Kanso Software Privacy Policy

Effective date: October 15, 2026

1. Who we are and what this policy covers

This Privacy Policy explains how HDS LLC, doing business as Kanso Software ("Kanso," "we," "us"), collects, uses and protects information. Kanso is based in Denver, Colorado.

This policy applies to:

• Kanso, our cloud-based housing management software

• HDS, our housing management software, installed on our customers' own servers

• Kanso Assist (formerly ReFrame Assist), including its applicant, tenant and owner portals and the Kanso Assist mobile maintenance app

• Our websites, including kansosoftware.com and kanso-assist.com, and our support channels

Together, these are our "Services." If a housing agency or other organization gives you access to our Services, that organization's own privacy notice may also apply to you.

This policy does not apply to third-party websites or services linked from our Services or recommended by our staff.

2. Our role

Most information in our Services belongs to our customers, not to Kanso. We play two different roles:

• On behalf of our customers. Public housing agencies, tribal housing authorities and other housing providers ("Customers") use our Services to run their programs. When we handle information about their applicants, tenants, household members, owners, landlords, vendors and staff, we act as the Customer's service provider. The Customer decides what is collected and how it is used, and our contract with the Customer governs our handling of it. Requests about this information, such as access or correction, should go to the Customer. We will help them respond.

• For our own purposes. We are responsible for information we collect directly, such as from visitors to our websites, people who contact us, and the business contacts of our Customers.

• HDS runs on our Customers' own servers. Kanso accesses HDS data only when a Customer asks us for support, and only as needed to provide it.

3. Information we collect

Information Customers and their users enter. Depending on the program, this can include:

• Names, contact details, dates of birth and household composition

• Government identifiers such as Social Security numbers, where a housing program requires them

• Income, assets, expenses and eligibility information

• Housing, unit, lease, inspection and work order records

• Payment, ledger and transaction records

• Documents and photos uploaded to the Services

• Mobile phone numbers and messaging preferences

Account and usage information. Login details, roles and permissions, and records of activity in the Services, such as pages used, actions taken and timestamps.

Device and technical information. IP address, browser and device type, operating system and log data. If you use inspection scheduling or the mobile app, we may process address and location information needed to schedule and route work.

Information you give us directly. Your name, organization, job title, email, work phone number and the content of messages when you buy our products, join our user group, request a demo, contact support or correspond with us.

We do not knowingly collect information we do not need to provide the Services.

4. How we use information

We use information to:

• Provide, maintain and support the Services our Customers sign up for

• Send service notifications by email and text, such as appointment and inspection reminders, account updates and work order assignments

• Process payments through our payment provider

• Keep the Services secure, prevent fraud and troubleshoot problems

• Improve the Services, using aggregated or de-identified information where possible

• Respond to questions and support requests

• Meet legal, regulatory and contractual obligations, including HUD and other program reporting our Customers direct

• Manage Customer accounts, bill for our products and services, and tell Customer contacts about other Kanso products and services

• Enforce our Terms and Conditions (kansosoftware.com/terms-conditions) and Acceptable Use Policy (https://drive.google.com/file/d/1AQIIGM9AIKLxOqJhATLBXOQEAzfIoK9x/view?usp=sharing), and prevent imminent harm to people or property

We do not sell personal information. We do not use Customer data for advertising, and we do not use it for purposes other than providing the Services unless the Customer instructs us or the law requires it.

5. Text messaging (SMS)

Some Services, including Kanso Assist, send text messages on behalf of our Customers. Messages go to program participants (such as tenants, applicants and landlords) and to Customer staff (such as inspectors and maintenance staff) who have agreed to receive them.

• Consent. You receive texts only after you opt in, for example by checking a box in a portal or your user profile, on an application or intake form, or by telling your housing agency. Consent is never pre-selected and is not a condition of receiving housing assistance.

• What we send. Service messages only: appointment reminders, inspection notices, and work order and inspection assignments for staff. We do not send marketing texts.

• Frequency and cost. Message frequency varies. Message and data rates may apply.

• Opting out. Reply STOP to any message to stop receiving texts, or update your notification preferences in the Services. Reply HELP for help.

• No sharing for marketing. Mobile phone numbers and text messaging opt-in data are never shared with or sold to third parties or affiliates for marketing or promotional purposes. Text messaging originator opt-in data and consent will not be shared with any third parties, except service providers that deliver the messages for us.

6. How we share information

We share information only as needed to provide the Services:

• With the Customer whose program the information belongs to

• With service providers (subprocessors) and contractors that host, manage or support the Services and our websites under contracts requiring them to protect the information and use it only for us

• With government agencies such as HUD, when a Customer directs us to submit program data on its behalf

• For legal reasons, when required by law or court order, to prevent imminent harm to people or property, or with our attorneys, collection agencies or law enforcement to address contract or Acceptable Use Policy violations or illegal behavior

• In a business transfer, such as a merger or acquisition, where the information stays subject to this policy

Current subprocessors (Kanso and Kanso Assist; HDS runs on Customer servers)