Privacy Policy

Last updated: May 10, 2026

Our commitment in one line: We will never sell, rent, trade, share for marketing, or otherwise distribute your personal data. We collect only what we need to operate LandlordPro for you, and you can ask us to delete it at any time.
Beta disclaimer. LandlordPro is currently in beta. We have not yet completed documented Data Protection Impact Assessments (DPIAs) for the processing activities described in this policy. Completing formal DPIAs — covering, in particular, the handling of tenant identity documents and cross-border data flows — is on our roadmap. We will notify all Administrators and Property Managers by email as soon as that status changes, and this policy will be updated to reflect it.

1. Who we are

LandlordPro ("we", "us", "our") is a property-management application used by property owners and managers to track properties, rental units, tenants, occupancies, payments, utilities, and maintenance issues.

Operator / data controller: LandlordPro, Trinidad & Tobago. Contact: privacy@landlordpro.me.

2. Who this policy covers

  • Administrators — system operators of a LandlordPro installation.
  • Property Managers — people invited by an administrator to manage one or more properties.
  • Tenants — individuals recorded on an occupancy by a Property Manager.
  • Public visitors — anyone who visits the site or submits an account request.

3. What we collect

From Administrators and Property Managers

  • Account information: first and last name, email address, phone number.
  • Authentication information: password (stored as a salted hash — never in plain text), password-change flag, sign-in history.
  • Activity information: actions taken inside the app (e.g. properties created, invitations sent, reviews performed) for audit purposes.

From tenants (recorded by a Property Manager)

  • Identity information: full name, gender, nationality, previous address.
  • Personal identification documents (national ID, passport, driver's licence, etc.), including document type, number, and any description provided.
  • Occupancy information: the unit they occupy, start and end dates, lease notes, payment history, issues they have raised.
  • Photographs, where provided.

From public visitors

  • Account-request submissions: first and last name, email address, phone number (optional), reason for request.
  • Email-verification codes (hashed, short-lived).
  • Minimal technical information: IP address, browser type, date/time of request — used for security, rate-limiting, and troubleshooting only.

What we do not collect

  • We do not use advertising trackers, social-media pixels, or cross-site analytics.
  • We do not collect payment-card numbers directly (payments recorded in the app are records of payments made outside the app).
  • We do not collect special-category data (health, religious beliefs, political opinions, etc.) as part of normal product use.

4. How we use your information

We use the information strictly to operate the service for you:

  • Authenticate you and keep your session secure.
  • Provide the core features you use: manage properties, units, tenants, occupancies, payments, utilities, and issues.
  • Send transactional email: account invitations, password-change prompts, verification codes, request-status updates, and administrator notifications.
  • Keep audit logs so administrators can review significant actions in their installation.
  • Detect, investigate, and prevent abuse, fraud, or technical failures.
  • Meet legal obligations where they apply.

We do not use your data for advertising, profiling, behavioural targeting, or any purpose unrelated to operating LandlordPro.

5. What we will not do

  • We will not sell your personal data — ever, to anyone, under any circumstances.
  • We will not rent, trade, or barter your data to or with third parties.
  • We will not share your data with advertisers, data brokers, or marketing networks.
  • We will not use your data to train or enrich third-party advertising, profiling, or machine-learning services.
  • We will not repurpose tenant data (including identity documents) for any purpose other than administering the occupancy to which it relates.

6. Who we share your data with

We share personal data only in these limited cases:

  • Within your LandlordPro installation. Administrators can see information about the users they manage; Property Managers can see information about the properties, units, occupancies, tenants, and records they are assigned to. Tenants (when the tenant portal is enabled) see only their own data.
  • Service providers strictly necessary to run the service. These providers act on our instructions, are contractually bound to protect your data, and do not use it for their own purposes:
    • Resend — transactional email delivery (account invitations, password-change prompts, verification codes, request-status updates, administrator notifications).
    • PostHog Cloud — product analytics (see Section 12 below for what we capture and why).
    • Application hosting and error monitoring (in-process; see Section 12 for cookie usage, none for error monitoring).
  • When the law requires. We will only disclose personal data to authorities when we are legally compelled to, and we will notify affected users where permitted by law.
  • Business transfer. If LandlordPro is ever involved in a merger, acquisition, or sale, personal data may transfer, but the commitments in this policy — including no-sale and no-marketing use — will continue to bind the successor.

