Legal
Privacy Policy
Last updated: August 26, 2026
Proppely, Inc. · Hollywood, FL
Proppely, Inc. (“Proppely,” “we,” “us,” or “our”) operates the Proppely property management platform (the “Service”). This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our Service. When you connect Gmail, we process Google user data as described in Google User Data (Gmail) below. By using the Service, you consent to the practices described in this policy. If you do not agree, please discontinue use of the Service.
1. Information We Collect
Account & Profile Information
When you create an account, we collect your name, email address, phone number, and business information (organization name, address, billing details). Property managers and brokers may also provide their Illinois real estate license number.
Property & Lease Data
We collect information about the properties you manage, including addresses, unit configurations, lease terms, rent amounts, and maintenance records. This data is entered by you or imported from third-party sources.
Tenant Information
As a property management platform, we process tenant personal information on your behalf, including names, contact details, rental application data, payment history, and maintenance communications. We act as a data processor for this information.
Financial Information
Payment transactions are processed by our third-party payment processors. We receive transaction metadata (amounts, dates, status) but never receive or store full card numbers, security codes, or full bank account numbers — those are entered directly into the processor's own hosted form, tokenized by them, and subject to their privacy practices.
Connected Email
When an eligible property-management user connects Gmail or another supported mailbox, we process messages and connection information needed to provide the unified inbox. Gmail-specific practices are described in Section 2.
Voice & Audio
When you tap the microphone in the Proppely mobile app to dictate, we capture audio from your microphone and convert it to text. Where iOS supports on-device speech recognition the audio never leaves your device and only the text is sent onward. Where it does not, the recording is sent to Apple’s speech recognition service, which transcribes it and returns the text; the app asks your permission before that happens, and you can type instead. We do not store audio recordings. The resulting text is handled exactly like a message you typed, including being sent to the AI providers named in Section 4.
Usage & Technical Data
We automatically collect log data, IP addresses, browser type, device identifiers, pages visited, and feature usage data. This helps us improve the platform and diagnose issues.
2. Google User Data (Gmail)
What We Access
Owners, managers, and agents may connect their own Gmail account from proppely.com/inbox. Tenants cannot connect Gmail. With the gmail.readonly and gmail.send scopes (along with openid and email for sign-in and account identity), Proppely lists and gets messages, including read-only access to the bodies and message-level information of messages we import, and can send email on your behalf through Gmail users.messages.send. We do not modify, label, trash, or permanently delete mail inside Gmail, do not sync drafts, and are not a Gmail add-on.
Why and How We Use It
We use Gmail data only to provide the unified property-manager inbox at proppely.com/inbox: displaying imported conversations alongside other property communications, helping you triage those conversations, and sending messages you choose to send as your connected Gmail user.
Storage and Security
We store copies of imported Gmail messages on our US-hosted servers so the Proppely inbox can work. Google OAuth tokens are encrypted at rest at the application layer, and Gmail data and tokens are protected by TLS while in transit.
Sharing
Organization teammates do not receive access to another user's connected Gmail mailbox. Google acts as the Gmail API provider. For background inbox triage, capped excerpts from the last few message bodies may be sent through OpenRouter for inference to categorize, tag, and produce a one-line gist; depending on the selected model, the model provider may be DeepSeek, OpenAI, Google, Anthropic, or Alibaba. These AI subprocessors receive only the excerpts needed for inference, as further described in Section 5.
Limited Use
The use of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements: https://developers.google.com/terms/api-services-user-data-policy. We do not sell Google user data; use it for advertising or retargeting; or use it to train generalized AI or machine-learning models. Humans do not read Gmail contents except with the user's consent, when necessary for security or abuse investigations, or as required by law.
Deletion and Disconnect
You can disconnect Gmail without closing your Proppely account by choosing Inbox → Unlink, then Settings → Integrations → Email, or by opening that settings tab directly. Unlink disconnects the mailbox, revokes the Google token, and deletes stored Gmail copies for that user and connection; it never deletes messages inside Gmail, a native SES organization inbox, or another user's mailbox. Deleting your Proppely login also disconnects Gmail for that user. For account deletion, see proppely.com/account-deletion. You may also contact privacy@proppely.com.
3. How We Use Your Information
Service Delivery
We use your information to operate the Proppely platform — including processing rent payments, facilitating lease signings, routing maintenance requests, generating accounting reports, and providing the unified inbox for connected Gmail and other supported mailboxes.
Communications
We send transactional emails (payment receipts, maintenance updates, lease notifications), platform announcements, and, with your consent, marketing communications about new features. You may opt out of marketing emails at any time. With your separate affirmative opt-in, we may send transactional SMS account notifications to your mobile number — including rent due/overdue reminders, e-signature or document-signing alerts, report or document-ready notices, scheduled maintenance or showing reminders, and similar non-marketing updates (see our Terms — Account Notification Text Message Terms). You may also use WhatsApp or Telegram bot channels after linking; those are optional.
Security & Fraud Prevention
We analyze account activity to detect unauthorized access, suspicious payment patterns, and fraudulent behavior. This protects both property managers and tenants on our platform.
Product Improvement
Aggregated, de-identified usage data is used to improve platform performance, prioritize new features, and conduct analytics. We do not sell individual user data.
Legal Compliance
We process information as required by applicable law, including tax reporting obligations, financial regulations, and court orders.
