PropEase Privacy Policy

1. Scope

This Privacy Policy applies to information processed through:

• PropEase websites
• PropEase iOS applications
• PropEase Android applications
• Customer accounts
• Employee and contractor accounts
• Resident and tenant accounts
• Customer support
• Sales inquiries
• Property-management functionality
• Mobile features
• Integrations and connected services

PropEase is primarily a business-to-business platform.

In many situations, a property owner, property manager, employer, association, or other customer determines what information is entered into PropEase and why it is processed.

In those situations, the customer generally controls the information and PropEase processes it to provide the Services.

2. Information We May Collect

Account Information

We may process:

• Name
• Email address
• Telephone number
• Business name
• Job title
• Account credentials
• Authentication information
• Account preferences
• Roles and permissions

If you sign in with Google or with Apple, we receive from that provider your name and email address. With Apple, the email address may be a private relay address issued by Apple instead of your own.

Property Information

We may process:

• Property addresses
• Unit information
• Building information
• Management information
• Occupancy information
• Property records
• Inspection information
• Maintenance records
• Equipment records
• Asset information

Resident and Tenant Information

Customers may process information including:

• Names
• Contact information
• Property or unit associations
• Lease-related information
• Occupancy information
• Maintenance requests
• Communications
• Signatures
• Photos
• Documents
• Payment-related records
• Emergency-contact information
• Other information selected by the customer

Employee and Contractor Information

Customers may use PropEase to process:

• Employee or contractor names
• Roles
• Properties assigned
• Work assignments
• Shift schedules
• Clock-in and clock-out records
• Attendance information
• Work-order activity
• Inspection activity
• Photos documenting completed work
• Incident information
• Location information where the location feature is enabled

Location Information

PropEase may collect precise or approximate device location when location-dependent functionality is used.

For staff accounts, location may be used to support functions such as:

• Verifying presence at an assigned property
• Recording an on-duty shift
• Documenting work activity
• Supporting work assignments
• Confirming arrival or completion of location-dependent work
• Displaying on-duty personnel to authorized management users

During an active shift, PropEase collects location while the app is minimized or the screen is off. This is how the feature works: a worker who clocks in and puts the phone away is still on shift.

While this is happening, the app posts a notification saying that location is being shared with the company. On Android 13 and later the phone lets a person swipe that notification away; if they do, collection still continues until they clock out.

Collection starts when the worker clocks in and stops when the worker clocks out. PropEase does not collect staff location outside an open shift.

PropEase does not use precise employee location for third-party advertising.

Users can manage device location permissions through the operating system.

Disabling location may prevent location-dependent features from functioning.

As the PropEase mobile application works today, staff location is recorded only while the staff member has an open shift, and only if the organization has turned the feature on and has also enabled it for that individual staff member. The application requests the device location permission for use while the app is in use and does not request the “Always” permission. On Android, a persistent notification is displayed while location is being recorded. Recording stops when the staff member clocks out.

Vehicles, Parking, and Visitors

Where enabled, we may process:

• Vehicle make or model
• Vehicle color
• Vehicle type
• License plate
• Vehicle photographs
• Parking assignments
• Parking passes
• Visitor names
• Visit information
• Access records

Photos, Camera, and Files

Users may upload or create:

• Maintenance photos
• Inspection photos
• Work-completion photos
• Incident documentation
• Lease documents
• Invoices
• Videos
• Property records
• Other files

If camera access is requested, the application should request permission before using the camera.

Payment Information

Payment providers may process:

• Bank information
• Payment cards
• ACH information
• Transaction identifiers
• Payment amounts
• Payment status
• Billing information

PropEase may receive limited transaction information.

PropEase may not directly store full payment credentials where those credentials are processed by a payment provider.

Screening Information

If a customer enables screening services, information needed to request a report may be sent to an independent screening provider.

Customers are responsible for having the required authorization and lawful purpose.