7. How long we keep your data

  • We keep account data for as long as your account is active.
  • Tenant and occupancy records are kept for as long as the property is managed in the system, plus a reasonable period afterwards for financial and legal record-keeping.
  • Verification codes are deleted on successful verification or when they expire (typically within minutes).
  • Access and audit logs are retained for a limited period for security and troubleshooting.
  • When you ask us to delete data (or close an account), we remove or irreversibly anonymise it within a reasonable period, except where we must keep it to meet a legal obligation.

8. How we protect your data

  • Transport encryption (HTTPS) between your browser and our servers.
  • Passwords stored as salted hashes using industry-standard algorithms (ASP.NET Core Identity).
  • Email verification codes stored as hashes with short expiry and limited attempts.
  • Role-based access controls so users only see what they are authorised to see.
  • Regular security updates to the application and its dependencies.

No system is perfect; if we ever become aware of a breach affecting your personal data, we will notify you and the appropriate authorities as required by law.

9. Your rights

Regardless of where you live, you may ask us to:

  • Access the personal data we hold about you.
  • Correct data that is inaccurate or out of date.
  • Delete your data (subject to legal retention requirements).
  • Export your data in a machine-readable format.
  • Object to, or restrict, a particular use of your data.
  • Withdraw consent where we rely on consent to process your data.
  • Lodge a complaint with a supervisory authority (for example, the Office of the Information Commissioner of Trinidad and Tobago).

To exercise any of these rights, email us at privacy@landlordpro.me. We will respond within 30 days.

10. Tenants and identity documents

Tenant personal identification documents (passports, national IDs, driver's licences) are particularly sensitive. We treat them with the following additional safeguards:

  • They are visible only to Property Managers assigned to the tenant's property and to Administrators.
  • They are never used for anything other than identifying the tenant for the occupancy they relate to.
  • Tenants may at any time request to see or correct their ID documents, or ask for them to be removed, subject to the Property Manager's legitimate record-keeping needs.

11. International data transfers

LandlordPro is designed for use across the Caribbean and may store data in data-centres outside your country of residence. When we transfer personal data internationally, we take reasonable steps to ensure it continues to receive equivalent protection, including contractual safeguards with our service providers.

12. Cookies, analytics, and similar technologies

Cookies we set ourselves

We use only the cookies that are strictly necessary to operate the service:

  • An authentication cookie to keep you signed in.
  • An anti-forgery cookie to protect forms from cross-site request forgery.

We do not use advertising or cross-site tracking cookies.

Product analytics (PostHog Cloud)

To improve the service during Beta we use PostHog Cloud as a product-analytics processor. PostHog captures the following on your browser:

  • Page views on authenticated surfaces (Property Manager, Administrator, and Tenant Portal pages).
  • Custom events at meaningful moments of the product — for example, signup_request_submitted, property_created, payment_recorded, feedback_submitted. Event names and the properties carried with them are limited to what helps us understand product usage (no message bodies, no document contents, no payment amounts tied to identifiable persons).
  • A role person property — one of administrator, primary, associate, tenant, or pm_pending — so we can segment usage signal by audience without attaching it to your name or email.

PostHog uses its own cookies and browser storage to identify a session for attribution. Its privacy policy is at posthog.com/privacy. We do not sell, share for marketing, or use analytics data for advertising.

Opt-out

A per-user opt-out toggle for analytics is on our roadmap but is not yet implemented. If you would like analytics disabled for your account in the interim, email privacy@landlordpro.me and we will exclude your user ID from analytics processing on a best-effort basis.

13. Children's privacy

LandlordPro is not intended for use by people under the age of 16. We do not knowingly collect data from children. If you believe a child's data has ended up in the system, please contact us and we will delete it.

14. Changes to this policy

We may update this policy from time to time. When we do, we will revise the "Last updated" date above. For material changes, we will also notify active account holders by email at least 14 days before the change takes effect.

15. Contact us

Questions, requests, or concerns about this policy or your personal data: privacy@landlordpro.me.