Privacy Policy

This policy explains how Raj Patel, doing business as PropFlow (“PropFlow,” “we”) handles personal information in the PropFlow website, the PropFlow iPhone app and every PropFlow portal (owner, manager, maintenance and resident). The short version: we use information only to run PropFlow for you, we never sell it, and we never use it for advertising.

Two kinds of information

• Property records. Landlords and property managers (“Companies”) use PropFlow to manage their properties. Records about residents and applicants (leases, rent, applications, repair requests) are collected by that Company and belong to it. For these records we act as the Company's service provider: we process them on the Company's behalf and under its instructions. The Company's own privacy policy also applies; for Foundry Flats that is the Resident Privacy Policy. Questions about your tenancy records are best sent to your property office.
• Account information. For sign-ins, security and running the Service itself, PropFlow decides how information is used, as described here.

What we collect

Information you or your Company provide

• Account details: name, email address, mobile phone number, role and Company.
• Property and tenancy records: properties, units, leases, rent charges and payments, deposits, notices and housing assistance contracts.
• Rental applications: contact details, household members, rental and employment history, income, references, photo ID and income documents, date of birth and Social Security number or ITIN.
• Maintenance: repair requests, descriptions, photos, visit times, work notes, vendor details, costs and receipts.
• Signed documents and inspection reports, including drawn signatures and initials.
• Bank deposit files a Company chooses to upload to check payments against its bank.

Information collected automatically

• Sign-in and security records: when you sign in, IP address, browser and device type.
• An activity log of changes to records (who changed what and when), so Companies can see their history.
• When you sign a document: the time, IP address, browser and a fingerprint (hash) of the document.
• Cookies that keep you signed in and remember the Company you are working in. PropFlow uses only these essential cookies: no advertising or tracking cookies, no analytics services and no social media pixels.

In the iPhone app

• Push notifications: if you turn them on, Apple gives the app a device token, which we store with your account so we can send you alerts. Turning notifications off or signing out removes it.
• Face ID: handled entirely by your iPhone. PropFlow only learns whether unlocking succeeded. Your face data never leaves your device and we never receive it.
• Camera and photos: used only when you choose to take or attach a photo, for example for a repair request or receipt.
• We do not collect your location, contacts, health data or browsing history, and we do not track you across other apps or websites.

How we use it

• To provide PropFlow: rent tracking, statements, reminders, applications, leases and signing, maintenance, inspections and reports.
• To sign you in, including sending one-time codes by text or email.
• To send account messages and alerts by text, email and push notification.
• To keep PropFlow secure, prevent fraud and misuse, and fix problems.
• To meet legal obligations and enforce our Terms of Service.

We do not use personal information for advertising and we do not sell or rent it, or share it for cross-context behavioral advertising.

Text messages

Mobile numbers are used only for sign-in codes and account messages. We do not sell or share mobile numbers, SMS opt-in data or consent with third parties for marketing purposes. Text message opt-in data and consent are shared only with the providers that deliver the messages. Reply STOP to any text to opt out, or HELP for help.

Who we share it with

• Within your Company: team members see records according to their role (for example, maintenance staff see repair requests but not rent or applications). Residents see only their own household's records. A property manager may share a resident's messages with the owner of that property through a read-only link that expires; every view is logged.
• Service providers that run PropFlow for us under confidentiality and data protection obligations: Supabase (database, sign-in and file storage), Vercel (website hosting), Twilio (text messages), Resend (email), Apple and Google (push notifications), Stripe (online rent payments) and Anthropic (reading leases a company uploads, only when it uses that feature; Anthropic does not train on this data).
• Others your Company directs: for example, a housing authority for residents in a housing assistance program, or the Company's own spreadsheet when it connects one.
• Legal reasons: when required by law, subpoena or court order, or to protect the rights, safety and property of users or others.
• Business transfer: if PropFlow is transferred to a company (including an LLC we form to run it) or merges, information would move with it under this policy.

How we protect it

• All traffic is encrypted in transit (HTTPS), and data is encrypted at rest by our database and hosting providers.
• Each Company's records are separated at the database level, so one Company can never see another's, and access within a Company is limited by role.
• Social Security numbers on applications are stored encrypted, can be viewed only by a Company's owner and manager, and each view is logged.
• Sign-in uses one-time codes instead of passwords, and the iPhone app can require Face ID.

No system is perfectly secure. If a breach affects your information, we will notify you and the Company as the law requires.

How long we keep it

Account information is kept while your account is active. Property records are kept for as long as the Company keeps its account, because landlords must keep rent, lease and screening records for legal, tax and accounting reasons. When a Company closes its account, we delete or anonymize its records within 90 days, except what the law requires us to keep. Backups expire on their normal schedule.

Your choices and rights

• Access and correction: see and update your details in PropFlow, or ask your property office or us to correct them.
• Deletion: delete your sign-in at any time from Your account in the app or on the website (see Delete your account). Records a landlord must keep (for example, rent and lease history) stay with the property but are no longer linked to your sign-in.
• Notifications: reply STOP to texts; turn push notifications off in Your account or iPhone Settings.
• State privacy rights: depending on where you live (for example, Oregon, California and other states), you may have rights to know, access, correct, delete or get a copy of your personal information, and to appeal a decision about your request. Email rajpatel93@gmail.com. We'll verify your identity, respond within 45 days, and won't treat you differently for asking. For records held for a Company, we'll pass your request to that Company and help it respond.

PropFlow does not respond to browser “Do Not Track” signals because it does no cross-site tracking.

Children

PropFlow accounts are for adults 18 and over. We don't knowingly collect information from children under 13. Household members under 18 may be listed on an application or lease by a parent or guardian.

Where data is stored

PropFlow is operated from the United States and stores data in the United States.

Changes

We'll update the date above when this policy changes, and tell you in PropFlow about important changes before they take effect.

Contact

Raj Patel, doing business as PropFlow
Privacy questions and requests: rajpatel93@gmail.com