Privacy Policy

About this policy

Vandon Forbes operates on the Proppely property management platform (the "Service"). This Privacy Policy explains how information is collected, used, disclosed, and safeguarded when you use the Service. 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 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 Stripe, Inc. We receive transaction metadata (amounts, dates, status) but do not store full payment card numbers. Bank account information for ACH transfers is tokenized by Stripe and subject to their privacy practices.

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. How We Use Your Information

Service Delivery — We use your information to operate the platform, including processing rent payments, facilitating lease signings, routing maintenance requests, and generating accounting reports.

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.

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.

3. How We Share Information

Service Providers — We share data with trusted vendors who help us operate the platform: Stripe (payments), Amazon Web Services (hosting), SendGrid (email delivery), and analytics providers. All vendors are bound by data processing agreements.

Property Managers & Landlords — Tenant data entered into the platform is accessible to the property management organization that manages that tenant's unit. Tenants should be aware that their information is visible to their landlord through our platform.

Business Transfers — If Proppely LLC is acquired, merged, or undergoes a similar business transaction, your information may be transferred to the successor entity. We will notify you of any such change.

Legal Disclosures — We may disclose information when required by law, subpoena, court order, or when we believe disclosure is necessary to protect our rights, prevent fraud, or ensure user safety.

No Sale of Personal Data — We do not sell, rent, or trade your personal information to third parties for their marketing purposes.

4. 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.

5. Cookies & Tracking

Essential Cookies — We use session cookies to keep you logged in and maintain your preferences. These are required for the platform to function and cannot be disabled.

Analytics Cookies — We use analytics tools to understand how users interact with our platform. Analytics data is aggregated and does not identify individual users.

Preference Cookies — These cookies remember your settings (such as notification preferences and display options) so you do not have to reconfigure them on each visit.

Managing Cookies — You can manage or disable cookies through your browser settings. Disabling essential cookies will impair platform functionality.

6. Tenant Data & FCRA Notice

Fair Credit Reporting Act (FCRA) — The platform 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.

7. 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. 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.

8. Contact Us

Privacy Inquiries — For privacy-related requests or questions, contact our Privacy team at privacy@proppely.com or by mail at: Proppely LLC, 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.