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PropertyPro Florida

DRAFT DOCUMENT — This document is a placeholder and will be reviewed by legal counsel before launch. It does not constitute legal advice.

Privacy Policy

Effective Date: February 14, 2026

DRAFT — This document is a placeholder and will be reviewed by legal counsel before launch.

1. Introduction

PropertyPro Florida ("PropertyPro," "we," "us," or "our") is committed to protecting the privacy of our users. This Privacy Policy describes how we collect, use, store, and disclose personal information when you use our compliance management and community administration platform.

This policy applies to all users of PropertyPro, including community association managers, board members, property managers, unit owners, and residents.

2. Information We Collect

2.1 Information You Provide

We collect the following personal information that you provide directly to us:

  • Account information: Full name, email address, phone number, and password.
  • Unit/property information: Unit number, property address, and community association membership details.
  • Profile information: Role within the community association (e.g., owner, board member, property manager).
  • Uploaded documents: Association documents, meeting minutes, budgets, financial reports, and other files uploaded to the platform.
  • Communications: Messages, announcements, and other content you create or share through the platform.

2.2 Information Collected Automatically

When you use PropertyPro, we automatically collect:

  • Usage data: Pages visited, features used, and interaction patterns within the platform.
  • Device information: Browser type, operating system, and device identifiers.
  • Log data: IP address, access times, and referring URLs.
  • Cookies: We use essential cookies for authentication and session management. We do not use third-party tracking or advertising cookies.

3. How We Use Your Information

We use the information we collect for the following purposes:

  • Platform operation: To provide, maintain, and improve the PropertyPro platform and its features.
  • Compliance tracking: To help community associations track statutory compliance deadlines and requirements under Florida Statutes §718 and §720.
  • Email notifications: To send you account-related notifications, compliance alerts, meeting notices, and other communications you have opted into.
  • Authentication and security: To verify your identity, protect your account, and maintain the security of the platform.
  • Customer support: To respond to your inquiries, troubleshoot issues, and provide technical assistance.
  • Analytics: To understand how users interact with the platform and improve our services (using aggregated, de-identified data only).

4. Data Sharing and Disclosure

4.1 We Do Not Sell Your Data

PropertyPro does not sell, rent, or trade your personal information to third parties. We will never monetize your personal data or the data of community residents.

4.2 Community Association Access

Your community association's authorized administrators (board members, property managers, CAMs) may access information related to your membership, unit, and participation within the community portal. This access is governed by the association's own policies and applicable Florida law.

4.3 Service Providers

We share limited information with the following third-party service providers who assist us in operating the platform:

  • Supabase — Database hosting and data storage. Supabase acts as a data processor on our behalf and stores data in secure, SOC 2 Type II compliant data centers. Learn more at supabase.com/privacy.
  • Stripe — Payment processing for subscription billing. Stripe handles payment card data directly and is PCI DSS Level 1 compliant. We do not store your full credit card number on our servers.
  • Resend — Transactional email delivery for notifications, invitations, and compliance alerts.
  • Sentry — Error monitoring and application performance tracking. Sentry may receive anonymized technical data to help us identify and fix software issues.
  • Vercel — Web application hosting and content delivery.

4.4 Legal Requirements

We may disclose your information if required to do so by law, court order, or governmental regulation, or if we believe in good faith that disclosure is necessary to protect our rights, your safety, or the safety of others.

5. Data Retention

5.1 Active Accounts

We retain your personal information for as long as your account is active and as needed to provide you with our services. Community association documents may be retained for the duration required by Florida statutory recordkeeping requirements.

5.2 Account Deletion

You may request deletion of your personal data at any time by contacting us at privacy@propertyprofl.com. Upon receiving a verified deletion request:

  • We will delete or de-identify your personal information within thirty (30) calendar days.
  • Certain data may be retained if required by law, including compliance audit logs that Florida law requires associations to maintain.
  • Uploaded community documents are the property of the community association. Deletion requests for community documents must come from an authorized association representative.

5.3 Cancelled Accounts

When a subscription is cancelled, account data is retained for thirty (30) calendar days to allow for reactivation. After this period, data is permanently deleted from our active systems and backups.

6. Data Security

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

  • Encryption of data in transit using TLS 1.2 or higher.
  • Encryption of data at rest in our database.
  • Role-based access controls ensuring users only access data within their own community.
  • Multi-tenant data isolation at the database level, preventing cross-community data access.
  • Regular security audits and vulnerability assessments.

While we strive to protect your information, no method of electronic transmission or storage is completely secure. We cannot guarantee absolute security.

7. Your Rights

7.1 Access and Portability

You have the right to request a copy of your personal information in a structured, commonly used, and machine-readable format. Contact us at privacy@propertyprofl.com to submit an access request.

7.2 Correction

You may update or correct your personal information at any time through your account settings or by contacting us.

7.3 Deletion

You may request deletion of your personal information as described in Section 5.2.

7.4 Communication Preferences

You may manage your email notification preferences through the notification settings in your account. You may opt out of non-essential communications at any time. Certain account-related and security notifications cannot be opted out of.

8. Florida Privacy Law Compliance

PropertyPro complies with applicable Florida privacy laws, including:

  • Florida Information Protection Act (FIPA): We maintain reasonable security measures to protect personal information and will provide timely notification in the event of a data breach as required by Florida Statute §501.171.
  • Florida Condominium Act (§718) and HOA Act (§720): We support associations in meeting their statutory obligations for document accessibility and recordkeeping, while respecting the privacy rights of individual unit owners and residents.
  • Florida Digital Bill of Rights (SB 262): For qualifying users, we honor data access, deletion, and opt-out rights as required by applicable Florida law.

9. Children's Privacy

PropertyPro is not directed at children under the age of 18. We do not knowingly collect personal information from children. If we become aware that we have collected personal information from a child under 18, we will take steps to delete that information promptly.

10. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of material changes by posting the updated policy on this page and updating the "Effective Date" above. If we make significant changes to how we handle your personal information, we will also notify you via email.

11. Contact Information

If you have questions about this Privacy Policy, wish to exercise your privacy rights, or need to submit a data request, please contact us at:

  • Email: privacy@propertyprofl.com
  • Address: PropertyPro Florida, West Palm Beach, FL

For data deletion or access requests, please include your full name, email address associated with your account, and a description of your request.

Last updated: February 14, 2026