Privacy Policy
What we collect, why, who sees it and how to exercise your rights. Written to match how Propsena actually works, not a template.
In short
- We never sell personal information and never use your data for advertising.
- For tenants, owners and vendors, the property management company that invited you controls your data; we process it as their service provider.
- Data is hosted in the United States and encrypted at rest and in transit.
- AI features send only the context a task needs, require confirmation before acting, and never train models on your data.
- You can switch analytics off, unsubscribe, text STOP, disconnect integrations, or email us to exercise any right.
Who we are and what this policy covers
Propsena, Inc. (“Propsena”, “we”, “us”) provides an AI-native operating system for property management companies. This policy explains how we handle personal information on propsena.com, in the Propsena application, in the owner, tenant and vendor portals, and in the emails, text messages and calls we send or place on our customers’ behalf (together, the “Services”).
We act in two different roles, and your rights differ depending on which one applies:
- Propsena as the business responsible for the data. For website visitors, people who request a demo, and the staff accounts of our customers, we decide how and why personal information is used. This policy applies in full.
- Propsena as a service provider. Property management companies (our “Customers”) upload and generate information about tenants, owners, applicants, vendors and properties (“Customer Data”). We process Customer Data only on the Customer’s instructions and under our contract with them. If you are a tenant, owner or vendor, the property management company that invited you is responsible for that data, and its privacy notice governs. We will help it respond to your requests.
Information we collect
Information you give us
- Demo and contact requests: your name, work email, company, portfolio size, phone number and anything you write in the message field.
- Account information: name, email address, role, organization, and the settings you choose. Sign-in is handled by our identity provider; we never see your password.
- Billing information: plan, invoices and payment status. Card details are entered directly with Stripe, our payment processor. We do not store full card numbers.
- Content you create in the Services: messages, notes, documents, photos, inspection reports, tasks and everything else your team enters.
- Support conversations: what you tell us by email, phone or chat.
Customer Data we process for our Customers
Depending on how a Customer uses Propsena this may include contact details, lease terms, rent and payment records, maintenance requests, screening decisions recorded by the Customer, inspection photos, communications history and signed documents. Customers may choose to store highly sensitive fields such as Social Security numbers or tax IDs; those fields are encrypted at the field level with AES-256-GCM and are masked in the interface.
Information collected automatically
- Server logs: IP address, browser and device type, pages requested, timestamps and error details. Error reports are sent to our own self-hosted monitoring with personal data scrubbed before they leave the server.
- Usage analytics: page views and product events, collected through PostHog. See Cookies and analytics for how to switch this off.
- Cookies and similar technologies: described in the cookies section below.
Information from services you connect
A Customer may connect Gmail, Google Drive, OpenPhone, QuickBooks, DocuSign, Stripe (your connected account), Zillow. Data flows only after an administrator authorizes the connection, only for the purpose of the feature, and the access tokens are stored encrypted. Connections can be revoked at any time from Settings, and we stop reading from that service immediately.
How we use information
- To provide, operate, secure and support the Services and to run the automations a Customer configures.
- To power AI features, as described in the next section.
- To bill Customers, send receipts and manage subscriptions.
- To send transactional messages (work-order updates, rent reminders, receipts, sign-in notices) and, for people who asked to hear from us, product news you can opt out of at any time.
- To detect abuse, enforce rate limits, verify webhooks and investigate security events.
- To understand how the product is used and to improve it, using aggregated analytics.
- To comply with law, respond to lawful requests and enforce our agreements.
We do not sell personal information, we do not use Customer Data for advertising, and we do not build profiles about tenants or owners for our own purposes.
AI features
Propsena includes an AI assistant and AI-driven workflows (triage of maintenance requests, drafting, summaries, anomaly detection, lease-expiry automation and Fair Housing screening). These run on Google’s Gemini API. Here is exactly what that means for your data:
- We send the model only the context a feature needs (for example, the text of a request and the related record), scoped to the Customer’s own organization.
- Any AI action that would send a message, move money or change a record requires a person to confirm it first, and every action writes an entry to the immutable audit log.
- Every outbound tenant email or text message, whether written by a person or by the AI, is screened for Fair Housing compliance before it is sent, and the assessment is recorded so it can be reviewed later.
- We do not train our own models on Customer Data. We use Google’s paid API under terms that do not permit Google to use prompts or responses to train its models.
Text messaging
Property management companies use Propsena to text their tenants, owners and vendors. If you receive text messages through Propsena:
- Messages are sent because you gave the property management company your mobile number and agreed to receive messages about your tenancy, property or work (rent reminders, maintenance updates, appointment confirmations, account notices).
- Message frequency varies with your account activity. Message and data rates may apply.
- Reply STOP at any time to stop receiving messages from that sender, and HELP for help. You can also contact the property management company directly.
