Privacy Policy

Information we collect

We collect the following, all of it provided by you or generated by your use of ProMan:

• Account information — name, email address, phone number, and postal address. If you sign in with Google, we store the Google account identifier that links your ProMan account to your Google account.
• Property and tenancy records — properties, units, leases, tenants, maintenance work orders, and documents you create or upload.
• Financial records — rent charges, payments, late fees, and the accounting records derived from them.
• Tax documents — if you are a service provider, the W-9 you upload, which contains your legal name, address, and taxpayer identification number.
• Details of other people you enter — for example a tenant’s emergency contact. If you enter someone else’s details, you are responsible for having a lawful basis to do so.
• Sign-in credentials — your password, stored only as an Argon2id hash. Signing in with a password also requires a one-time code that we email you. Signing in with Google does not, because Google has already verified you.
• App and device diagnostics — when you are signed in, the mobile app reports a randomly generated installation identifier along with the platform, app version, build number, runtime version, operating-system version, and locale. We use it to know which app versions are in use, to prompt or require updates, and to withdraw a faulty release. It is stored in our operations system against your organization and a one-way reference to your account rather than your account id itself. On a single-user account those amount to the same thing, so treat this record as identifying you. It is not an advertising identifier and is not used for advertising.

How we use it

To provide the service, keep your account secure, and meet legal and tax obligations that apply to property-management and financial records. We do not sell your personal information.

Deleting your account

You can delete your account at any time from Settings → Delete account in the app. Deletion is permanent and cannot be undone. When you delete your account:

• Your account is deactivated and your saved sign-in sessions are revoked. An access token already issued to your device may remain valid for up to five minutes before it expires.
• Your personal details — name, email address, phone number, and postal address — are erased and cannot be recovered. If you are a service provider, the contact details on your own profile (company name, phone, address, licence and insurance information) are erased and your organization is renamed. Note that a landlord who hired you keeps their own record of the job, including your name and business name — see below. Any W-9 you uploaded is unlinked from your account; the stored document itself is retained under the tax-record retention described below.
• Your password and any linked Google sign-in are permanently removed, so the account cannot be signed into again.
• Any request you made to be contacted about paid plans is deleted.
• Your contact details are removed from the tenancy and work-order records we can identify as yours — the email address, phone number, and any emergency contact you gave. Your name stays on those records (see below). We match those records to you by the details you registered with, so a record a landlord entered under a different email address or a different spelling of your name may not be matched; contact us and we will remove it. This also means your email address is free to use again if you ever come back.

One exception, so that this is not overstated: if you are a landlord or property manager, your organization’s name is kept, because the records we must retain have to show who the parties were. We keep it whether or not any such records exist. If you named your organization after yourself, your name persists in that form. Tenant and service-provider organizations, which we create automatically from your name or company name, are renamed on deletion.

We may refuse deletion in two situations, and we will tell you which one applies: your organization still has other active members, or it still has active leases. This protects other people who depend on your account — tenants in particular. Resolve those first (transfer ownership, or end the leases) and you can then delete your account.

What we keep after deletion, and why

Deleting your account does not delete your organization’s property, lease, payment, and accounting records. We are required to retain these:

• Financial and lease records are retained to meet tax, accounting, and landlord-tenant record-keeping obligations — generally a minimum of seven years.
• Tax documents such as a W-9 are retained to meet tax record-keeping obligations. On deletion the document is unlinked from your account, but the stored file is not destroyed at that point.
• App and device diagnostics are retained in our operations system. The installation record is kept against your organization and a one-way reference to your account; deleting your account does not remove it.

Where a tenancy record was created about you by a landlord or property manager — for example a tenant record or a maintenance work order — that record belongs to their organization and is retained with it. When you delete your account we erase your contact details from the records we can identify as yours (email address, phone number, emergency contact), but your name remains, because the records have to show who the parties to a tenancy or job were. To ask a landlord about records they hold on you, contact them directly, or contact us at privacy@proman-tfc.com and we will help.

These retained records are no longer linked to your account. We retain them for at least the periods stated and until we are no longer required to hold them; we do not currently operate an automatic purge, so records may be held beyond the minimum period.

Your rights

Depending on where you live, you may have the right to access, correct, or request deletion of your personal information, and to know what we collect. You can exercise access and correction directly in the app under Settings, and deletion as described above. For any other request, contact us at privacy@proman-tfc.com. Rights subject to the legal retention obligations described above.

Data storage and security

Data is stored on Google Cloud Platform in the United States. Data is encrypted in transit and at rest, passwords are stored using the Argon2id hashing algorithm, and password sign-in requires a one-time code sent to your email address.

Children

ProMan is not directed to children and we do not knowingly collect information from them.

Changes and contact

We will update this policy as the service changes and will revise the effective date above. Questions: privacy@proman-tfc.com, TFC Management LLC, 1070 Tupelo Way, Weston, FL 33327.