Privacy Policy

1. Introduction

We take your privacy seriously. As an AI-powered property management platform, we handle sensitive data including personal information, financial records, and property details. This policy is designed to be transparent about our data practices and to comply with applicable privacy laws, including the California Consumer Privacy Act (CCPA), the California Privacy Rights Act (CPRA), and other state privacy regulations.

We do not sell your personal information. We only collect and process data as necessary to provide our property management services.

2. Information We Collect

2.1 Information You Provide

• Account information: Name, email address, phone number, mailing address, and login credentials;
• Property information: Property addresses, unit details, lease terms, rental rates, property photos, and property documents;
• Financial information: Bank account details for disbursements, tax identification numbers, and payment preferences;
• Tenant information: Tenant names, contact details, lease agreements, payment history, and communication records that you provide or that tenants submit through the Platform;
• Waitlist information: Name, email, number of properties, and state/location;
• Communications: Messages you send through the Platform, support requests, and feedback.

2.2 Information Collected Automatically

• Usage data: Pages visited, features used, actions taken, time spent on the Platform, and interaction patterns;
• Device information: IP address, browser type and version, operating system, device identifiers, and screen resolution;
• Log data: Access times, referring URLs, error logs, and server performance data;
• Location data: Approximate location based on IP address (we do not collect precise GPS location).

2.3 Information from Third Parties

• Payment processors: Transaction confirmations, payment status, and limited financial data;
• Contractors: Work completion status, invoices, and service records;
• Public records: Property tax records, ownership verification, and other publicly available property data;
• Analytics providers: Aggregated usage statistics and performance metrics.

3. How We Use Your Information

We use the information we collect to:

• Provide our services: Operate the Platform, manage properties, facilitate tenant communications, process rent payments, and coordinate maintenance;
• AI processing: Train and operate our AI models to automate property management tasks, including message drafting, maintenance triage, and financial reporting (see Section 4);
• Financial operations: Process rent collection, owner disbursements, contractor payments, and generate financial reports;
• Communication: Send you service-related notifications, account updates, and respond to your inquiries;
• Improvement: Analyze usage patterns to improve the Platform, develop new features, and enhance our AI models;
• Compliance: Monitor for regulatory compliance, enforce our Terms of Service, and comply with legal obligations;
• Security: Detect and prevent fraud, unauthorized access, and other security threats;
• Marketing: Send you information about new features, updates, and promotional offers (with your consent, where required). You can opt out at any time.

4. AI & Automated Processing

Proprium uses artificial intelligence to provide property management services. Here's how AI interacts with your data:

4.1 What AI Processes

• Tenant messages: AI reads and responds to tenant inquiries, maintenance requests, and general communications on your behalf;
• Maintenance requests: AI analyzes the nature, urgency, and severity of maintenance issues to triage and route them appropriately;
• Financial data: AI processes rent payments, tracks expenses, and generates financial summaries;
• Property data: AI uses property details and lease terms to ensure accurate and context-aware management;
• Compliance data: AI monitors relevant regulations to help flag potential compliance issues.

4.2 How AI Uses Your Data

• AI processes data in real-time to make management decisions within your configured parameters;
• Anonymized and aggregated data may be used to improve AI model accuracy and performance;
• Your property-specific data is never shared with other users or used to train models for other customers without your explicit consent;
• You can review AI actions and decisions through your dashboard at any time.

4.3 Automated Decision-Making

Our AI makes automated decisions including maintenance severity classification, contractor selection, and communication drafting. These automated decisions:

• Operate within the approval thresholds and rules you configure;
• Can be reviewed and overridden by you at any time;
• Are logged and auditable through your account dashboard;
• Do not make decisions with significant legal effects without your explicit approval (e.g., eviction proceedings).

5. Information Sharing & Disclosure

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

We may also share information in connection with a merger, acquisition, or sale of assets, in which case we will notify you before your data is transferred.

6. Third-Party Services

We use third-party services to operate the Platform. These services have their own privacy policies, and we encourage you to review them:

• Payment processing: We use third-party payment processors to handle rent collection, owner disbursements, and contractor payments. Payment card data is processed and stored by our payment processor, not by Proprium directly;
• Cloud hosting: The Platform is hosted on reputable cloud infrastructure providers with industry-standard security certifications;
• Analytics: We use analytics tools to understand how the Platform is used and to improve our services;
• Communication services: We may use third-party services for email delivery, SMS notifications, and push notifications;
• AI model providers: We may use third-party AI services to process certain data. Data shared with AI providers is subject to strict data processing agreements.

We require all third-party service providers to protect your data in accordance with applicable law and our contractual requirements.

7. Cookies & Tracking Technologies

We use cookies and similar technologies to operate the Platform, remember your preferences, and analyze usage.

7.1 Types of Cookies We Use

• Essential cookies: Required for the Platform to function (authentication, security, load balancing). These cannot be disabled;
• Functional cookies: Remember your preferences and settings (language, display preferences);
• Analytics cookies: Help us understand how you use the Platform so we can improve it;
• Marketing cookies: Used to deliver relevant advertisements and measure campaign effectiveness. These are only used with your consent.

7.2 Managing Cookies

You can control cookies through your browser settings. Most browsers allow you to block or delete cookies. However, blocking essential cookies may impair Platform functionality.

We also honor "Do Not Track" browser signals where technically feasible.

