Privacy Policy

1. Who We Are

Leasekeepers ("we," "us," or "our") is a property management automation platform. This Privacy Policy explains how we collect, use, disclose, and protect information about you and your residents when you use our Service.

For questions about this policy, contact us at leasekeepers@polsia.app.

2. Information We Collect

2.1 Account & Property Manager Information

When you create an account or use the Service, we collect:

• Name and email address
• Company or business name
• Billing and payment information (processed by Stripe — we do not store card numbers)
• Login credentials (passwords are hashed; we never store plaintext passwords)
• Usage data (features accessed, actions taken, session metadata)

2.2 Property & Resident Data

To provide the Service, we store data you enter about your properties and residents:

Data Type	Examples	Purpose
Property data	Address, unit count, property settings	Powering notices, compliance tracking, and alerts
Resident info	Name, email, phone, unit number, lease dates	Generating notices, sending communications
Lease data	Start/end dates, rent amount, terms	Automation triggers, compliance reminders
Communications	Notice content, message logs, delivery status	Audit trail, document vault, follow-ups
Compliance records	Inspection dates, recertification deadlines	Tracking and reminder automation

2.3 Automatically Collected Information

When you use the Service, we automatically collect:

• IP address and browser type
• Pages viewed and features used
• Timestamps and session duration
• Device type and operating system

3. How We Use Your Data

We use the information we collect to:

• Provide the Service: Generate notices, send communications, track compliance, and run automations on your behalf
• Process payments: Manage subscriptions and billing
• Improve the Service: Analyze usage patterns to enhance features and fix bugs
• Send service communications: Billing receipts, system updates, and critical alerts
• Customer support: Respond to your inquiries and resolve issues
• Security: Detect and prevent fraud, abuse, and unauthorized access
• Legal compliance: Meet our own legal obligations

We do not sell your data or your residents' data to third parties. We do not use resident data for advertising.

4. Data Storage & Security

4.1 Where Data Is Stored

Your data is stored in the United States using Neon PostgreSQL (managed cloud database). Backups are maintained automatically.

4.2 Security Measures

We protect your data with:

• Encryption in transit (TLS/HTTPS for all connections)
• Encryption at rest for sensitive data
• Hashed passwords (bcrypt, never stored in plaintext)
• JWT-based authentication with session expiration
• Access controls limiting which personnel can access production data
• Regular security reviews

No system is 100% secure. If you believe your account has been compromised, contact us immediately at leasekeepers@polsia.app.

4.3 Retention

We retain your data for as long as your account is active or as needed to provide the Service. After account cancellation, we retain data for 90 days before deletion, unless a longer retention period is required by law.

5. Third-Party Services

We use the following third-party services. Each has their own privacy policy:

Service	Purpose	Data Shared
Stripe	Payment processing	Name, email, billing info
Render	Application hosting	All application data (hosted infrastructure)
Neon	Database hosting	All stored data
Postmark / SMTP	Transactional email delivery	Recipient email, message content
Weather APIs	Weather alert generation	Property zip codes
Anthropic Claude	AI-powered message categorization	Message content (for categorization only)
Meta Pixel	Marketing analytics (landing page only)	Anonymized page view events

6. Resident Data

You are the data controller for resident information you enter into Leasekeepers. This means:

• You are responsible for having a lawful basis to store and process resident data
• You are responsible for notifying residents about how their data is used, as required by applicable law
• Residents may have rights under applicable law (such as access, correction, or deletion). You are responsible for responding to such requests for data you control
• We act as your data processor for resident information and process it only on your instructions

7. Your Rights

As a Leasekeepers account holder, you have the right to:

• Access: Request a copy of the personal data we hold about you
• Correction: Update inaccurate information through your account settings or by contacting us
• Deletion: Request deletion of your account and associated data
• Portability: Request an export of your property and resident data in a machine-readable format
• Opt-out: Unsubscribe from marketing communications at any time (transactional emails are required for account function)

To exercise these rights, email leasekeepers@polsia.app. We will respond within 30 days.

8. Cookies

We use minimal cookies and local storage for:

• Session authentication (JWT stored in localStorage)
• Analytics visitor ID (anonymous, stored in localStorage)
• User preferences and settings

We do not use advertising cookies or cross-site tracking cookies in the application. The landing page uses a Meta Pixel for marketing analytics, which may set cookies.

9. Children's Privacy

Leasekeepers is a business tool intended for adults. We do not knowingly collect data from individuals under 18. If you believe we have inadvertently collected such information, contact us immediately.

10. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of material changes by email or through the Service. The "Last updated" date at the top reflects when changes were last made.

11. Contact

For privacy questions or to exercise your rights:

• Email: leasekeepers@polsia.app
• Website: tenantshield.polsia.app