Privacy Policy

1. Introduction & Scope

Propvana, Inc. (“Propvana,” “Company,” “we,” “our,” or “us”) provides an AI-enabled property management software platform (the “Platform”).

This Privacy Policy applies to property managers, landlords, tenants, applicants, vendors, and visitors.

2. Information We Collect

A. Property Managers

• Name, business entity details
• Licensing information
• Tax identification numbers
• Banking/payment information
• Portfolio data

B. Tenants & Applicants

• Name and contact details
• Date of birth
• SSN (only when provided for authorized third-party screening)
• Employment and income information
• Rental history
• Application responses
• Platform communications

C. Property & Lease Data

• Addresses
• Lease terms
• Rental amounts
• Maintenance records
• Inspection photos/videos

D. AI Interaction Data

• Chat logs
• Voice commands
• Maintenance classification inputs
• Screening score metadata
• Rent optimization inputs/outputs

E. IoT & Smart Device Data

If integrated by property managers:

• Smart lock access logs
• Thermostat data
• Sensor alerts

Tenants are responsible for understanding monitoring devices installed by property managers.

3. How We Use Information

We use information to:

• Operate the Platform
• Facilitate tenant screening via licensed CRAs
• Facilitate rent payments via licensed processors
• Route maintenance workflows
• Provide AI recommendations
• Prevent fraud
• Comply with legal obligations

4. Consumer Reporting & FCRA Positioning

Propvana is not a Consumer Reporting Agency under the Fair Credit Reporting Act (FCRA).

When tenant screening is used:

• Reports are generated by licensed CRAs (e.g., TransUnion, Experian, Equifax or authorized partners).
• Property managers must:
  • Obtain applicant consent.
  • Provide pre-adverse action notice.
  • Provide copy of report and FCRA rights summary.
  • Allow reasonable dispute period.
  • Provide final adverse action notice.

Propvana may provide templates but does not guarantee compliance.

5. AI Transparency

AI outputs are:

• Probabilistic
• Advisory only
• Not guarantees

Example: A screening score represents statistical likelihood based on historical data and may not predict actual tenant behavior.

Models are periodically updated and outputs may change over time.

6. Data Sharing

We share data with:

• Stripe — payment processing
• Plaid — bank verification (if applicable)
• Licensed CRAs — tenant screening
• Telnyx — SMS and voice; Maileroo — email
• Cloud hosting providers

Each third party is governed by its own privacy policy.

7. State Privacy Rights

Residents of California, Virginia, Colorado, and Connecticut may:

• Request access to personal data
• Request correction
• Request deletion
• Opt out of sale/sharing (we do not sell data)
• Appeal denied requests

Requests may be submitted to privacy@propvana.com.

8. Cookies & Tracking

We use:

• Essential cookies — authentication
• Analytics cookies — e.g., Google Analytics
• Security monitoring cookies

Users may control cookies via browser settings.

9. Data Retention

Retention periods begin upon end of tenancy, application denial date, or account termination date.

• Tenant data: 7 years after tenancy ends
• Denied applicants: 3 years
• Financial records: 7 years
• De-identified AI data: retained for model improvement

After account closure, data export is available for 30 days.

10. Security & Breach Notification

We implement commercially reasonable safeguards.

In the event of a confirmed breach affecting personal data, we will notify affected users without unreasonable delay and in accordance with applicable law.

11. No Money Transmission or Escrow

Propvana does not:

• Hold security deposits
• Act as escrow agent
• Take custody of funds

All payments processed by Stripe or licensed providers.

12. International Transfers

Data is processed primarily in the United States. Where required, Standard Contractual Clauses apply for EU/UK transfers.

13. Fair Housing Commitment

We design AI systems to reduce discriminatory outcomes.

Property managers remain solely responsible for compliance with:

• Fair Housing Act
• State/local protected classes

14. Children's Privacy

Our services are not directed to children under 13. We do not knowingly collect personal information from children.

15. Changes

Material changes will be communicated at least 30 days in advance.

16. Contact Us

Questions about this Privacy Policy should be directed to: