Privacy Policy

Last updated: April 24, 2026

1. Who we are

ManageProSystems ("we", "us") is a property management SaaS operated at manageprosystems.com. Each "workspace" represents one property-management company or building complex. We store information on behalf of our customers (property-management companies) about their tenants, staff, contractors, and properties.

2. What we collect

Account data — email, full name, phone, role, and the workspaces you belong to.
Activity data — service requests, gate passes, move requests, form submissions, utility readings, and the audit trail that accompanies them.
Device data — push tokens and app version so notifications can reach your phone.
Usage analytics — anonymized event logs (feature usage, errors) to improve the product.
Location — only when you explicitly submit a gate-pass QR scan; we do not track location in the background.

3. How we use it

To deliver the core features of your workspace (requests, gate passes, etc.).
To send notifications you have opted into (in-app, push, email).
To keep an auditable history — property managers can review who did what. Audit records are designed to be tamper-resistant.
To prevent abuse and secure the platform (rate limits, anomaly detection on meter readings).

4. Who sees your data

Staff in your workspace (Admins, Property Managers, assigned Inspectors) based on the role-based permissions configured by your workspace admin.
Sub-processors — Supabase (database + auth hosting), Firebase Cloud Messaging (push notifications), Vercel (web hosting). We do not sell data to advertisers.

App usage visible to your workspace administrators

Administrators of your workspace can see, for each member, when that member last used the web or mobile app, which of the two they used most recently and its version, and how many in-app actions they took in the last 7 and 30 days. This exists so administrators can tell whether the app is working for the people who are meant to be using it, and who may need help or training — it is not a performance-monitoring tool, and it does not record what you looked at or typed.

The detailed event records behind these figures are deleted after 90 days. The summary — first seen, last seen, and which app — is kept for as long as you are a member of the workspace, so that a long absence can still be distinguished from never having signed in at all.

5. Your rights

You can at any time:

Export your data via POST /api/user/export or by contacting us. Returns everything we hold that is authored by you.
Delete your account via POST /api/user/delete-account. Your profile is immediately anonymized; workspace records you authored remain on the workspace's books (required for audit) but cease to be attributable to you.
Correct errors in your profile via the Me / Settings page.
Opt out of notifications per-channel in your preferences.

6. Retention

Live records are kept as long as your workspace is active. Audit logs are retained for a minimum of 7 years for compliance purposes. Deleted accounts are anonymized within 30 days; hard-deletion of authored records is deferred because they may be referenced by other users' legitimate business activity.

7. Security

Data is encrypted in transit (TLS) and at rest. Access is gated by row-level security policies and append-only audit triggers on all sensitive tables (tenancies, utility readings, role assignments).

8. International transfers

Supabase hosts in regions you select when provisioning; by default, our hosted infrastructure is in Asia-Pacific. Push notifications are routed through Google Cloud Messaging in the United States.

9. Contact

Privacy questions or requests: privacy@manageprosystems.com. Security reports: security@manageprosystems.com.

10. Changes

We will update this page and notify workspace admins in-app at least 14 days before material changes take effect.