Privacy Policy
Last updated: 3 July 2026
Draft for review. This policy is a good-faith description of how the product handles data, provided as a starting point. Please have it reviewed by qualified counsel before you rely on it in production.
1. Who we are
PropertyNow ("we", "us") provides AI-first property-management software at propertynow.app and app.propertynow.app. This policy explains what personal data we handle and your rights over it. For data you (a property manager) enter about your tenants, owners, and vendors, you are the data controller and we act as your processor under the terms of our agreement; for your own account and our website, we are the controller.
2. Information we collect
- Account data — name, work email, company, role, and authentication details when you create or are invited to an account.
- Portfolio data you enter — the buildings, units, leases, contacts, documents, payments, and communications you and your team put into the app to run your portfolio.
- Enquiries — the details you submit through our contact form (name, email, optional company and unit count, and your message).
- Technical data — IP address, device and browser information, and server logs generated when you use the site or app, used for security and reliability.
3. How we use it
- To provide, secure, and improve the service and respond to your requests.
- To operate AI features you enable (e.g. drafting messages, triaging tickets, reconciling payments). Content sent to our AI sub-processor is used only to perform the requested task and is not used to train third-party models.
- To send service and, where permitted, occasional product communications. You can opt out of marketing at any time.
4. Legal bases (GDPR)
Where the GDPR applies, we rely on: performance of a contract (to provide the service), legitimate interests (to secure and improve it), consent (for optional marketing and non-essential activities), and legal obligation (e.g. tax and accounting records).
5. Sharing & sub-processors
We do not sell personal data. We share it only with vetted sub-processors that help us run the service (hosting, database, email delivery, payments, and AI). See the current list on our GDPR & data protection page.
6. Retention
We keep personal data for as long as your account is active and as needed to provide the service, then delete or anonymise it within a reasonable period, unless a longer period is required by law. Customers can request export or deletion of their workspace data.
7. Security
Each company's data is isolated at the database with Postgres row-level security, access is role-scoped, actions are audit-logged, and data is encrypted in transit. More detail is on our Security page. No system is perfectly secure, but we work hard to protect your data.
8. Your rights
Depending on where you live, you may have the right to access, correct, delete, port, or restrict processing of your personal data, and to object to certain processing. To exercise these rights, email privacy@propertynow.app. If we process data on behalf of your property manager, we will refer your request to them.
9. International transfers
We may process data in countries other than yours. Where required, we use appropriate safeguards such as standard contractual clauses.
10. Changes
We'll post any changes here and update the date above. Material changes will be communicated to account holders.
11. Contact
Questions? Email privacy@propertynow.app.