Privacy Policy

1. Information We Collect

We collect information you provide directly to us and information generated through your use of our services.

Account Information: When you create a PropTrack account, we collect your name, email address, phone number, and password.

Property & Tenant Data: Information you enter about your properties, rental units, and tenants — including addresses, tenant contact information, move-in dates, and occupancy status.

Maintenance Requests: Details about maintenance issues submitted through the app, including descriptions, photos, categories, and status updates.

Financial Data: Expense records you log including amounts, descriptions, vendors, and categories. We do not collect or store payment card information.

Messages: Communications between landlords and tenants within the app.

Usage Data: Log data including IP address, device type, operating system, app version, pages visited, and actions taken within the app.

Waitlist Data: If you sign up on our website, we collect your email address and the time and source of signup.

2. How We Use Your Information

We use the information we collect to:

• Provide, maintain, and improve the PropTrack platform
• Authenticate your identity and maintain your account session
• Enable communication between landlords and tenants
• Send transactional emails such as account confirmations, tenant invites, and password resets
• Enforce subscription plan limits (unit and property counts)
• Respond to support requests and troubleshoot issues
• Send product updates and announcements (you may opt out at any time)
• Monitor for fraud, abuse, and security threats

3. How We Share Your Information

We do not sell your personal information. We share data only in the following circumstances:

Service Providers: We use trusted third-party services to operate PropTrack, including Supabase (database and authentication), Amazon Web Services (email delivery), Twilio (SMS messaging), and Vercel (web hosting). These providers only process your data on our behalf and under strict confidentiality and data processing agreements.

Landlord–Tenant Sharing: Information shared within a property — such as maintenance requests and messages — is visible to both the landlord and the tenant associated with that unit. Tenants cannot access data from other units or properties.

Legal Requirements: We may disclose your information if required by law, court order, or government authority, or to protect the rights, property, or safety of PropTrack, our users, or the public.

Business Transfers: If PropTrack is acquired or merges with another company, your information may be transferred as part of that transaction. We will notify you before your data is subject to a different privacy policy.

4. Data Storage & Security

Your data is stored in secure cloud infrastructure hosted by Supabase on Amazon Web Services (us-west-2 region). We implement the following security measures:

• All data transmitted between the app and our servers is encrypted via TLS/HTTPS
• Passwords are hashed and never stored in plain text
• Row-level security (RLS) ensures users can only access their own data
• Authentication tokens are stored securely on-device and automatically refreshed

While we take security seriously, no system is completely immune to risk. We encourage you to use a strong, unique password for your PropTrack account.

5. Data Retention

We retain your data for as long as your account is active or as needed to provide services. If you delete your account:

• Your profile and all associated property, unit, request, and expense data will be permanently deleted within 30 days
• Messages may be retained for up to 90 days for dispute resolution purposes before deletion
• Waitlist email addresses are retained until you unsubscribe

6. Your Rights & Choices

You have the following rights regarding your personal information:

• Access: Request a copy of the personal data we hold about you
• Correction: Update or correct inaccurate information via your account settings
• Deletion: Request deletion of your account and all associated data
• Portability: Request an export of your data in a machine-readable format
• Opt-out: Unsubscribe from marketing emails at any time via the link in any email
• SMS opt-out: Revoke SMS consent at any time by replying STOP, updating your account settings, or contacting us
• Push notifications: Disable notifications at any time via your device settings

To exercise any of these rights, contact us at support@proptrack.app.

7. SMS & Text Messaging

PropTrack may send text messages (SMS) to users who have explicitly opted in to receive them. This section describes how we handle phone numbers and SMS communications.

What messages we send: If you opt in, you may receive text messages about maintenance request updates, property alerts, and service notifications related to your PropTrack account. We do not send marketing or promotional messages via SMS.

How consent is collected: SMS consent is collected separately from account creation. You must actively check an opt-in checkbox and agree to receive text messages. Consent is never pre-selected or required to use PropTrack. You can create and use your account without providing a phone number or consenting to SMS.

Consent records: When you opt in to SMS, we record the date, time, and method of your consent. These records are stored securely and retained for as long as your account is active or as required by law.

Frequency: Message frequency varies depending on your property activity (e.g., maintenance requests and updates). Standard message and data rates may apply.

How to opt out: You can revoke SMS consent at any time by:

• Replying STOP to any message from PropTrack
• Unchecking the SMS consent option in your account settings
• Contacting us at support@proptrack.app

We will honor opt-out requests immediately. After opting out, you will receive one final confirmation message and no further texts.

No sharing of phone numbers: We do not sell, rent, or share your phone number with third parties for their marketing purposes. Your phone number is used solely by PropTrack to deliver the messages you have consented to receive. Our SMS service provider (Twilio) processes messages on our behalf under strict data processing agreements.

Help: For assistance with SMS, reply HELP to any message or contact us at support@proptrack.app.

8. Children's Privacy

PropTrack is intended for adults 18 and older. We do not knowingly collect personal information from children under 13. If we become aware that a child under 13 has provided us with personal information, we will delete it immediately. If you believe a child has submitted information to us, contact us at support@proptrack.app.

9. California Privacy Rights

If you are a California resident, you have additional rights under the California Consumer Privacy Act (CCPA):

• The right to know what personal information we collect, use, and share
• The right to delete your personal information
• The right to opt out of the sale of personal information (we do not sell personal information)
• The right to non-discrimination for exercising your privacy rights

To submit a CCPA request, contact us at support@proptrack.app with the subject line "CCPA Request."

10. Changes to This Policy

We may update this Privacy Policy from time to time. When we make material changes, we will notify you via email or a prominent notice in the app at least 30 days before the changes take effect. Your continued use of PropTrack after the effective date of any changes constitutes your acceptance of the updated policy.

The date at the top of this page indicates when this policy was last revised.

11. Contact Us

If you have questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us: