Privacy Policy

1. Introduction

LandlordForms ("we," "our," or "us") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our web application and services (collectively, the "Service").

By using LandlordForms, you agree to the collection and use of information in accordance with this policy. If you do not agree with our policies and practices, please do not use our Service.

2. Information We Collect

2.1 Personal Information

When you register for an account, we collect:

• Email address (required for account creation and communication)
• Password (encrypted and never stored in plain text)
• Full name (optional, for personalization)

2.2 Property and Tenant Data

When you use our Service, you may provide:

• Property information (addresses, descriptions, rental amounts)
• Tenant information (names, contact details, payment history)
• Payment records and rent ledger data
• Legal notices and documents you generate
• Property inspection photos and reports

2.3 Payment Information

Payment processing is handled by Stripe, a third-party payment processor. We do not store your credit card numbers or payment details on our servers. Stripe collects and processes payment information according to their privacy policy.

2.4 Usage Data

We automatically collect certain information when you use our Service:

• IP address and browser type
• Device information and operating system
• Pages visited and features used
• Time and date of visits
• Referring website addresses
• Error logs and performance data

2.5 Cookies and Tracking Technologies

We use cookies and similar tracking technologies to:

• Maintain your login session (essential cookies)
• Remember your preferences
• Analyze usage patterns and improve our Service
• Provide live chat support via Tawk.to

You can control cookies through your browser settings. However, disabling essential cookies may affect your ability to use certain features of our Service.

3. How We Use Your Information

We use the collected information for the following purposes:

• Service Delivery: To provide, operate, and maintain our Service, including generating notices, tracking payments, and managing property data
• Account Management: To create and manage your account, authenticate your identity, and process subscriptions
• Communication: To send you service-related emails, including account confirmations, password resets, payment receipts, and important updates
• Customer Support: To respond to your inquiries, provide technical support, and improve our customer service
• Analytics and Improvement: To analyze usage patterns, identify trends, and improve our Service's functionality and user experience
• Security: To monitor for suspicious activity, prevent fraud, and protect against security threats
• Legal Compliance: To comply with legal obligations, resolve disputes, and enforce our agreements
• Marketing: To send you promotional emails about new features or services (you can opt out at any time)

4. How We Share Your Information

We do not sell, trade, or rent your personal information to third parties. We may share your information only in the following circumstances:

4.1 Service Providers

We work with trusted third-party service providers who help us operate our Service:

• Supabase: Database hosting and authentication (data stored in secure cloud infrastructure)
• Vercel: Web hosting and application deployment
• Stripe: Payment processing (subject to Stripe's privacy policy)
• Mailgun: Transactional email delivery
• Sentry: Error tracking and performance monitoring
• Tawk.to: Live chat support

These service providers have access only to the information necessary to perform their functions and are obligated to maintain the confidentiality and security of your data.

4.2 Legal Requirements

We may disclose your information if required to do so by law or in response to valid requests by public authorities (e.g., court orders, subpoenas, law enforcement).

4.3 Business Transfers

If LandlordForms is involved in a merger, acquisition, or sale of assets, your information may be transferred as part of that transaction. We will notify you via email and/or a prominent notice on our Service of any change in ownership.

4.4 With Your Consent

We may share your information for any other purpose with your explicit consent.

5. Data Security

We implement industry-standard security measures to protect your information:

• Encryption: All data transmitted between your browser and our servers is encrypted using SSL/TLS (HTTPS)
• Password Protection: Passwords are hashed using bcrypt and never stored in plain text
• Database Security: Row-Level Security (RLS) policies ensure users can only access their own data
• Access Controls: Strict access controls limit who can view or modify data
• Regular Backups: Automated backups protect against data loss
• Security Monitoring: Continuous monitoring for suspicious activity and security threats

However, no method of transmission over the Internet or electronic storage is 100% secure. While we strive to use commercially acceptable means to protect your information, we cannot guarantee absolute security.

6. Data Retention

We retain your information for as long as necessary to:

• Provide our Service and fulfill the purposes described in this policy
• Comply with legal, accounting, or reporting requirements
• Resolve disputes and enforce our agreements

When you delete your account, we will delete or anonymize your personal information within 30 days, unless we are required to retain it for legal purposes. Backup copies may persist for up to 90 days.

7. Your Rights and Choices

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

7.1 Access and Portability

You can access and export your data at any time through your account settings.

7.2 Correction and Update

You can update your account information and preferences in your account settings.

7.3 Deletion

You can delete your account at any time from the settings page. This will permanently delete your personal information and all associated data.

7.4 Marketing Communications

You can opt out of marketing emails by clicking the "unsubscribe" link in any promotional email or by updating your email preferences in account settings. Note that you cannot opt out of service-related emails (e.g., account confirmations, password resets).

7.5 Do Not Track

Some browsers have a "Do Not Track" feature. We do not currently respond to Do Not Track signals.

7.6 GDPR Rights (European Users)

If you are in the European Economic Area (EEA), you have additional rights under GDPR:

• Right to access your personal data
• Right to rectification of inaccurate data
• Right to erasure ("right to be forgotten")
• Right to restrict processing
• Right to data portability
• Right to object to processing
• Right to withdraw consent at any time
• Right to lodge a complaint with a supervisory authority

7.7 CCPA Rights (California Users)

If you are a California resident, you have rights under the California Consumer Privacy Act (CCPA):

• Right to know what personal information is collected
• Right to know if personal information is sold or disclosed
• Right to opt out of the sale of personal information (we do not sell your data)
• Right to request deletion of personal information
• Right to non-discrimination for exercising your rights

8. 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 are a parent or guardian and believe your child has provided us with personal information, please contact us, and we will delete such information from our systems.

9. International Data Transfers

Your information may be transferred to and maintained on servers located outside of your state, province, country, or other governmental jurisdiction where data protection laws may differ. By using our Service, you consent to the transfer of your information to the United States and other countries where our service providers operate. We ensure that appropriate safeguards are in place to protect your data in accordance with this Privacy Policy and applicable laws.

10. Third-Party Links

Our Service may contain links to third-party websites or services that are not operated by us. We have no control over and assume no responsibility for the content, privacy policies, or practices of any third-party sites or services. We encourage you to review the privacy policy of every site you visit.

11. Changes to This Privacy Policy

We may update our Privacy Policy from time to time. We will notify you of any changes by posting the new Privacy Policy on this page and updating the "Last Updated" date. For material changes, we will provide additional notice (such as an email notification or a prominent notice on our Service). You are advised to review this Privacy Policy periodically for any changes. Your continued use of the Service after changes are posted constitutes your acceptance of the updated policy.

12. Contact Us

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