Privacy Policy

Property Management Network (the Service) is operated by Property Management Network (we, us, or our). This Privacy Policy describes how we handle personal data when you (the account holder, referred to as you or the Customer—typically a landlord or property manager) use the Service, and how we handle personal data relating to a Tenant, meaning an end user whose data the Customer manages within the Service.

We act in two distinct roles. We are the controller of the account and profile data that relates to your use of the Service. We are a processor of the property, unit, Tenant, lease, and financial records that the Customer enters, because the Customer determines the purposes and means of that processing. Our processing of that data on the Customer’s behalf is governed by our Data Processing Addendum.

We collect the following categories of information:

• Account and profile data—such as your name, email address, password credentials, organization details, and preferences.
• Portfolio data you enter—property, unit, Tenant, lease, rent, maintenance, and expense records that the Customer creates or uploads to the Service.
• Payment metadata—billing information processed through Stripe. Stripe handles card details directly; we never receive or store full card numbers.
• Usage and device or log data—such as IP address, browser type, device information, pages accessed, and timestamps generated when you use the Service.
• Cookies and similar technologies—as described in our Cookie Policy.

We use personal data to:

• Provide, operate, maintain, and improve the Service;
• Process billing, subscriptions, and payments through Stripe;
• Protect the Service through security monitoring and fraud prevention;
• Respond to support requests and communicate with you about your account;
• Generate optional AI insights when you choose to use AI features (described below); and
• Comply with legal obligations and enforce our agreements.

Where the General Data Protection Regulation (GDPR) applies, we rely on the following legal bases:

• Performance of a contract—to provide the Service you have signed up for and to administer your account and billing.
• Legitimate interests—to secure, maintain, and improve the Service and to prevent fraud and abuse, provided such interests are not overridden by your rights.
• Consent—where you have given it, for example when you choose to use optional features such as AI insights or optional sign-in providers.
• Legal obligation—to comply with applicable laws, including the retention of certain financial records.

When you choose to use AI features, the relevant portfolio data is sent to OpenAI on a per-request basis in order to generate the requested insight. That data is not used to train models. AI features are optional: if you do not use them, no portfolio data is transmitted to OpenAI. See our sub-processors page for further detail.

We share personal data only in the limited circumstances described below.

• Service providers and sub-processors—we engage trusted vendors to host, operate, and support the Service. Our current sub-processors include DigitalOcean, LLC, Stripe, Inc., SMTP2GO (SMTP2GO Ltd.), OpenAI, L.L.C., Cloudflare, Inc., Google LLC. The full, current list is maintained on our sub-processors page.
• Legal and safety—where required to comply with law, respond to lawful requests, or protect the rights, property, or safety of any person.
• Business transfers—in connection with a merger, acquisition, financing, or sale of assets, subject to this policy.

We do not sell or rent personal data.

Personal data may be processed in countries other than the one in which it was collected, including the United States. Where we transfer personal data across borders, we rely on appropriate safeguards such as the Standard Contractual Clauses approved by the European Commission, together with supplementary measures where required.

We retain personal data for as long as your account remains active. Following account deletion, we delete or anonymize personal data within 30 days, except where a longer retention period is required by law or for legitimate business purposes such as the retention of financial and tax records.

We protect personal data using encryption in transit and at rest, and we enforce access isolation at the application layer: every request is authenticated and scoped to the relevant account, so that one account cannot access another account’s records. Uploaded files are stored privately and served only through authenticated, per-account access. We also employ authentication controls and automated bot protection on our sign-in forms. No method of transmission or storage is 100% secure, and we cannot guarantee absolute security.

Depending on where you live, you may have the following rights in relation to your personal data.

Rights under the GDPR. If you are in the European Economic Area or the United Kingdom, you may request:

• Access to your personal data;
• Rectification of inaccurate or incomplete data;
• Erasure of your data;
• Restriction of processing;
• Portability of the data you have provided;
• To object to certain processing;
• To withdraw consent where processing is based on consent; and
• To lodge a complaint with a supervisory authority.

Rights under California law (CCPA and CPRA). If you are a California resident, you may request to know, delete, and correct the personal information we hold about you, and to opt out of any sale or sharing of personal information. We do not sell or share personal information for cross-context behavioral advertising.

To exercise any of these rights, contact us at privacy@propertymanagement.network. We will respond within the timeframe required by applicable law and may need to verify your identity before acting on your request. For further detail on data rights, see our GDPR and Data Rights page.

If you are a Tenant, your landlord or property manager (the Customer) is the controller of the data held about you within the Service, and we act as a processor on their behalf. Please direct requests to access, correct, or delete your data to the Customer who manages your tenancy. We will assist that Customer in responding, as set out in our Data Processing Addendum.

The Service is not directed to children, and we do not knowingly collect personal data from children. If you believe a child has provided us with personal data, please contact us so that we can delete it.

We may update this Privacy Policy from time to time. When we make material changes, we will update the date shown above and, where appropriate, provide additional notice. Your continued use of the Service after an update constitutes acceptance of the revised policy.

If you have questions about this policy or wish to exercise your privacy rights, contact us at privacy@propertymanagement.network.

Property Management Network

For data-protection matters specifically, you may also contact our data protection team at dpo@propertymanagement.network.