Privacy Policy

For account holders, PropertyPal decides how account information is used. For guest information that a host collects or manages through PropertyPal, such as bookings and messages, we process that information on the host’s behalf to provide the service. In that case the host is also responsible for how they use guest information, and some requests may be referred to the host. [CONTROLLER / PROCESSOR ROLES — CONFIRM]

Account information. Name, email address, phone number, role, profile image and organization details such as name, logo and public page address. If you sign up with a password, we store only a one-way hash of it. If you use Google sign-in, we receive your name, email address and profile image from Google.

Property information. Address, city, state, postal code and map coordinates, description, amenities, photos, rates, fees, house rules, check-in times, Wi-Fi name and password, and lock-code method. Exact address and coordinates are not shown on public listing pages.

Guest and booking information. When a guest books, requests to book or sends an inquiry, we collect their name, email address, phone number, stay dates, number of guests, message and booking amounts. Hosts can add notes, ratings and verification status about guests, and can import bookings from other sites or spreadsheets.

Leads. Hosts can send inquiry leads into PropertyPal from listing sites through our API. These can include the lead’s name, email address, phone number, message and the original email subject and body.

Messages. Messages between hosts and guests, including the guest portal and messages we email to guests on the host’s behalf.

Reviews. The reviewer’s name, rating and comment. Published reviews are shown publicly on the listing page.

Payment information. Card details are entered on Stripe’s checkout page and are collected and stored by Stripe, not by PropertyPal. We store Stripe reference numbers, payment amounts and status, and whether a host’s Stripe account can accept payments and receive payouts.

Financial and operations records. Income, expenses, expense approvals, owner payouts, reported payouts, reconciliation results and flags, imported reservation records, tasks and checklists.

Calendar feeds. The iCal calendar addresses a host adds from other booking sites, the dates imported from them, and a secret token for each property’s export calendar.

Integration credentials. If a host connects a property management system such as Hostaway, we store the credentials in encrypted form so we can import data on the host’s behalf.

AI records. When an AI agent runs, we keep a transcript of each step, including the data the agent looked up, so the host can audit it. We also keep the drafts it produces and whether they were approved, rejected or sent.

API keys. If you create API keys, we store a one-way hash of each key, its last four characters, its label, permissions and when it was last used.

Technical information. To limit abuse of public features such as inquiries, booking, the listing assistant, invitation acceptance and guest account claims, we record your IP address with a request count in our database and delete it automatically, typically within 2 days (see section 7). Our hosting provider also keeps request logs. We use a sign-in cookie to keep you logged in for up to 30 days. We do not currently use advertising or analytics cookies.

• To provide PropertyPal: listings, quotes, bookings, payments, calendars, messages, tasks and statements.
• To send transactional emails, including emails and automated messages that hosts configure.
• To produce AI drafts and assistant answers, as described below.
• To bill subscriptions and route booking payments and payouts.
• To secure the service, prevent fraud and abuse, and enforce our Terms.
• To provide support, fix problems and improve the service.
• To comply with legal obligations.

When a host runs the Finance Agent or uses “Draft with AI” in the inbox, PropertyPal sends the relevant booking, payout, reconciliation and property data, and guest message threads, to Anthropic’s API so the model can write a draft. A person must approve or send the draft before it goes to anyone.

The in-app assistant and the public listing assistant send chat messages to a model gateway operated by [CTRL-A GATEWAY OPERATOR], which routes them to third-party model providers. For signed-in users, the message includes context about the page being viewed, which can contain booking or financial details shown on that page. The public listing assistant receives only the listing’s public details and what the visitor types.

We do not use your information to train our own AI models. Each provider’s handling of the data is governed by its terms with us. [AI PROVIDER RETENTION / TRAINING TERMS — CONFIRM]

• Between hosts and guests. A guest’s booking details and messages are shared with the host of the property. Owners can see statements, payouts and reconciliation results for their properties. Staff see the tasks and bookings assigned to them.
• Publicly. Listing details, photos, the host’s public page and published reviews are public.
• Other booking sites. A property’s export calendar shares booked and blocked dates, labelled only as reserved or unavailable, with any site the host gives the calendar address to.
• Service providers. The subprocessors listed below process information for us.
• Legal and safety. When required by law or to protect rights, safety and security.
• Business transfers. As part of a merger, acquisition or sale of assets, subject to this policy.

We do not sell personal information and do not share it for cross-context behavioral advertising. [CONFIRM]

Booking sites such as Airbnb, Vrbo and Booking.com are not our subprocessors. If a host connects their calendars, PropertyPal fetches dates from those sites and those sites fetch the host’s export calendar.

We keep account, property, booking, financial and message records for as long as the account is active and as needed for the purposes above, including tax, accounting and dispute needs. Apart from the abuse-prevention records described next, PropertyPal does not yet delete records automatically on a schedule. IP addresses used for abuse prevention are deleted automatically, typically within 2 days and never more than 49 hours after they are recorded. Our hosting provider's request logs follow its own retention. [RETENTION PERIODS BY CATEGORY]

• Passwords are stored as bcrypt hashes. API keys are stored as SHA-256 hashes.
• Property management system credentials are encrypted with AES-256-GCM.
• Connections to PropertyPal and to our database use TLS encryption in transit.
• Each organization’s data is kept separate, and the application checks access before returning it.
• Card details are handled by Stripe and never reach our servers.

No system is perfectly secure, and we cannot guarantee the security of information.

You can view and update most of your account and property information in the app. To request a copy of your information, correction or deletion, email [CONTACT EMAIL]. PropertyPal does not yet offer self-serve account deletion, so these requests are handled by email. We will verify your identity before acting and respond within [RESPONSE PERIOD]. Some information may be kept where the law requires it, such as payment and tax records. If your information was added by a host, for example as a guest, we may ask the host to handle the request.

Depending on where you live, including California, you may have the right to know what personal information we collect and how we use it, to access, correct and delete it, to opt out of sale or sharing, to limit use of sensitive information, and to not be discriminated against for exercising these rights. You can use an authorized agent. Email [CONTACT EMAIL] to exercise these rights. [CCPA / STATE-LAW APPLICABILITY AND DISCLOSURES]

PropertyPal is operated from the United States, and information is processed there. If data protection laws such as the GDPR or UK GDPR apply to you, you may have rights to access, correct, delete, restrict or object to processing, to data portability, and to complain to your local regulator. Our legal bases include performing our contract with you, our legitimate interests in running a secure service, and compliance with law. [GDPR REPRESENTATIVE / TRANSFER MECHANISM]

PropertyPal is not directed to children under [MINIMUM AGE], and we do not knowingly collect their personal information. If you believe a child has given us information, contact [CONTACT EMAIL].

We may update this policy. If a change is material, we will notify account holders by email or in the product before it takes effect. The date at the top of this page shows when it was last updated.

[COMPANY LEGAL NAME], [MAILING ADDRESS]. Email: [CONTACT EMAIL].