Communications

We may process:

• In-app messages
• Support communications
• Email notifications
• SMS notifications
• Push notifications
• Messages associated with property activity

Device and Technical Information

We may collect:

• IP address
• Device type
• Operating system
• Browser type
• App version
• Push-notification identifiers
• Session information
• Login records
• Error logs
• Diagnostics
• Security events
• Approximate location inferred from an IP address

Usage Information

We may collect information concerning:

• Features used
• Actions performed
• Activity timestamps
• Performance
• Errors
• Account activity
• Security activity

3. How Information Is Collected

Information may be collected:

• Directly from the user
• From the user's employer
• From a property manager
• From a customer organization
• From residents or tenants
• From the user's device
• From authorized integrations
• From payment providers
• From screening providers
• From service providers
• Through cookies and similar technologies

4. Mobile Permissions

The PropEase mobile application may request device permissions only when required for applicable functionality.

Depending on the features used, these permissions may include:

• Location
• Camera
• Photos or media
• Notifications
• Biometric authentication where supported

PropEase should provide an explanation before or at the time a sensitive permission is requested.

Operating-system permission settings remain under the user's control.

5. Employee Location Disclosure

Where an employer has enabled employee location functionality, PropEase may display a prominent disclosure before requesting device permission.

The disclosure will explain:

• That location information will be collected
• Why it is being collected
• Whether location may be collected in the background
• Which work feature uses the information
• That authorized personnel at the user's organization may access relevant location information
• How the user can control device permission

Customers are separately responsible for providing employment notices and obtaining employer-specific consent where required.

6. How We Use Information

We may use information to:

• Provide PropEase
• Authenticate users
• Manage accounts
• Operate property-management functionality
• Manage portfolios
• Coordinate work
• Process maintenance requests
• Conduct inspections
• Manage make-ready workflows
• Support staff scheduling
• Record attendance
• Support authorized location-dependent work
• Manage parking and visitor access
• Maintain property records
• Facilitate payments
• Connect customers with third-party screening services
• Provide communications and notifications
• Generate reports
• Provide customer support
• Maintain security
• Prevent fraud
• Troubleshoot problems
• Detect unauthorized activity
• Improve performance
• Develop features
• Comply with legal obligations
• Enforce agreements
• Protect users and customers

7. Artificial Intelligence

PropEase may use artificial intelligence or automated technologies to organize, classify, summarize, search, retrieve, recommend, or otherwise assist users with information.

Information entered into an AI-enabled feature may be processed as reasonably necessary to provide that feature.

PropEase does not intend AI features to independently make legally significant housing, employment, credit, or financial decisions unless such functionality is specifically implemented and disclosed.

8. Customer-Controlled Information

Customers may determine why certain personal information is collected and how it is used.

For example, an employer may determine whether employee location functionality is activated.

A property manager may determine which tenant records are maintained.

Requests concerning Customer Data should often be directed to the organization responsible for the account.

PropEase may assist customers with appropriate privacy requests.

9. How Information May Be Disclosed

Information may be disclosed to service providers that assist us with:

• Cloud hosting
• Authentication
• Data storage
• Mapping
• Payments
• Communications
• Security
• Customer support
• Screening
• Analytics
• Integrations
• Professional services

PropEase's current technology providers may include services such as Google Firebase, Stripe, Mapbox, Cloudflare, Render, and other vendors used to operate the Services.

These providers also include OneSignal, which delivers push notifications and receives the push-notification identifier of the device and the identifier of the user account, and Sentry, which provides error diagnostics and receives the error trace, the device model, the operating-system and application versions, and the numeric identifiers of the user and of the company. Diagnostic reports sent to Sentry are configured not to include names, email addresses, telephone numbers, or the contents of requests.

We may also disclose information:

• At the direction of a customer
• To an integration selected by a customer
• When legally required
• To protect rights or safety
• In connection with a merger, acquisition, financing, reorganization, or sale of assets, subject to applicable law

10. Location Information and Third Parties

Location information may be processed by infrastructure or mapping providers as necessary to provide location-enabled functionality.

PropEase does not sell precise employee location information.

PropEase does not use precise employee location for third-party behavioral advertising.

We require service providers handling information for us to process that information according to applicable contractual and legal obligations.

11. Sale, Sharing, and Targeted Advertising

PropEase does not sell personal information for money.

If future advertising, analytics, or data-sharing practices constitute a “sale,” “sharing,” or “targeted advertising” under applicable law, PropEase will provide legally required disclosures and opt-out mechanisms.

We do not use precise employee work location for third-party targeted advertising.

