At KUMMUNI, clear and documented communication is a cornerstone of our commitment to providing a transparent and reliable service. To ensure that every interaction between our team and our tenants is accurately recorded, we adhere to a strict policy that verbal agreements and claims are not accepted. Instead, every conversation—whether it takes place over the phone, online, or face-to-face—is followed up with a detailed email summarizing the discussion. This follow-up email serves as an official record, capturing any questions asked, answers provided, and agreements made. This practice helps prevent misunderstandings and ensures that both parties have a shared and verifiable understanding of any commitments or decisions made.

Purpose of Follow-Up Emails #

At KUMMUNI, we prioritize clear communication and transparency with our tenants. To ensure that all interactions are well-documented and understood, our staff is required by company regulations to send a follow-up email after every conversation, whether it occurs over the phone, online, or face-to-face. These emails, often referred to as “meeting protocols,” serve several important purposes:

1. Summary of the Conversation:
   The follow-up email provides a summary of the discussion, including any questions asked and the answers provided during the conversation.
2. Documentation of Agreements:
   If any agreements were made during the interaction, they will be documented in the follow-up email. This ensures that both parties have a clear record of what was agreed upon.
3. Verification and Accountability:
   At KUMMUNI, verbal agreements are not considered valid unless they are confirmed in a follow-up email. This protocol helps prevent misunderstandings and ensures that all parties are on the same page.

What to Do If You Disagree with the Details #

While our staff is trained to accurately document conversations, errors can sometimes occur. If you find that you disagree with one or more points in the follow-up email, it is important to address this promptly:

• Contact the Sender:
  You should contact the KUMMUNI staff member who sent you the email within 72 working hours to discuss any discrepancies. You can easily do this by replying directly to the follow-up email.
• Resolution Process:
  The staff member will review your concerns and work with you to resolve any misunderstandings or errors in the documented protocol.

How KUMMUNI Uses Follow-Up Emails #

These follow-up emails are not only a communication tool but also serve as a formal record of interactions between tenants and KUMMUNI staff:

• Archiving in CRM:
  The emails are archived in our Customer Relationship Management (CRM) system until the end of your tenancy and the return of your deposit. This ensures that we have a complete record of all communications throughout your stay.
• Data Retention:
  After your tenancy ends and your deposit is returned, the data will be erased from our CRM database. However, a copy of the email will remain in the mailbox of the staff member who originally sent it.
• Legal Considerations:
  In some cases, if our system detects any conflicts or potential legal concerns, certain information may be retained beyond the standard retention period. These follow-up emails can serve as legal evidence to protect the interests of both parties.