Buildium

1. Data Migration:

• Data Collection: Users need to provide all relevant data, including property, unit, lease, owner, resident, and vendor information. This data is standardized to fit Buildium's import tools.
• Template Usage: Users download and fill out specific templates for different types of data (e.g., rentals, associations) and upload them to their Buildium account.

2. Onboarding:

• Kickoff Call: A kickoff call is scheduled to align on the onboarding process, discuss accounting start dates, and other critical details like resident delinquency and late fee structures.
• Training Plans: Buildium tailors training plans to meet specific business needs, focusing on essential features like accounting, leasing, communication, and maintenance.
• Buildium Academy: Users can access a self-guided online training program, Buildium Academy, which includes video courses and tutorials covering everything from basic setup to advanced workflows.

3. Implementation Specialist Support:

• Guided Experience: An implementation specialist helps users organize and upload their data, ensuring a smooth setup process. This includes creating essential templates and entering all necessary information.
• Data Import and Reconciliation: After uploading the templates, a data import and reconciliation call is scheduled to finalize the data migration process.

4. Go-Live:

• Final Preparations: Users reach a comfort point within the first month, ensuring all data is correctly entered and the system is fully operational.
• Tenant and Owner Engagement: The final step involves going live with tenants and owners, ensuring they are integrated into the system without disruptions.

Duration of the Implementation Process

• The duration of the implementation process can vary based on the complexity of the data and the specific needs of the business. However, Buildium aims to make the process as efficient as possible, with significant progress typically seen within the first month.

1. Subscription Customization:

• Users can customize their subscription by adding features and services like automated EFT and credit card payments, tenant screening, renters insurance, 1099 generation, showings coordinator, inspections, eSignatures, and cash payments.
• This allows businesses to tailor the software to their specific requirements by enabling or disabling certain functionalities.

2. Public Website Customization:

• Users can customize the look and branding of their public website by choosing from a selection of website skins or templates.
• This allows businesses to maintain a consistent brand identity across their online presence.

3. API Integration:

• The Premium plan includes access to Buildium's Open API, enabling integration with other software systems and third-party applications.
• This allows businesses to connect Buildium with their existing tools and workflows, facilitating data exchange and automation.

4. Tailored Training Plans:

• Buildium offers customized onboarding services and tailored training plans to help users identify and focus on the features most relevant to their business needs, such as accounting, leasing, communication, or maintenance.

5. Buildium Marketplace:

• Buildium Marketplace is an ecosystem of third-party apps and integrations that can be added to enhance the functionality of the software without additional subscription costs.
• This allows businesses to extend the capabilities of Buildium by integrating with specialized tools and services.

1. Setup Fees:

• Bank account setup fee of $99 per account, with the first 5 accounts free for the Growth plan and the first 15 accounts free for the Premium plan.

2. Transaction Fees:

• Incoming EFT transactions cost $1.25 each for the Essential plan, $0.60 each for the Growth plan, and are free for the Premium plan.
• Outgoing EFT transactions cost $0.50 each across all plans.
• Credit card transactions incur a fee of 2.99%.

3. Tenant Screening Fees:

• Basic tenant screening costs $15 for customers and $30 for applicants.
• Premium tenant screening costs $18 per screening, with a $99 setup fee.

4. Support Charges:

• Live phone support is available for the Growth and Premium plans, with Priority Support included in the Premium plan.
• Customized onboarding services are required for new customers purchasing the Growth or Premium plan.

5. Additional Services:

• Maintenance Contact Center costs $1.10 per unit per month (with a $140 per month minimum) for a dedicated call center, or $0.70 per unit per month for just missed service calls.
• Lead generation services may incur additional fees.

1. Buildium Academy: A self-guided online training program with video courses and tutorials covering everything from basic setup to advanced workflows.

2. Customer Care: Access to articles, tips, and award-winning customer care for troubleshooting and guidance.

3. Onboarding Services: Customized onboarding services, including data migration and training, are provided to help new users on the Growth and Premium plans get started.

4. Implementation Specialist Support: An implementation specialist guides users through organizing and uploading data, creating essential templates, and finalizing the data migration process.

5. Tailored Training Plans: Buildium offers tailored training plans focused on essential features like accounting, leasing, communication, and maintenance to meet specific business needs.

