This Privacy Policy explains how Property Pilot 360 ("Property Pilot 360," "we," "us," or "our") handles personal information when you use the propertypilot360.com website (the "Site"), our web application at app.propertypilot360.com and related subdomains (the "Web App"), and our iOS and Android mobile applications (the "Mobile Apps," and together with the Site and Web App, the "Services").
1. Our role: controller and processor
Property Pilot 360 provides property-management software to property owners and management companies (our "Customers"). Our Customers use the Services to serve their residents, applicants, and vendors ("End Users").
- For information about visitors to our Site, our own account holders, and prospective customers, Property Pilot 360 acts as a controller (we decide how the information is used).
- For information a Customer collects from its End Users through the Services, Property Pilot 360 generally acts as a processor / service provider that processes the information on the Customer's behalf and under the Customer's instructions. In those cases, the Customer's own privacy policy governs, and this policy describes our practices as their provider.
2. Information we collect
Information you provide
- Account & profile data: name, email address, phone number, password, company/organization details, role, and profile settings.
- Property & leasing data entered into the Services (e.g., properties, units, leases, applications, maintenance requests, messages, documents).
- Payment information: processed by our payment providers; we store limited details such as the last four digits and card/bank type, not full card or bank numbers.
- Communications: support requests, demo inquiries, and messages you send us.
Information collected automatically
- Usage & device data: IP address, browser and device type, operating system, pages/screens viewed, referring URLs, and timestamps.
- Cookies & similar technologies on the Site and Web App (see Section 7).
- Mobile data: device identifiers, app version, crash and diagnostic logs, and — only with your permission — access to features such as the camera, photo library, and push notifications (see Section 8).
Information from third parties
We may receive information from payment processors, background/tenant-screening providers, identity and fraud-prevention services, and analytics providers, consistent with their terms and your permissions.
3. How we use information
- Provide, operate, secure, and improve the Services;
- Create and manage accounts and authenticate users;
- Process transactions and send transactional messages (receipts, reminders, maintenance and account notifications) by email, in-app, push, and — with consent — SMS;
- Provide customer support and respond to inquiries;
- Monitor, detect, and prevent fraud, abuse, and security incidents;
- Analyze usage to improve features and performance;
- Comply with legal obligations and enforce our agreements.
We do not sell your personal information, and we do not use your mobile phone number or SMS consent for third-party marketing.
4. How we share information
- With our Customers: End-User information is available to the property owner/manager that uses the Services to serve you.
- Service providers / subprocessors: hosting and cloud infrastructure, payment processing, SMS/voice messaging, email delivery, tenant screening, e-signature, analytics, and error monitoring — under contracts limiting use to providing services to us.
- Legal & safety: to comply with law, respond to lawful requests, or protect the rights, property, and safety of Property Pilot 360, our Customers, End Users, or the public.
- Business transfers: in connection with a merger, acquisition, financing, or sale of assets, subject to this policy.
5. Payments
Rent and subscription payments are processed by third-party payment providers (for example, Stripe). Your payment card and bank account details are collected and handled by the provider under its own privacy policy; Property Pilot 360 does not store full payment credentials.
6. Text messaging (SMS)
Where SMS features are used, messages are sent only to recipients who have opted in. Message frequency varies, and message and data rates may apply. You can reply STOP to unsubscribe at any time or HELP for help. We do not share mobile information with third parties for their own marketing purposes.
7. Cookies & tracking
The Site and Web App use cookies and similar technologies for essential functionality (such as sign-in and security), preferences, and analytics. You can control cookies through your browser settings; disabling some cookies may affect functionality. We honor applicable browser-based opt-out signals where required by law.
8. Mobile apps
- Permissions: the Mobile Apps may request access to your camera and photos (to attach maintenance photos and documents), notifications (to deliver alerts), and biometric unlock. These are optional and requested only when needed; you can change them in your device settings.
- Push notifications: we use device push tokens to deliver notifications; you can disable them in your device settings.
- App stores: your download and use of the Mobile Apps are also subject to the terms and privacy practices of the Apple App Store and Google Play.
- Diagnostics: we collect crash and performance data to keep the apps reliable.
9. Data retention
We retain personal information for as long as needed to provide the Services, comply with legal, tax, and accounting obligations, resolve disputes, and enforce our agreements. When acting as a processor, we retain and delete End-User information according to our Customer's instructions and our agreements with them.
10. Security
We use administrative, technical, and physical safeguards designed to protect personal information, including encryption in transit and at rest, access controls, and least-privilege permissions. No method of transmission or storage is completely secure, and we cannot guarantee absolute security.
11. Your rights & choices
Depending on where you live, you may have rights to access, correct, delete, or port your personal information, and to opt out of certain processing. You may:
- Update account information in your profile;
- Unsubscribe from marketing emails via the link in each message;
- Reply STOP to opt out of SMS;
- Adjust device permissions and notifications.
If Property Pilot 360 processes your information on behalf of a Customer, please direct rights requests to that Customer; we will assist them as required. Otherwise, contact us using Section 15. We do not sell or "share" personal information for cross-context behavioral advertising as those terms are defined under U.S. state privacy laws.
12. Children's privacy
The Services are not directed to children under 16, and we do not knowingly collect their personal information. If you believe a child has provided us information, contact us and we will delete it.
13. U.S. state & international privacy
Residents of certain U.S. states (such as California, Colorado, and Virginia) have specific rights described above, including the right to not be discriminated against for exercising them. If you access the Services from outside the United States, you understand your information may be processed in the United States.
14. Third-party links
The Services may link to third-party sites and services we do not control. Their privacy practices are governed by their own policies.
15. Contact us
Questions about this Privacy Policy or our data practices:
- Email: privacy@propertypilot360.com
- Support: support@propertypilot360.com
16. Changes to this policy
We may update this Privacy Policy from time to time. Material changes will be posted here with an updated "Last updated" date, and where required by law we will provide additional notice.