Privacy Policy

At DoorLedgers, we take your privacy seriously. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our property management platform ("Service").

Please read this Privacy Policy carefully. By using our Service, you consent to the data practices described in this policy.

1. Information We Collect

1.1 Information You Provide

We collect information you voluntarily provide when using our Service, including:

• Account Information: Name, email address, phone number, password, and username
• Property Information: Building addresses, unit details, and property descriptions
• Tenant Information: Tenant names, contact information, lease terms, and payment history
• Financial Information: Rent amounts, expenses, income records, and bank account details for payment processing
• Communication Data: Messages, support tickets, and correspondence with us or through our platform
• Uploaded Documents: Lease agreements, financial records, and other documents you upload for AI-powered import features
• Mobile Information: Mobile phone numbers provided for SMS notifications, SMS consent preferences, and opt-out status

1.2 Information Collected Automatically

When you use our Service, we automatically collect:

• Device Information: IP address, browser type, operating system, and device identifiers
• Usage Data: Pages visited, features used, time spent on the Service, and click patterns
• Cookies and Tracking: Session cookies for authentication and analytics cookies for improving our Service
• Log Data: Server logs including access times, error logs, and referring URLs

1.3 Information from Third Parties

We may receive information from third parties, including:

• Google OAuth: If you sign in with Google, we receive your name, email, and profile picture
• Payment Processors: Stripe provides transaction status and payment method details

2. How We Use Your Information

We use the collected information for the following purposes:

• Provide the Service: To operate, maintain, and improve our property management platform
• Process Payments: To facilitate rent collection and payment processing
• Communication: To send you notifications, updates, security alerts, and support messages
• SMS Messaging: To send transactional SMS text messages for rent reminders, payment notifications, and maintenance updates (with consent)
• AI Processing: To process documents you upload using our Smart Import feature (data is sent to AI providers for extraction)
• Analytics: To understand how users interact with our Service and improve user experience
• Security: To detect, prevent, and address fraud, abuse, and security issues
• Legal Compliance: To comply with applicable laws, regulations, and legal processes

3. How We Share Your Information

We may share your information in the following circumstances:

3.1 Service Providers

We share information with third-party vendors who help us operate our Service:

• Stripe: For payment processing (subject to Stripe's Privacy Policy)
• Telnyx: For SMS text message delivery
• Anthropic (Claude AI): For document processing in our Smart Import feature
• Google: For authentication services and analytics
• Email Service Providers: For sending transactional and notification emails
• Cloud Hosting: For data storage and server infrastructure

3.2 Legal Requirements

We may disclose your information if required by law, court order, or government request, or to:

• Comply with legal obligations
• Protect our rights, privacy, safety, or property
• Prevent fraud or illegal activities
• Respond to lawful requests by public authorities

3.3 Business Transfers

In the event of a merger, acquisition, or sale of all or a portion of our assets, your information may be transferred as part of that transaction. We will notify you of any such change.

3.4 With Your Consent

We may share your information with other parties when you give us explicit consent to do so.

4. Data Security

We implement appropriate technical and organizational measures to protect your data, including:

• SSL/TLS encryption for all data transmitted between your browser and our servers
• Encryption of sensitive data at rest
• Secure password hashing using bcrypt
• Regular security audits and vulnerability assessments
• Access controls limiting employee access to personal data
• Secure hosting infrastructure with firewalls and intrusion detection

While we strive to protect your personal information, no method of transmission over the Internet or electronic storage is 100% secure. We cannot guarantee absolute security.

5. Data Retention

We retain your information for as long as:

• Your account is active
• Needed to provide you the Service
• Required by applicable laws or regulations
• Necessary to resolve disputes or enforce our agreements

After account cancellation, we retain your data for 30 days to allow for reactivation. After this period, your data will be securely deleted, except where we are required to retain it by law.

6. Your Rights and Choices

Depending on your location, you may have the following rights:

• Access: Request a copy of the personal data we hold about you
• Correction: Request correction of inaccurate or incomplete data
• Deletion: Request deletion of your personal data (subject to legal retention requirements)
• Portability: Request a machine-readable copy of your data
• Objection: Object to certain processing of your data
• Withdrawal of Consent: Withdraw consent where processing is based on consent

To exercise these rights, please contact us at support@doorledgers.com. We will respond to your request within 30 days.

7. Cookies and Tracking Technologies

We use cookies and similar technologies for:

• Essential Cookies: Required for the Service to function (authentication, security)
• Functionality Cookies: Remember your preferences and settings
• Analytics Cookies: Help us understand how users interact with our Service

You can control cookies through your browser settings. Disabling certain cookies may affect the functionality of our Service.

8. SMS Text Messaging

If you provide your mobile phone number and consent to receive SMS messages, the following applies:

• Purpose: SMS messages are used for transactional purposes only, including rent reminders, payment confirmations, late fee notices, and maintenance updates.
• Consent: You must provide explicit consent to receive SMS messages. Consent is obtained through digital opt-in, written consent, or verbal consent with proper disclosures.
• Opt-Out: You can opt out at any time by replying STOP to any message, through your account settings, or by contacting support@doorledgers.com.
• Help: Reply HELP to any message for assistance.
• Frequency: Message frequency varies based on rental activity (typically 1-5 messages per month).
• Rates: Standard message and data rates may apply.
• No Marketing: We do not send marketing or promotional SMS messages.
• Data Protection: Your mobile phone number is stored securely and is only used to deliver SMS notifications related to your rental.
• No Third-Party Sharing: We will not share or sell your mobile phone number to third parties for promotional or marketing purposes.

For more information about SMS messaging, see our SMS Consent page.

9. Third-Party Links

Our Service may contain links to third-party websites or services. We are not responsible for the privacy practices of these third parties. We encourage you to review their privacy policies before providing any personal information.

10. Children's Privacy

Our Service is not intended for individuals under the age of 18. We do not knowingly collect personal information from children. If you believe we have collected information from a child, please contact us immediately.

11. International Data Transfers

Your information may be transferred to and processed in countries other than your country of residence. These countries may have different data protection laws. By using our Service, you consent to such transfers.

12. California Privacy Rights (CCPA)

If you are a California resident, you have additional rights under the California Consumer Privacy Act:

• Right to know what personal information is collected and how it's used
• Right to delete personal information
• Right to opt-out of the sale of personal information (we do not sell your data)
• Right to non-discrimination for exercising your privacy rights

13. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. We will notify you of any material changes by posting the new Privacy Policy on this page and updating the "Effective Date." We encourage you to review this Privacy Policy periodically.

14. Contact Us

If you have questions or concerns about this Privacy Policy or our data practices, please contact us: