Privacy Policy

1. What We Collect

When you create an account or use PropertyFlow, we collect:

• Account information: name, email address, phone number, and password (stored as a salted hash — we never store or can see your actual password).
• Property or vendor company information: property name, address, unit counts; or vendor company name, business contact details, service categories, license and insurance information you choose to upload.
• Content you create: maintenance requests, announcements, documents, inspection records, and messages you enter into PropertyFlow.
• Billing information: handled entirely by Stripe, our payment processor. PropertyFlow never receives or stores your full card number, CVC, or bank account number — only a reference ID and status Stripe provides us.
• Bank account information (optional): if a Property Administrator chooses to link a bank account for the Financial Center, that connection is made through Plaid; PropertyFlow stores only the resulting account reference and balance, never your banking credentials.

2. How We Use Your Data

• To operate your account and the property/vendor features you use.
• To send transactional emails (welcome, invitations, password resets, billing and subscription notices, maintenance/vendor updates) — never marketing email without your consent.
• If you use the PropertyFlow AI Assistant, your question and relevant property data (e.g. open maintenance requests) are sent to our AI provider to generate a response. This is used only to answer you — not to train external models on your data beyond what that provider's own terms specify.

3. Who We Share Data With

We do not sell your personal information. We share data only with the service providers necessary to run PropertyFlow:

• Stripe — payment processing and subscription billing.
• Plaid — optional bank account linking, only if you choose to use it.
• Resend — transactional email delivery.
• Railway — cloud hosting infrastructure for our servers and database.
• Within a property, your data is visible only to that property's own administrators, board, and staff as appropriate to their role — never to another property. Within the Vendor Network, a vendor's public profile is visible to properties evaluating vendors; private documents are only visible to the vendor, the property that requested them, and PropertyFlow staff for verification.

4. Data Retention

We retain your data for as long as your account is active. If you delete your account, we remove your personal profile data; some records (such as billing history and security audit logs) may be retained longer where required for legitimate business, financial, or legal purposes.

5. Your Choices

• You can update your profile information at any time from Settings.
• You can request account deletion from Settings → Delete my account.
• You can unsubscribe from non-essential notifications from your notification preferences.

6. Security

We use industry-standard measures to protect your data, including encrypted connections (HTTPS), hashed passwords, role-based access control, and server-side enforcement of who can see what. No system is perfectly secure, and we encourage you to use a strong, unique password.

7. Children's Privacy

PropertyFlow is a business tool for property management and is not directed at or intended for use by children.

8. Changes to This Policy

We may update this policy as PropertyFlow evolves. Material changes will be reflected by updating the "Last updated" date above.

9. Contact Us

Questions about this policy or your data? Email pflow.app@gmail.com.