8. Data Retention

We retain your information for as long as necessary to provide our services and fulfill the purposes described in this policy. Specific retention periods:

• Account data: Retained for the duration of your account, plus 30 days after account closure to allow for reactivation;
• Financial records: Retained for a minimum of 7 years after the transaction date, as required by tax and financial regulations;
• Tenant communications: Retained for the duration of the relevant lease, plus 3 years after the lease ends;
• Maintenance records: Retained for 5 years after completion for warranty and liability purposes;
• Usage and log data: Retained for up to 2 years, then anonymized or deleted;
• Waitlist data: Retained until you are onboarded or request removal.

When data is no longer needed, we securely delete or anonymize it. Anonymized data that cannot be linked back to you may be retained indefinitely for research and improvement purposes.

9. Data Security

We implement industry-standard security measures to protect your information, including:

• Encryption: All data is encrypted in transit (TLS 1.2+) and at rest (AES-256);
• Access controls: Strict role-based access controls limit who can access your data internally;
• Financial data isolation: Bank account numbers, routing numbers, and payment credentials are stored in PCI DSS-compliant systems and are never accessible to our AI models in raw form;
• Infrastructure security: Our cloud infrastructure is hosted in SOC 2 Type II certified data centers;
• Monitoring: Continuous security monitoring and intrusion detection;
• Incident response: We maintain an incident response plan and will notify affected users of any data breach in accordance with applicable law.

While we take reasonable measures to protect your data, no method of transmission or storage is 100% secure. You are responsible for maintaining the confidentiality of your account credentials.

10. Your Rights & Choices

Depending on your location, you may have some or all of the following rights regarding your personal information:

• Access: Request a copy of the personal information we hold about you;
• Correction: Request that we correct inaccurate or incomplete information;
• Deletion: Request that we delete your personal information, subject to legal retention requirements;
• Portability: Request your data in a structured, machine-readable format;
• Restriction: Request that we restrict processing of your data in certain circumstances;
• Objection: Object to certain types of processing, including automated decision-making;
• Withdrawal of consent: Withdraw consent for processing where consent is the legal basis;
• Opt out of marketing: Unsubscribe from marketing communications at any time using the link in our emails or through your account settings.

To exercise any of these rights, contact us at privacy@proprium.ai. We will respond within 30 days (or sooner if required by applicable law). We may need to verify your identity before processing your request.

We will not discriminate against you for exercising your privacy rights.

11. California Privacy Rights (CCPA/CPRA)

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

11.1 Right to Know

You may request that we disclose the categories and specific pieces of personal information we have collected about you, the categories of sources, the business purposes for collection, and the categories of third parties with whom we share your data.

11.2 Right to Delete

You may request deletion of your personal information, subject to certain exceptions (e.g., legal obligations, ongoing transactions, security purposes).

11.3 Right to Correct

You may request correction of inaccurate personal information.

11.4 Right to Opt Out of Sale or Sharing

We do not sell your personal information. We do not share your personal information for cross-context behavioral advertising purposes.

11.5 Right to Limit Use of Sensitive Personal Information

We only use sensitive personal information (financial data, government IDs) as necessary to provide our services. You may request that we limit our use of sensitive personal information to what is necessary.

11.6 Authorized Agents

You may designate an authorized agent to make privacy requests on your behalf. The agent must provide written authorization and we may require identity verification.

11.7 Categories of Information

In the preceding 12 months, we have collected the following categories of personal information as defined by the CCPA:

• Identifiers (name, email, phone, address)
• Financial information (bank account details, payment history)
• Commercial information (property details, transaction records)
• Internet/electronic activity (usage data, log data)
• Geolocation data (approximate, from IP address)
• Professional information (property ownership records)
• Inferences drawn from the above categories

12. Other State Privacy Rights

Residents of certain states may have additional privacy rights:

12.1 Virginia (VCDPA), Colorado (CPA), Connecticut (CTDPA), Utah (UCPA)

If you are a resident of these states, you may have rights to access, correct, delete, and obtain a copy of your data, as well as the right to opt out of targeted advertising, sale of personal data, and certain profiling. Contact us at privacy@proprium.ai to exercise these rights.

12.2 Appeal Process

If we deny your privacy request, you may appeal by contacting us within 60 days. We will respond to your appeal within 45 days. If your appeal is denied, you may contact your state's attorney general.

13. International Data Transfers

Proprium is based in the United States and primarily serves U.S. property owners. Your data is processed and stored in the United States.

If you access the Platform from outside the United States, your information may be transferred to and processed in the U.S., where data protection laws may differ from those in your jurisdiction. By using the Platform, you consent to the transfer of your data to the United States.

For users in the European Economic Area (EEA), United Kingdom, or other jurisdictions with data transfer restrictions, we implement appropriate safeguards, including Standard Contractual Clauses where required, to protect your data during international transfers.

14. Children's Privacy

The Platform is not intended for use by anyone under the age of 18. We do not knowingly collect personal information from children under 18. If we discover that we have collected information from a child under 18, we will delete that information promptly.

If you believe a child under 18 has provided us with personal information, please contact us at privacy@proprium.ai.

15. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, or legal requirements. When we make material changes:

• We will update the "Last Updated" date at the top of this page;
• We will notify you by email or through a prominent notice on the Platform at least 30 days before the changes take effect;
• For significant changes to how we process your data, we may seek your renewed consent.

We encourage you to review this policy periodically. Your continued use of the Platform after changes take effect constitutes your acceptance of the updated policy.

16. Contact Information

If you have questions about this Privacy Policy, want to exercise your privacy rights, or have concerns about our data practices, please contact us:

Proprium
Email: privacy@proprium.ai
General inquiries: hello@proprium.ai
Website: proprium.ai

For privacy-specific requests, please use privacy@proprium.ai so we can route your request to the appropriate team and respond within the timeframes required by law.