5. AI Features & Third-Party AI Services
Which Features Use AI
Proppely offers optional AI features: the AI assistant, the association (HOA) assistant, address autofill when you add a property, lease document reading, and receipt reading. They run only when you choose to use them, and the rest of the platform works normally if you never do. In the Proppely mobile app we ask your permission before any of these features sends your data for the first time, and you can withdraw that permission at any time under Settings → AI & privacy. Withdrawing it stops those features in the app and leaves the rest of your account untouched.
AI That Runs Automatically
Separately from the features you invoke yourself, an organization account may use AI that runs in the background on the data in that account — for example summarizing recent portfolio activity for the account owner, classifying incoming email so it reaches the right record, and grouping related maintenance requests. That includes copies of connected Gmail and Outlook threads: capped excerpts may be sent through OpenRouter for a category, tags, and a one-line gist. These are configured by the organization that owns the account rather than by an individual device, so the in-app permission switch described above does not govern them. The same recipients, limits, and protections described in this section apply.
What We Send
Depending on the feature, we send: the messages you type to an assistant; what you say when you dictate with the microphone, as the text it is transcribed into; the photos, receipts, lease documents, and other files you attach; and the property, unit, lease, tenant, vendor, and financial records the feature needs in order to answer your request. We do not send payment card numbers or bank account numbers, because Proppely never holds them — those are entered directly into our payment provider’s hosted fields and are never stored on our systems.
Who Receives It
The AI processing itself is performed by third-party AI providers, not by Proppely: Anthropic, OpenAI, Google, DeepSeek, and Alibaba. Dictation is transcribed by Apple’s speech recognition service when your device cannot transcribe it on its own. Which company handles a given request depends on the feature and the model serving it. Most requests are routed by OpenRouter, which receives the request in the course of routing it to the model provider that fulfils it. If you ask the assistant to search the web, the search query is also sent to Exa. Your data is transmitted to these companies only to produce the response you asked for, and the response is returned to Proppely and shown to you.
How Those Providers May Use It
We use these providers under commercial agreements that require them to process your data only in order to provide the service to us, and to maintain confidentiality and security protections equivalent to those described in this policy. We do not sell this data, and we do not share it with them for advertising purposes.
AI Output Is Assistive, Not Automatic
AI output is a draft or a suggestion for a person to review. AI does not move money on its own: any payment, payout, or similar financial action an assistant proposes must be confirmed by an authorized human before it is carried out. AI is not a substitute for legal, tax, or professional advice.
6. Data Security
Encryption
All data transmitted between your browser and our servers is encrypted using TLS 1.2 or higher. Data at rest is encrypted using AES-256 encryption on our cloud infrastructure.
Access Controls
We implement role-based access controls so that only authorized personnel can access user data. Production database access is restricted and logged. Employee access is reviewed quarterly.
Incident Response
In the event of a data breach that may affect your rights, we will notify you within 72 hours of becoming aware, as required by applicable law, and provide guidance on protective steps.
No Absolute Guarantee
While we take reasonable precautions, no internet transmission or storage system is 100% secure. If you believe your account has been compromised, please contact us immediately at security@proppely.com.
8. Tenant Data & FCRA Notice
Fair Credit Reporting Act (FCRA)
Proppely may facilitate tenant screening services, including background checks and credit reports, through integrated third-party consumer reporting agencies. These services are subject to the Fair Credit Reporting Act (FCRA). Property managers who use tenant screening must comply with all FCRA obligations, including providing required adverse action notices to applicants.
Data Controller vs. Processor
For tenant screening data, the property manager or landlord is the data controller, and Proppely acts as a data processor. Tenants with questions about their screening reports should contact the applicable consumer reporting agency directly.
Tenant Rights
Tenants have the right to dispute inaccurate information in their consumer reports. If you are a tenant and believe your information has been used improperly, you may contact the Consumer Financial Protection Bureau (CFPB) at consumerfinance.gov.
9. Your Privacy Rights
Access & Portability
You may request a copy of the personal information we hold about you. We will provide a machine-readable export within 30 days of a verified request.
Correction
You may update or correct your account information at any time through the platform settings. For corrections to data we control on your behalf, contact us at privacy@proppely.com.
Deletion
You may request deletion of your account and associated personal data at proppely.com/account-deletion. Deleting your login also disconnects Gmail and Outlook linked to that user, revokes those tokens, and erases that user's stored mailbox copies. You may instead use Unlink under Settings → Integrations → Email to disconnect Gmail and delete those copies without closing your account. Note that we may retain certain records as required by law (e.g., financial transaction records) or for legitimate business purposes (e.g., fraud prevention).
Illinois Residents
Illinois residents have additional rights under the Illinois Personal Information Protection Act (PIPA) and the Biometric Information Privacy Act (BIPA), where applicable. We do not collect biometric identifiers.
10. Disputes & Class Action Waiver
Arbitration Agreement and Class Action Waiver
Any dispute arising out of or relating to this Privacy Policy or your use of the Service is subject to the Arbitration Agreement and Class Action Waiver in our Terms of Service, including binding individual arbitration, the class action waiver, and the jury trial waiver. Review that section at proppely.com/terms#arbitration. You may opt out of arbitration as described there.
11. Contact Us
Privacy Inquiries
For privacy-related requests or questions, contact our Privacy team at privacy@proppely.com or by mail at: Proppely, Inc., 1333 Monroe Street, Hollywood, FL 33019.
Response Time
We respond to all verifiable privacy requests within 30 days. If we require more time, we will notify you and explain the reason for the extension.