Data Encryption: All customer data is encrypted using TLS with a 2048-bit certificate and stored with Amazon RDS Encryption.

Two-Factor Authentication: Enforced for all user accounts to enhance security.

Regular Audits and Penetration Testing: Buildium's procedures are regularly audited, and penetration tests are conducted to uncover vulnerabilities.

Compliance Standards: Buildium adheres to strict security policies and procedures to protect personal data and meets compliance standards like GDPR.

Access Controls: Access to personal information is restricted and authorized only for those with a business need.

Incident Response: Buildium maintains security incident response policies and procedures to handle unauthorized access incidents.

Buildium follows a consistent schedule for releasing updates and new features:

Monthly Feature Releases: New features, improvements, and bug fixes are released on a monthly basis. Details on these releases are provided in the Resource Center.

Security Updates: Regular security updates are pushed out to address any vulnerabilities discovered and improve overall system performance and protection

Data Requests: Users can request access, data portability, and deletion of their personal information through a verifiable consumer request process.

Data Retention: Personal information is retained as long as there is a legitimate business relationship with the user or as necessary to comply with legal obligations.

Data Portability Formats: While Buildium does not specify exact formats, they are required to provide personal data in structured, commonly-used, and machine-readable formats like CSV, XML, or JSON when users request data portability.

Third-Party Data Transfers: If a user requests their data be transferred to another service provider, Buildium processes that data in line with data protection requirements as a new data controller.

1. Scaling Up (Upgrading Plans):

• Users can upgrade their subscription plans to access additional features, services, and support as their business grows.
• For example, users on the Essential plan can upgrade to the Growth or Premium plans to get access to features like Analytics & Insights, Open API integration, Priority Support, and more.

2. Scaling Down (Downgrading Plans):

• Users can switch to a lower subscription plan if their needs change, with adjustments made through the Account and Billing page in their Buildium account.
• This allows businesses to reduce costs by downgrading to a plan with fewer features if they no longer require the additional capabilities of a higher-tier plan.

Contract Renewal

1. Automatic Renewal:

• Buildium subscriptions typically renew automatically at the end of each billing cycle. Users are billed according to the plan they are subscribed to unless they make changes to their subscription.

2. Renewal Dates:

• Subscription plans are updated at the next renewal date, with any changes in pricing or plan features reflected on the invoice.

3. Notification of Changes:

• Buildium may notify users of any changes to the terms, pricing, or features of their subscription plan before the renewal date, allowing users to make informed decisions about their subscription.

Cancellation

1. Cancellation Process:

• Users can cancel their subscription by contacting Buildium support. The specific process may involve submitting a cancellation request through the Buildium platform or speaking with a customer service representative.

2. Notice Period:

• Users are typically required to provide notice of cancellation before the end of the current billing cycle to avoid being charged for the next cycle. The exact notice period may vary depending on the terms of the subscription plan.

3. Refund Policy:

• Buildium's refund policy may vary, but generally, users are not entitled to refunds for any unused portion of their subscription if they cancel before the end of the billing cycle. It is advisable to review the specific terms and conditions of the subscription agreement for details on refunds.

4. Data Access Post-Cancellation:

• Upon cancellation, users may lose access to their data stored in Buildium. It is recommended to export any necessary data before canceling the subscription to ensure no critical information is lost.

5. Outstanding Payments:

• Any outstanding payments or fees must be settled before the cancellation is finalized. Users should ensure that their account is in good standing to avoid any complications during the cancellation process.

GDPR Compliance:

• Buildium includes terms for GDPR compliance and Standard Contractual Clauses for data transfers out of the EU/EEA. This ensures that personal data is handled in accordance with European data protection regulations.

Security Policies:

• Buildium adheres to strict security policies and procedures to protect personal data. This includes regular audits, penetration testing, and enforcement of two-factor authentication for all user accounts.

Data Encryption:

• All customer data is encrypted using TLS with a 2048-bit certificate, and data is stored with Amazon RDS Encryption. This ensures that data is protected both in transit and at rest.

Access Controls:

• Access to personal information is restricted and authorized only for those with a business need. This minimizes the risk of unauthorized access to sensitive data.