Short answer: List your systems and years, separate tenant personal data and screening reports, check owner and association contracts for confidentiality, and confirm you can export from your property-management software. Nothing should leave your systems until a license agreement is signed.
On this page
1. Inventory
Email, property-management software, accounting, maintenance, chat, phone and CRM, with date ranges. Mode asks for 3+ years and 5+ systems (Mode affiliate FAQ).
2. Separate what can't go
- Screening and credit reports (FCRA).
- Payment and bank data, SSNs and ID scans.
- Association records that state law restricts (Florida example).
- MLS-sourced listing content (example MLS policy).
3. Contracts
Owner management agreements, HOA contracts and software terms can each restrict sharing or exporting data.
4. Exports
Email and files export through Google's admin Data Export tool (Google) or Microsoft Purview (Microsoft). Slack private channels and DMs need Business+ or Enterprise (Slack).
5. Timeline
Mode's FAQ describes a 30-minute call, a non-binding letter of intent with a mutual NDA, an intake form and indicative range, a fixed offer in the license agreement, upload of the agreed systems within 10 days of signing, de-identification with a sample audit, and payment within 30 days of acceptance. It says most companies go from first call to payment in about 2 to 3 months (Mode affiliate FAQ).
This is general information, not legal advice. Talk to your own attorney or compliance advisor before you share or license any records.
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Frequently asked questions
Do we need to clean the data ourselves?
Mode says it removes sensitive material and transforms personal information, and you can audit a sample. Deciding what is out of scope is still your job.
Who should be involved?
An owner or officer, your IT or software admin, and your attorney.
Sources
- Mode affiliate FAQ (PDF, dated Oct 14, 2026)bizbuydata.com
- FTC: Fair Credit Reporting Actftc.gov
- Florida Statutes § 720.303, HOA association recordsflsenate.gov
- ARMLS Content Access Policy (AI training rules)armls.com
- Google Workspace Admin Help: Export all your organization's datasupport.google.com
- Microsoft Learn: Export search results in eDiscovery (Purview)learn.microsoft.com
- Slack Help: Export your workspace dataslack.com
Referral-fee disclosure: we may be paid by a program if your company signs with it after using this site. General information only, not legal advice.
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