Privacy Policy

Effective date: [Month Day, Year]

This Privacy Policy describes how [Company Name] ("we", "us", or "our") collects, uses, discloses, and protects information when you use [Application Name] (the "Service"). The Service is a property management application designed to help landlords, property managers, and their teams manage properties, units, tenants, leases, payments, maintenance, and related records.

1. Scope

This Privacy Policy applies to information processed through the Service, including information submitted by account holders (property managers/owners) and information about tenants, applicants, occupants, guarantors, vendors, and other individuals whose information may be entered into the Service.

2. Information We Collect

2.1 Information you provide

Depending on how you use the Service, you may provide:

• Account and profile information (e.g., name, email address, phone number, company name, login credentials).
• Property and lease data (e.g., property addresses, unit identifiers, lease terms, rent amounts, move-in/move-out dates).
• Tenant/applicant information (e.g., name, contact details, current/previous address, emergency contacts, co-tenants, guarantors).
• Financial and transaction information (e.g., payments, charges, deposits, invoices, expenses, reimbursements). Payment processing may be handled by third-party payment processors; we may receive transaction status and limited payment details depending on the integration.
• Documents and files you upload (e.g., leases, IDs, proof of income, insurance documents, photos, repair invoices). These documents may contain sensitive personal information.
• Communications (e.g., messages, emails, support requests, notes you add to records).

2.2 Information collected automatically

We may collect:

• Device and usage information (e.g., IP address, browser type, pages viewed, actions taken, timestamps, referring URLs).
• Cookies and similar technologies to maintain sessions, remember preferences, and help us understand usage. You can control cookies through your browser settings; disabling cookies may affect functionality.

2.3 OCR and document intelligence processing

If you upload documents for data extraction (e.g., lease OCR), the Service may process document content to extract fields (such as names, addresses, dates, and amounts). This may involve transmitting the document (or portions of it) to third-party document analysis providers (for example, cloud OCR/document intelligence services) in order to return extracted data.

3. How We Use Information

We use information to:

• Provide and operate the Service (e.g., create and manage tenants, leases, payments, documents, and reporting).
• Process transactions and reconcile payments/charges (as applicable).
• Enable document features, including storage, sharing within your account, and OCR-based extraction when enabled.
• Support and communicate with you (e.g., respond to support tickets, send service notices, and administrative messages).
• Secure the Service (e.g., prevent fraud/abuse, enforce access controls, audit activity, and troubleshoot issues).
• Improve the Service (e.g., analytics, performance monitoring, debugging, feature development).
• Comply with legal obligations and protect rights, safety, and property.

4. How We Share Information

We may share information in the following circumstances:

• With your organization and authorized users within the same account/portfolio, based on roles and permissions.
• Service providers that help us run the Service (e.g., hosting, databases, storage, analytics, customer support, email/SMS delivery, and OCR/document processing). These providers are permitted to use information only to perform services for us, subject to contractual protections.
• Payment processors (if enabled) to process rent payments or other transactions. We do not control and are not responsible for the privacy practices of payment processors.
• Legal and compliance when required by law, regulation, subpoena, court order, or to respond to lawful requests by public authorities.
• Protection of rights and safety to enforce our terms, investigate potential violations, detect and prevent fraud/security issues, or protect the rights, property, or safety of our users or others.
• Business transfers if we are involved in a merger, acquisition, financing, reorganization, bankruptcy, or sale of assets. We will take steps to ensure continued confidentiality of personal information.

5. Data Retention

We retain information for as long as necessary to provide the Service, comply with legal obligations, resolve disputes, and enforce agreements. Retention periods can vary depending on the type of data (e.g., lease records, financial records, audit logs, and uploaded documents) and your account configuration.

6. Security

We use reasonable administrative, technical, and organizational safeguards designed to protect information. However, no method of transmission or storage is 100% secure. You are responsible for maintaining the confidentiality of your credentials and for using appropriate access controls within your organization.

7. Your Choices and Rights

Depending on your location and applicable law, you may have rights to access, correct, delete, or receive a copy of certain personal information. In many cases, information in the Service is entered by property managers or owners; requests relating to tenant/applicant data may need to be directed to the organization that controls the relevant account.

8. International Data Transfers

If you access the Service from outside the country where our servers or service providers are located, your information may be transferred to and processed in other jurisdictions. We take steps to implement appropriate safeguards for cross-border transfers as required by law.

9. Children’s Privacy

The Service is not intended for children under 13 (or the age required by local law). We do not knowingly collect personal information from children. If you believe a child has provided personal information, please contact us.

10. Third-Party Links and Integrations

The Service may integrate with third-party services (e.g., payment processors, document analysis providers). Their privacy practices are governed by their own policies. We encourage you to review those policies.

11. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. We will update the "Effective date" above and may provide additional notice as required by law.

12. Contact Us

If you have questions about this Privacy Policy or our privacy practices, contact:

[Company Name]
Email: [privacy@yourdomain.com]
Address: [Company Address]
Phone: [Company Phone]