Privacy Policy

PropMIS

Effective Date: May 5, 2026

1. Introduction

PropMIS ("PropMIS", "we", "us", or "our"), is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard information when you use our platform (the "Platform").

2. Information We Collect

Information you provide directly:

  • Account registration information (name, email address, phone number)
  • Organization and community details
  • Payment information (processed by our third-party payment processor; we do not store full card numbers)
  • User-generated content (documents, announcements, meeting notes, communications)
  • Contact and mailing address information

    • Information collected automatically:

  • IP address and approximate geographic location
  • Browser type, operating system, and device information
  • Pages visited, features used, and time spent on the Platform
  • Cookie and session identifiers
  • HTTP headers including Accept-Language

    • Information from third parties:

  • Authentication information from OAuth providers (e.g., GitHub) when you choose to sign in via these services
  • Payment and fraud-prevention signals from our payment processors

    • 3. How We Use Your Information

    We use the information we collect to:

  • Provide, operate, maintain, and improve the Platform
  • Process transactions and send related information, including confirmations and receipts
  • Send administrative communications, such as account updates and security alerts
  • Respond to your comments, questions, and requests
  • Monitor and analyze usage patterns and trends to improve the user experience
  • Detect, investigate, and prevent fraudulent transactions and other illegal activities
  • Comply with legal obligations, including financial reporting and tax requirements
  • Enforce our Terms and Conditions

    • 4. Legal Basis for Processing (GDPR)

    If you are located in the European Economic Area, we process your personal data on the following legal bases:

  • **Contract performance**: to provide the services you have requested
  • **Legitimate interests**: to improve our Platform, prevent fraud, and communicate about relevant services
  • **Legal obligation**: to comply with applicable laws and regulations
  • **Consent**: where you have explicitly consented, such as for marketing communications

    • 5. Information Sharing and Disclosure

    We do not sell your personal information. We may share your information with:

  • **Service providers** who perform services on our behalf (hosting, payment processing, email delivery, analytics) under strict data processing agreements
  • **Your organization** — members of your HOA or property management organization may have access to your profile information as determined by your organization's administrators
  • **Legal authorities** when required by law, regulation, court order, or to protect the rights, property, or safety of PropMIS, our users, or the public
  • **Business transfers** — in the event of a merger, acquisition, or sale of all or substantially all of our assets, your information may be transferred to the acquiring entity

    • 6. Data Retention

    We retain personal data for as long as necessary to provide the Platform services, comply with legal obligations, resolve disputes, and enforce agreements. When you close your account, we will delete or anonymize your personal data within 90 days, except where retention is required by law.

    7. Data Security

    We implement industry-standard technical and organizational measures to protect your personal information against unauthorized access, alteration, disclosure, or destruction. These measures include encryption in transit (TLS), encryption at rest, access controls, and regular security reviews. However, no method of transmission over the Internet or electronic storage is 100% secure.

    8. Cookies and Tracking Technologies

    We use cookies and similar tracking technologies to maintain sessions, remember preferences, and analyze Platform usage. You may control cookies through your browser settings, but disabling essential cookies may affect Platform functionality.

    For detailed information about the cookies we use, their purposes, and retention periods, please refer to our Cookie Policy at /legal/cookies. You can manage your cookie preferences at any time using the Cookie Preferences control available in the website footer.

    For information about your rights regarding the sale or sharing of personal information under California law, please see our Do Not Sell or Share My Personal Information page at /legal/do-not-sell.

    9. Third-Party Links and Services

    The Platform may contain links to third-party websites or integrate with third-party services. This Privacy Policy does not apply to those third parties. We encourage you to review the privacy policies of any third-party services you access.

    10. Children's Privacy

    The Platform is not directed to children under 13 years of age, and we do not knowingly collect personal information from children under 13. If we learn that we have collected personal information from a child under 13, we will delete that information promptly.

    11. Your Rights and Choices

    Depending on your location, you may have the right to:

  • Access, correct, or delete your personal information
  • Object to or restrict certain processing of your personal information
  • Data portability — receive a copy of your personal data in a structured, machine-readable format
  • Withdraw consent where processing is based on consent

    • To exercise these rights, please contact us at privacy@propmis.com. We will respond to verifiable requests within 30 days.

    12. California Privacy Rights (CCPA)

    California residents have additional rights under the California Consumer Privacy Act (CCPA), including the right to know what personal information we collect, the right to delete personal information, and the right to opt out of the sale of personal information. We do not sell personal information. To exercise your rights, contact us at privacy@propmis.com.

    13. International Data Transfers

    Your information may be transferred to and processed in countries other than your country of residence, including the United States. We ensure appropriate safeguards are in place for such transfers, including Standard Contractual Clauses where required.

    14. Changes to This Privacy Policy

    We may update this Privacy Policy from time to time. We will notify you of significant changes by updating the version date and, where feasible, by email. Your continued use of the Platform after any changes constitutes acceptance of the updated Privacy Policy.

    15. Contact Us

    If you have questions or concerns about this Privacy Policy or our privacy practices, please contact us at:

    PropMIS

    privacy@propmis.com

    Version: 2026-05-05