Privacy Policy

Last Updated: December 7, 2024

1. Introduction

PropWO ("we," "our," or "us") is committed to protecting your privacy and ensuring the security of your personal information. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our property management platform.

Your Privacy Matters: We believe in transparency and your right to control your personal data. This policy outlines your rights and our responsibilities.

2. Information We Collect

We collect information that you provide directly to us and information automatically collected when you use our service:

Personal Information:

  • Name, email address, phone number
  • Company information and business address
  • Payment information (processed securely via Stripe)
  • Profile photos and user preferences
  • Communication history and support interactions

Business Data:

  • Property information (addresses, photos, specifications)
  • Work orders and maintenance records
  • Vendor information and contracts
  • Financial records and transaction data
  • Employee and contractor information
  • Client and tenant information

Technical Information:

  • IP address and device identifiers
  • Browser type and operating system
  • Usage patterns and feature preferences
  • Location data (when permitted)
  • Log files and system diagnostics

3. How We Use Your Information

We use the collected information for the following purposes:

Purpose Information Used Legal Basis
Service Provision All account and business data Contract Performance
Payment Processing Payment information Contract Performance
Customer Support Contact and technical info Legitimate Interest
Security & Fraud Prevention Technical and usage data Legitimate Interest
Service Improvement Aggregated usage data Legitimate Interest
Legal Compliance All relevant data Legal Obligation

4. Information Sharing and Disclosure

We do not sell, rent, or trade your personal information. We may share your information only in the following circumstances:

  • Service Providers: Trusted partners who assist in service delivery (hosting, payment processing, support)
  • Business Transfers: In case of merger, acquisition, or asset sale
  • Legal Requirements: When required by law or to protect rights and safety
  • Emergency Situations: To prevent harm to persons or property
  • With Consent: When you explicitly authorize sharing

Third-Party Services: We use select partners like Stripe (payments), AWS (hosting), and Twilio (communications). All partners are contractually bound to protect your data.

5. Data Security

We implement comprehensive security measures to protect your information:

  • Encryption: Data encrypted in transit (TLS 1.3) and at rest (AES-256)
  • Access Controls: Multi-factor authentication and role-based permissions
  • Infrastructure: AWS enterprise-grade security with SOC 2 compliance
  • Monitoring: 24/7 security monitoring and intrusion detection
  • Backups: Daily automated backups with geographic redundancy
  • Testing: Regular security audits and penetration testing
  • Training: Employee security awareness and background checks

Security Incident Response: In the unlikely event of a data breach, we will notify affected users within 72 hours and provide detailed information about the incident.

6. Your Privacy Rights

You have the following rights regarding your personal information:

  • Access: Request copies of your personal data
  • Rectification: Request correction of inaccurate information
  • Erasure: Request deletion of your personal data
  • Portability: Request transfer of your data in machine-readable format
  • Restriction: Request limitation of processing
  • Objection: Object to processing based on legitimate interests
  • Withdrawal: Withdraw consent where processing is based on consent

How to Exercise Your Rights: Contact us at info@propwo.com or through your account settings. We will respond within 30 days.

7. Data Retention

We retain your information for as long as necessary to provide services and comply with legal obligations:

  • Account Data: Retained while account is active plus 30 days after cancellation
  • Business Records: Retained for 7 years for financial and legal compliance
  • Support Communications: Retained for 3 years
  • System Logs: Retained for 90 days for security and diagnostics
  • Backup Data: Automatically purged after 1 year

Data Export: Before account deletion, you can export all your data in standard formats (CSV, JSON, PDF).

8. International Data Transfers

PropWO operates globally, and your data may be transferred to and processed in countries other than your own:

  • Primary data centers located in the United States and European Union
  • All international transfers comply with applicable data protection laws
  • Adequate safeguards implemented including Standard Contractual Clauses
  • EU-US and UK-US data transfer frameworks compliance where applicable

9. Cookies and Tracking Technologies

We use cookies and similar technologies to enhance your experience:

  • Essential Cookies: Required for basic functionality and security
  • Preference Cookies: Remember your settings and preferences
  • Analytics Cookies: Help us understand how you use the service
  • Third-Party Cookies: Used by integrated services (payment, support)

You can control cookie preferences through your browser settings or our cookie preference center.

10. Children's Privacy

PropWO is designed for business use and is not intended for children under 16. We do not knowingly collect personal information from children. If we become aware that we have collected information from a child under 16, we will take steps to delete such information promptly.

11. Changes to This Privacy Policy

We may update this Privacy Policy from time to time:

  • Material changes will be communicated 30 days in advance
  • Minor updates may be implemented immediately
  • All changes will be posted on this page with updated date
  • Continued use constitutes acceptance of changes
  • Email notifications for significant changes affecting your rights

12. Contact Information

For any privacy-related questions or concerns, contact us:

  • Data Protection Officer: info@propwo.com
  • General Privacy Inquiries: support@propwo.com
  • Phone: (555) 123-4567
  • Response Time: 30 days for privacy requests, 48 hours for urgent security matters

EU Representative: For EU residents, you may also contact our EU representative at [EU Representative Contact Information].