Privacy Policy

Introduction

Veloz Property Manager ("we," "our," or "us") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our property management platform, including our website and mobile applications (collectively, the "Service").

By using the Service, you agree to the collection and use of information in accordance with this Privacy Policy. If you do not agree with our policies and practices, please do not use our Service.

Information We Collect

Personal Information

When you register for an account or use our Service, we may collect the following personal information:

• Contact Information: Name, email address, phone number, mailing address
• Account Credentials: Username and encrypted password
• Profile Information: Profile photo, business name (for service providers), company information
• Financial Information: Bank account details (for rent payments and provider payouts), payment card information (processed securely by Stripe)
• Identification: Government-issued ID, license numbers (for service provider verification)

Property and Rental Information

• Property addresses and details
• Lease agreements and contracts
• Rental applications and the documents you attach to them
• Rent payment history
• Maintenance requests and issues
• Service provider job details and invoices

Communication Data

• Messages between property owners, tenants, and service providers
• Email correspondence
• SMS text messages (sent through Twilio)
• In-app notifications
• Customer support interactions
• Messages you send through our contact form: your name, email address, topic, number of rental units (if you give it), message and language, plus a keyed hash of your IP address used only to prevent abuse. We use them only to reply to you and delete them after they are handled, at the latest within 24 months.

Usage and Technical Information

• Device information (browser type, operating system, device ID)
• IP address and location data
• Log data (access times, pages viewed, actions taken)
• Cookies and similar tracking technologies

How We Use Your Information

We use the information we collect for the following purposes:

• Provide the Service: Facilitate property management, rent collection, maintenance requests, and provider matching
• Process Payments: Handle rent payments, service provider invoices, and platform fees
• Communications: Send notifications about payments, maintenance updates, job offers, and system alerts via email, SMS, and in-app notifications
• Verification: Verify the identity of service providers and validate business licenses
• Customer Support: Respond to inquiries, resolve disputes, and provide technical assistance
• Improve the Service: Analyze usage patterns, conduct research, and enhance platform features
• Security: Detect and prevent fraud, unauthorized access, and other illegal activities
• Legal Compliance: Comply with applicable laws, regulations, and legal processes
• Marketing: Send promotional offers and updates (you can opt out at any time)

How We Share Your Information

We do not sell your personal information. We may share your information in the following circumstances:

Within the Platform

• Property Owners and Tenants: Shared contact information for communication about the rental property. A tenant's name, email address and phone number are shared with a property owner when the tenant applies to or rents one of the owner's properties, or reports a maintenance issue there. A tenant's emergency contact is shared with the owner only once the tenant has accepted a lease
• Rental Applications: What you submit with an application, including attached documents, is shared with the owner of the property you apply to
• Service Providers: Property address, issue details, and the tenant's name, email address and phone number when assigned to maintenance jobs
• Job Offers: Limited information (zip code, issue category) shared with providers during job offer process

Service Providers (Subprocessors)

We share information with the following companies only to the extent needed for the purpose listed. Each is bound by its own terms and privacy commitments and may not use your information for any other purpose.

• Stripe: Payment processing, and identity verification of property owners and service providers for payouts
• Anthropic: AI assistance (see "Automated Features" below): triage of the text and photos of maintenance requests, drafting listing descriptions and interpreting rental searches. Anthropic does not use this data to train its models and retains it for zero days (it is processed and not stored)
• Google: Places search for local service providers, by service category and the property's city or ZIP code only
• Twilio: SMS text message delivery
• Resend: Email delivery services
• DigitalOcean: Hosting, database and file storage

Automated Features

Some features use AI to save you time: it suggests a category, priority and safety tips for maintenance requests, drafts listing text for property owners to edit, and interprets the words in a rental search. These are suggestions that the people using the Service can change or ignore. AI never makes decisions about tenant applications; those decisions are made by property owners, using criteria they set themselves. Matching maintenance requests with service providers is rule-based (service category, distance, ratings and response times), not AI. We never send names, email addresses, phone numbers or street addresses to AI providers.

Legal Requirements

We may disclose your information if required by law, court order, or governmental authority, or to protect our rights, property, or safety, or that of our users or the public.

Business Transfers

In the event of a merger, acquisition, or sale of assets, your information may be transferred to the acquiring entity. We will notify you via email and/or prominent notice on our Service of any such change.

Data Security

We implement industry-standard security measures to protect your information:

• Encryption: All data transmitted between your device and our servers is encrypted using SSL/TLS
• Secure Storage: Passwords are hashed using bcrypt; sensitive data is encrypted at rest
• Payment Security: We do not store payment card details; all transactions are processed securely by Stripe (PCI-DSS compliant)
• Access Controls: Limited employee access to personal information based on job requirements
• Regular Audits: Periodic security assessments and vulnerability testing

While we strive to protect your information, no method of transmission over the internet or electronic storage is 100% secure. We cannot guarantee absolute security.

Your Rights and Choices

Account Information

You can review and update your account information at any time by logging into your account and visiting the Settings page. To delete your account, email us at [email protected] from the email address on your account (see "Data Access and Deletion" below).

Notification Preferences

You can manage your notification preferences (email, SMS, in-app) in your account settings. Note that certain critical notifications (e.g., rent overdue, payment failures) may still be sent to ensure you receive important account information.

Marketing Communications

You can opt out of marketing emails by clicking the "unsubscribe" link in any marketing email or by updating your preferences in account settings.

Data Access and Deletion

You have the right to:

• Request a copy of your personal information
• Request correction of inaccurate information
• Request deletion of your account and personal information
• Object to or restrict certain types of data processing

To exercise these rights, email us at [email protected]. We may ask you to confirm the request from the email address on your account before we act on it.

Data Retention

We retain your personal information for as long as necessary to provide the Service, comply with legal obligations, resolve disputes, and enforce our agreements.

Account deletion: When you ask us to delete your account, we deactivate it and delete or anonymize your personal information within 90 days of your request. We keep, for as long as the law requires:

• Payment, lease, invoice and charge records, and the tax and accounting records based on them, linked to the anonymized account
• Stripe's own records of payments and connected accounts, which Stripe keeps under its own privacy policy
• Maintenance issues you reported or worked on, with their descriptions and photos, which are part of the property's maintenance records
• Reviews you wrote about service providers
• Documents a property owner uploaded to your rental application
• Messages and notifications already delivered to other users, which stay visible to them

The business name of a company account (a property management or service company) is kept, because it usually names the business rather than a person. If it is your own name, tell us and we will delete it too. For an individual account it is always deleted.

Rental application documents: You can remove the documents attached to your application at any time from the application page. We delete them automatically 90 days after the application is approved, rejected, withdrawn or expires.

Children's Privacy

Our Service is not intended for individuals under the age of 18. We do not knowingly collect personal information from children. If you believe we have inadvertently collected information from a child, please contact us immediately.

International Users

Veloz Property Manager is based in the United States. If you are accessing the Service from outside the United States, please be aware that your information will be transferred to, stored, and processed in the United States. By using the Service, you consent to this transfer.

Changes to This Privacy Policy

We may update this Privacy Policy from time to time. We will notify you of any changes by posting the new Privacy Policy on this page and updating the "Last Updated" date. For material changes, we will provide additional notice via email or prominent notice within the Service. Your continued use of the Service after such changes constitutes your acceptance of the updated Privacy Policy.