12. Retention

We retain information only as long as reasonably necessary for purposes such as:

• Providing the Services
• Maintaining customer accounts
• Supporting customer business records
• Fulfilling contracts
• Security
• Fraud prevention
• Dispute resolution
• Financial recordkeeping
• Legal compliance
• Backups

Customer Data may be retained according to the customer's requirements and applicable law.

When information is deleted, residual copies may remain temporarily in protected backups until the applicable backup is overwritten or expires.

13. Account Deletion

Users may request account deletion through the deletion functionality provided in the PropEase application or through:

https://propeaseapp.com/delete-account

If a user cannot access the applicable deletion process, the user may contact:

support@imcreatestudios.com

Deleting an account will result in deletion or de-identification of personal information associated solely with that account, except information we reasonably need to retain for legal, security, fraud-prevention, contractual, or recordkeeping purposes.

Records that belong to a business customer may remain with that customer's account.

For example, a work order completed by an employee may remain part of the property's maintenance history after the employee's login account is deleted.

14. Location Data After Account Deletion

Location records associated solely with a deleted account will be deleted or de-identified when appropriate unless retention is required for a legitimate and lawful business, security, contractual, dispute-resolution, or legal purpose.

Where an employer controls work records containing location information, the employer may have independent retention obligations.

15. Security

PropEase uses administrative, organizational, and technical measures intended to protect information.

These may include:

• Encryption in transit
• Access controls
• Authentication
• Role-based permissions
• Security monitoring
• Logging
• Backup protections
• Restricted administrative access

No internet-connected system can guarantee complete security.

16. Privacy Rights

Depending on your jurisdiction, you may have rights to:

• Access personal information
• Correct inaccurate information
• Delete qualifying information
• Receive certain information in portable form
• Opt out of certain data sales
• Opt out of targeted advertising
• Limit certain uses of sensitive information
• Appeal certain privacy decisions
• Receive equal service for exercising privacy rights

Applicable rights vary by jurisdiction and are subject to legal exceptions.

17. California Privacy Rights

California residents may have rights under the California Consumer Privacy Act as amended.

Depending on applicability, these may include rights to:

• Know
• Access
• Delete
• Correct
• Opt out of sale or sharing
• Limit certain uses of sensitive personal information
• Receive information about categories of data, sources, purposes, and recipients

PropEase does not sell personal information for monetary consideration.

Where required, we will recognize legally applicable opt-out preference signals such as Global Privacy Control.

18. Other U.S. State Privacy Rights

Residents of jurisdictions with applicable comprehensive privacy laws may have additional rights concerning access, correction, deletion, portability, targeted advertising, sale, profiling, or sensitive information.

PropEase will process qualifying requests in accordance with applicable law.

19. Exercising Privacy Rights

Privacy requests may be submitted to:

support@imcreatestudios.com

We may verify identity before completing a request.

If the information is controlled by a PropEase customer, we may direct the request to that organization or assist the organization in responding.

Authorized agents may submit requests where permitted by applicable law.

20. Children

PropEase is designed for professional property operations and is not directed to children under 13.

We do not knowingly operate PropEase for the purpose of collecting personal information directly from children under 13 without appropriate authorization.

21. International Processing

PropEase and its providers may process information in the United States and other countries.

Where legally required, appropriate international data-transfer mechanisms may be used.

22. Cookies and Similar Technologies

The PropEase website may use cookies, local storage, and similar technologies.

Details are provided in the PropEase Cookie Policy.

23. Apple App Store Privacy

Where PropEase is distributed through Apple's App Store, information collected through the iOS application will be disclosed through Apple's App Privacy information as required.

Our App Store privacy disclosures are intended to remain consistent with our actual data practices and this Privacy Policy.

Users can also manage certain permissions through Apple's privacy settings.

24. Google Play Data Safety

Where PropEase is distributed through Google Play, information collected through the Android application will be disclosed in Google Play's Data Safety section as required.

Our Data Safety disclosures are intended to remain consistent with our actual data practices and this Privacy Policy.

25. Changes

We may update this Privacy Policy when our Services, technologies, vendors, or legal obligations change.

We will update the Last Updated date.

Material changes may also be communicated through the application, website, email, or another appropriate method.

26. Contact

For privacy questions or requests:

• PropEase
• Operated by: iMCreate LLC
• Email: info@imcreatestudios.com
• Website: https://propeaseapp.com