Privacy Policy for PropTrak

1. Information We Collect

We collect the following categories of information:

A. User and Account Information

• Name, email address, phone number, job title
• Login credentials (hashed)
• Company and property affiliations

B. Tenant & Prospect Information

• Contact details, emergency contact, employment and financial info, credit score, screening results
• Lease terms, insurance details, communications, and tenant satisfaction metrics

C. Property and Unit Information

• Addresses, unit configurations, amenities, energy usage, and maintenance logs

D. Document and File Metadata

• File name, type, size, version history, tags, access permissions, and workflow data

E. Device & Usage Data

• IP address, browser type, device ID, session metadata, and timestamps

F. Energy & Utility Data

• HVAC, water, and electricity usage (when provided via integrations or IoT)

2. How We Use Your Information

We use collected data to:

• Provide and improve our services
• Personalize features and interfaces
• Monitor security and access controls
• Enable AI-powered analytics and automation
• Facilitate compliance workflows
• Communicate with users and send notifications

3. Disclosure to Third Parties

We disclose information only as necessary to:

• Process payments (via Stripe)
• Conduct background checks (via TransUnion SmartMove)
• Handle e-signatures (via PandaDoc)
• Facilitate renters insurance
• Enable communication (via Twilio)
• Deliver location-based services (via Google Maps API & Attom)

Each third party processes your information subject to its own terms and privacy policies. We do not sell your personal information.

4. Payment Processing via Stripe

All financial transactions are processed by Stripe. We do not collect or store bank account or credit card numbers. Stripe may collect your billing details to process rent payments, screening fees, or document charges. For more, see Stripe's Privacy Policy.

5. AI Model Training & Your Right to Opt-Out

We may use de-identified and anonymized user data to improve our AI systems. No personally identifiable information (PII) is ever used in training without transformation or obfuscation.

If you do not want your de-identified data used to train AI models, you may opt out by emailing legal@proptrak.ai within 30 days of account registration.

6. Your Rights & Choices

Depending on your location and account type, you may:

• Access or correct your data
• Request deletion (subject to legal exceptions)
• Object to data processing or profiling
• Manage cookies and browser permissions

To exercise these rights, contact us at privacy@proptrak.ai.

7. Data Security

We use industry-standard security practices, including:

• AES-256 encryption in transit and at rest
• Role-based access controls (RBAC)
• IP logging and device fingerprinting
• Activity audit trails

However, no system is completely secure. You are responsible for safeguarding your login credentials.

8. Data Retention

We retain data:

• As long as necessary for service delivery
• As required by law or regulation
• For record-keeping, auditing, or dispute resolution

Users may request earlier deletion of account data, which we will process unless legally restricted.

9. Children's Privacy

PropTrak is not intended for use by individuals under 18. We do not knowingly collect data from children.

10. International Users

PropTrak is based in the United States and is intended for use only by individuals located in the United States. If you are accessing the service from outside the U.S., you are doing so at your own risk and in violation of our Terms of Service. We do not guarantee compliance with foreign privacy laws.

11. Changes to This Policy

We may revise this Privacy Policy periodically. If we make material changes, we will notify you via email or in-app alerts. Continued use of the service constitutes acceptance.

12. Contact Us

If you have questions about this Privacy Policy or how we handle your information, please contact us: