Privacy Policy

1. Who we are

LeaseDesk ("LeaseDesk", "we", "us") is a property management platform operated by [LEGAL ENTITY] and available at leasedesk.app. We provide software that landlords, tenants and contractors use to manage properties, leases, rental applications, rent records and maintenance work.

Where a landlord uses LeaseDesk to manage their properties, that landlord decides what information to collect from applicants and tenants. We process that information on their behalf and under their instructions.

2. Account information

When you create an account we collect:

• Your first and last name
• Your email address, which is also your sign-in identifier
• A password, stored only as a salted hash — never in readable form
• An optional profile image
• An optional mobile passcode, also stored only as a hash
• The role assigned to you: landlord, tenant, contractor or administrator

3. Rental application information

If you apply for a property through LeaseDesk, the application form collects substantially more, because landlords use it to make a tenancy decision:

• Identity: full name, date of birth, and Social Security Number
• Contact: email, phone number, current address
• Current tenancy: current landlord name and phone number
• Employment and income: employer, job title, employer phone, monthly income
• Household: number of occupants, pets and pet details
• History: whether you have been evicted, whether you have a criminal history, and any explanation you provide for either
• Screening results: credit score and screening notes recorded by the landlord
• References: name, relationship, phone and email of people you list
• Documents: files you upload, such as identification, pay stubs and bank statements

You choose whether to submit an application. If you do not provide this information, a landlord may be unable to evaluate your application.

4. Property, lease and payment information

• Property and unit details, including addresses, and photographs uploaded by landlords
• Lease records: parties, dates, rent amount, deposit and lease status
• Rent payment records: amount, due date, paid date, late fees, payment method, an optional external transaction reference, and notes
• Contractor payment records for maintenance work

LeaseDesk does not process payments. We do not collect or store card numbers, bank account numbers or any other payment instrument. Rent and contractor payments are recorded in LeaseDesk after they happen; money moves outside the platform.

5. Maintenance and communications

• Maintenance tickets, including descriptions, photographs, cost estimates and status
• Comments on tickets by tenants, landlords and contractors
• In-app notifications and emails we send you

6. Technical information

Our hosting provider records standard server logs, including IP address, request time, requested URL and browser user-agent. We use strictly necessary cookies for authentication and security (session, anti-forgery and load-balancing affinity). We do not use advertising cookies and we do not track you across other sites.

7. How we use information

• To operate your account and authenticate you
• To let landlords evaluate rental applications
• To manage leases, record rent, and coordinate maintenance
• To send transactional email such as account confirmation, password reset and rent reminders
• To secure the service, investigate abuse, and meet legal obligations

We do not sell your personal information, and we do not use it for advertising.

8. Who can see your information

Access follows the role you hold:

• Landlords can see applications submitted for their properties — including all of the information in section 3 — along with lease, rent and maintenance records for their properties.
• Tenants can see their own lease, rent history, applications and maintenance tickets.
• Contractors can see maintenance tickets assigned to them, including the property address and the description of the problem.
• Administrators operating the platform can access account records for support and security purposes.

We also share information with service providers who operate the platform for us:

• Microsoft Azure — hosting and database storage, United States
• Postmark — delivery of transactional email

We may disclose information where required by law, or to protect the rights, safety or property of LeaseDesk, our users or the public.

9. Security

Traffic to leasedesk.app is encrypted in transit with HTTPS, which browsers enforce for every .app domain. Passwords and mobile passcodes are stored as salted hashes. Data is stored in Microsoft Azure with encryption at rest, and access within the application is restricted by role.

No system is perfectly secure. We cannot guarantee that unauthorised access will never occur, and you are responsible for keeping your password confidential.

10. Retention

We keep account information while your account is active. Applications, leases, rent records and maintenance history are retained by the landlord who controls them, because these records are often needed for tax, accounting and legal purposes. Contact us or the relevant landlord to request deletion; some records may be retained where the law requires it.

11. Your rights

Depending on where you live, you may have the right to access, correct, delete or obtain a copy of your personal information, and to object to certain processing. To exercise these rights, contact us using the details below. We may need to verify your identity first. Where a landlord controls the information, we will refer your request to them.

12. Children

LeaseDesk is not intended for anyone under 18, and we do not knowingly collect information from children. If you believe a child has provided us information, contact us and we will delete it.

13. Changes to this policy

We may update this policy. When we do, we will revise the date at the top of this page. Material changes will be communicated to account holders by email.

14. Contact us

Questions about this policy or your information: privacy@leasedesk.app
[LEGAL ENTITY], [CONTACT ADDRESS]