- Mobile phone numbers and opt-in information are never shared with third parties or affiliates for marketing or promotional purposes. They are used only to deliver the messages described above, through our messaging providers.
Google user data
When a Customer connects Gmail or Google Drive, Propsena reads and writes only the data needed for the feature: syncing email conversations into the unified communications timeline, sending messages from the connected mailbox, and storing or retrieving files the Customer chooses. We do not use Google user data for advertising, we do not sell it, and no person at Propsena reads it except with the Customer’s explicit permission, for security or abuse investigation, or where the law requires it.
Propsena’s use and transfer to any other app of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements.
How long we keep information
- Customer accounts and Customer Data: for the life of the subscription. After it ends, the Customer can export its data for 30 days, and we delete it from production systems within 90 days. Backup copies age out in the ordinary rotation of our encrypted backups.
- Financial and audit records: for as long as the law, tax rules or the Customer’s own obligations require, even after other data is deleted.
- Demo requests and leads: up to 24 months after our last contact, or until you ask us to delete them.
- Server and security logs: for the limited period needed to keep the Services secure and to investigate incidents.
How we protect information
Tenant isolation is enforced by the database itself (row-level security on every organization table), sensitive fields are encrypted with AES-256-GCM, all traffic is encrypted in transit, access is limited by role, every change is written to an immutable audit log, and backups are encrypted and restore-tested every week. Our security policy describes each control and how to report a vulnerability. No system is perfectly secure; if we learn of a breach affecting your information we will notify you without undue delay.
Your privacy choices
- Marketing email: use the unsubscribe link in any marketing message or email us. Transactional messages about your account continue while you have one.
- Analytics: use the switch in the cookies section above, or send a Do Not Track signal.
- Text messages: reply STOP to any message.
- Connected services: disconnect Gmail, Google Drive, QuickBooks, OpenPhone, DocuSign, Stripe or Zillow at any time from Settings.
- Account deletion: a Customer administrator can ask us to close the organization and delete its data by emailing info@propsena.com.
Your rights
Wherever you live, you can ask us to access the personal information we hold about you, correct it, delete it, give you a portable copy, or stop a particular use of it. Email info@propsena.com from the address on your account, or write to us at the postal address below. We will verify the request, respond within the time the applicable law allows (usually 45 days), and never treat you differently for exercising a right.
If your request concerns Customer Data held for a property management company, we will forward it to that company and support its response, because it decides how that data is used.
California and other US state notices
This section supplements the rest of the policy for residents of California and of other states with comprehensive privacy laws (including Colorado, Connecticut, Virginia, Utah, Texas and Oregon).
Categories of personal information
In the last twelve months we have collected the following categories, from the sources and for the purposes described earlier in this policy: identifiers (name, email, phone, IP address, account IDs); customer records (billing and contact details); commercial information (plan, invoices, payment status); internet and usage activity (pages viewed, product events, device and browser information); professional information (company and role); and, only as a service provider for our Customers, the categories of Customer Data they choose to store, which may include sensitive personal information such as Social Security numbers. We do not use sensitive personal information to infer characteristics about anyone.
Your rights
- To know what personal information we collect, use and disclose, and to access it.
- To correct inaccurate information and to delete information, subject to legal exceptions.
- To opt out of the sale or sharing of personal information and to limit the use of sensitive personal information. We do not sell or share personal information and do not use sensitive personal information beyond what the law permits, so there is nothing to opt out of.
- Not to be discriminated against for exercising these rights.
- To appeal a decision we make about your request by replying to our response.
You may use an authorized agent to make a request; we will ask for proof of the agent’s authority and may verify your identity directly. California’s “Shine the Light” law lets residents ask about disclosures to third parties for their own direct marketing; we make no such disclosures.
Children
The Services are for businesses and the adults they work with. They are not directed to children under 13, and we do not knowingly collect personal information from them. If you believe a child has provided us information, contact us and we will delete it.
Where information is processed
Propsena is operated from the United States and the Services are hosted in Google Cloud data centers in the United States. If you use the Services from outside the United States, your information is transferred to and processed in the United States, where privacy laws may differ from those of your country.
If you are in the European Economic Area, the United Kingdom or Switzerland, our legal bases for processing are: performing our contract with you or your organization, our legitimate interests in operating and securing the Services, your consent where we ask for it, and compliance with legal obligations. You may also lodge a complaint with your local supervisory authority.
Changes to this policy
When we change this policy we update the date at the top. If a change materially reduces your rights or expands how we use personal information, we will notify account owners by email or in the application before it takes effect. Continued use of the Services after the effective date means you accept the updated policy.
How to contact us
Questions, requests and complaints about privacy go to:
30 N Gould St, Ste R
Sheridan, WY 82801, USA