training/briefing] before
first use and [annually] after. Training covers section 3 (data), section 4
(review) and how to report a mistake.
7. INCIDENTS
Report suspected data exposure or a harmful AI output to [ROLE/EMAIL]
within [one business day]. Do not delete evidence.
8. ENFORCEMENT AND UPDATES
Violations may lead to [consequences]. [OWNER] reviews this policy
[every 6 months] and when we add or change an AI tool.
If Rent Manager is one of your systems of record, your policy should say how its data reaches AI tools. These are the facts for AskRentAI, which connects Rent Manager to Claude, ChatGPT, Gemini or Grok.
When someone asks an assistant a question, the relevant Rent Manager records are sent to that assistant to answer it. That makes the AI vendor part of your data flow. Check each vendor's data and training settings for the plan you use, and list those vendors in section 2 of your policy.
AskRentAI only reads from Rent Manager. It cannot post a charge, edit a lease or change a tenant record. A small number of its tools change AskRentAI-side settings only, such as which saved Rent Manager connection is active.
AskRentAI signs in as the Rent Manager API user you set up, so it can reach what that user can reach in Rent Manager. Restrict that user's permissions in Rent Manager to limit access. AskRentAI does not add its own role-based filtering on top. See Rent Manager API access for how the API user works.
Your Rent Manager API password is encrypted at rest. Rent Manager records are retrieved on demand, and generated report files and cached query results are short-lived. Cached report results expire within minutes, and generated report files are deleted after 14 days by default. Details are in the privacy policy.
AskRentAI does not use your data to train AI models. That is a commitment in the privacy policy and the terms. It covers AskRentAI only: your AI assistant's vendor has its own terms, so check them.
Most staff are already using AI, and few organizations have written rules (see the IREM figures above). A short policy tells staff what is allowed and who checks the output.
No. See "AskRentAI does not write to Rent Manager" above.
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Start with Rent Manager AI, then follow the setup guide or the guide for Claude or ChatGPT. See Rent Manager API access, plus the privacy policy and terms.
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