Privacy policy

1. What we collect

Account information: your name, email address, and password (stored as a salted hash — we cannot read it).

Portfolio data you enter: properties, units, leases, tenants (including tenant names and contact details), rent charges and payments, expenses, vendors, work orders, obligations, and notes.

Documents you upload: leases, insurance policies, receipts, and similar records, stored in private object storage and served only through short-lived signed links.

Usage and technical data: log and security events (such as sign-ins and rate-limit checks), and basic product analytics about which features are used, tied to your workspace rather than sold to anyone.

2. How we use it

To run the service: showing you your portfolio, generating rent charges, sending the emails you trigger (verification, password reset, tenant rent notices), and processing your subscription.

To keep the service safe: authentication, abuse prevention, rate limiting, and audit trails.

To improve the product: aggregate, de-identified usage patterns. We do not sell your data or your tenants' data, and we do not use your portfolio data for advertising.

3. Tenant information

You, the workspace owner, decide what tenant information to store, and you are the controller of that data — we process it on your behalf to provide the service. Tenants who have questions about data a landlord stores here should contact their landlord first; we will assist with lawful requests.

4. Service providers

We share data only with the vendors required to run the service: payment processing (Stripe — they handle your card; we never see it), transactional email delivery, cloud hosting and database, private object storage for documents, and error monitoring. Each provider receives only what it needs to do its job.

5. Retention and deletion

Your data is retained while your account is active, and while a lapsed account remains in good standing so you can resubscribe without losing your records. You can request full deletion of your workspace at any time by contacting support; we delete within 30 days, except records we must keep for legal or accounting reasons.

6. Security

All traffic is encrypted in transit. Passwords are hashed, every action that changes a record is checked against your role on the server and written to an audit log, documents live in a private bucket reachable only through expiring signed URLs, and sensitive entry points are rate-limited. No system is perfectly secure, but security decisions in this product are made conservatively.

Two things we would rather state than imply. Workspaces are single-user today, so no one else can see your records unless they have your password. And multi-factor authentication is not available yet — your password is the only factor, so please use a strong and unique one.

7. Cookies

We use a session cookie to keep you signed in. No third-party advertising cookies, no cross-site tracking.

8. Your rights

You can access your data in the app at any time, correct it by editing records, and export it yourself: rent roll, delinquency, and income and expense reports download as CSV or PDF from the Reports screen, whenever you want, without asking us. For a complete copy of everything in your workspace, or to have it deleted, contact support and we will handle it within 30 days. Depending on where you live (for example California or the EU), you may have additional statutory rights; contact us and we will honor them.

9. Children

The service is for adults managing rental property and is not directed at children under 18. We do not knowingly collect information from children.

10. Changes and contact

If we make material changes to this policy, we will notify you by email or in the app before they take effect.

Privacy questions or requests: support@keepstonehq.com.