Privacy Policy

1. Summary

Key points only. The full policy controls.

For property management companies (Customer Data):

• We never sell or share your identifiable company data. Limited exceptions are in §6.1.
• We use Customer Data only to provide the Services. Beyond §6.1, we share it only as de-identified aggregates, and never use it to train third-party AI models. (§6.2)
• Disconnect or delete anytime. We delete Customer Data within a reasonable period, generally 30 days, with limited exceptions. Export is free. (§6.3)
• If we are acquired, these commitments go with it. You get notice and a chance to export and delete first. (§6.4)
• Nothing from your Customer Data is shown to third parties in identifiable form unless you turn it on. (§6.5)
• For Clients, these commitments are contract terms in our Terms of Service. (§6.6)

For property owners and other consumers:

• TrueMatch™ requests. When you submit one, you agree to be contacted, including by call or text, by the one or more property management companies that may serve your property and receive your details. Each company is responsible for its own compliance and acknowledges this before it gets your details. Where state law treats this as a sale or sharing, you can opt out. (§7.1)
• Unfinished searches. We do not keep contact details you did not submit or disclose individual searches to property management companies.
• We advertise using cookies and contact lists, never Customer Data. Opt out via Do Not Sell or Share or Global Privacy Control. (§9)

Questions or requests: privacy@propertymanagement.com (§18).

2. Who We Are and What This Policy Covers

PropertyManagement.com, LLC, an Indiana limited liability company (“PropertyManagement.com,” “we,” “us,” or “our”), operates propertymanagement.com, its subdomains, and related apps, tools and services (together, the “Services”). This policy explains how we collect, use, disclose, keep and protect information in connection with the Services.

Two kinds of information. Customer Data receives the commitments in Section 6. Publicly available business information, such as public records, licensing data, reviews and company websites, is not Customer Data, and we may collect, organize and publish it.

3. Definitions

• “Account Data” means information about a Client’s account and its users, such as names, contact details, roles, sign-in credentials, billing and transaction records, support history and use of the Services. Account Data is not Customer Data.
• “Aggregate Insights” means aggregated or de-identified information that meets the standard in §6.2. Recipients may not attempt to re-identify it.
• “Client” means a business that has an account with us or otherwise uses the Services as a business.
• “Consumer” means an individual who uses the Services to research, compare or contact property management companies.
• “Customer Data” (or “your company data”) means Identifiable information a Client gives us or authorizes us to collect about its business, and Identifiable information we derive from it. It includes data we read from the Client’s software through a connection it authorizes (“Synced Data”), property owner and tenant contact details it provides (“Client Contact Data”), property owner survey responses about it (“Survey Results”), the scores, certifications, rankings and similar results we compute about it (“Your Results”), and its lead history. Information that is publicly available stays public information even when a Client also gives it to us.
• “Identifiable” means information that names, or could reasonably be linked to, a specific Client or individual. Aggregate Insights and other information that meets our de-identification standard (§6.2) are not Identifiable.
• “Lead” means a Consumer’s request and contact details that we may offer to property management companies.
• “Public-Record Listing” means the directory information we keep about a property management company from public sources, such as its name, contact details, website, license information, service area and other publicly available business information, plus corrections the company sends us.
• “Respondent” means a person who completes a survey or gives a testimonial through the Services.

4. Information We Collect

4.1 Information You Provide to Us Directly

What we collect depends on how you use the Services. It may include:

• Contact and identity information, such as name, email address, phone number, mailing address, and location.
• Account Data, such as job title, role, company, sign-in credentials, and credentials you provide to connect other software.
• Business information, such as company details, licenses, insurance, portfolio, fee, and performance information, and documents and files you upload.
• Property information, such as property addresses and details, and your preferences, timing, and role in a search or request.
• Communications and choices, such as messages you send through the Services or to us, and records of the choices and consents you give.
• Survey information, such as ratings, answers, comments, and testimonials from Respondents.
• Payment information, which our payment processors handle.
• Other information you choose to provide, such as how you heard about us.

4.2 Information Collected Automatically

When you use the Services, we and our service providers may automatically collect:

• Device and connection information, such as IP address, browser, operating system, and device identifiers;
• Approximate location, inferred from your IP address;
• Usage information, such as pages viewed, links clicked, searches, referring pages, timestamps, session recordings, and how you interact with features, forms, widgets, and emails;
• Widget and badge information, such as where our widgets and badges appear and how people interact with them; and
• Security signals used to detect bots, fraud, and abuse.

We collect this through cookies, local storage, pixel tags, and similar technologies. §9 explains how we use them for analytics and advertising and how to opt out.

4.3 Information From Other Sources

We may receive information from the following sources:

• Public sources, such as government and licensing records, business listings, review sites, and company websites, which we use to build Public-Record Listings. Any company can ask us to correct its listing. Send corrections to privacy@propertymanagement.com and we will respond within a reasonable time.
• Property records and third-party data providers, for property and business information, including information used to verify details, comply with telemarketing laws, and prevent fraud.
• Clients, including Client Contact Data a Client gives us so we can provide services on its behalf (§6.7), and data from software and other systems a Client authorizes us to connect.
• Service providers and partners, such as survey, analytics, and advertising partners.

5. How We Use Information

We use information to provide, maintain, and improve the Services; communicate with you; market our own services; run analytics and research and develop new products and features; keep the Services secure and prevent fraud; comply with the law and enforce our agreements; and in connection with a merger, acquisition, financing, or sale of assets. We may use aggregated or de-identified information that does not identify you or a Client for any lawful purpose, including research, analytics, and Aggregate Insights. Our use of Customer Data is limited by §6.

5.1 Customer Data

We use Customer Data to provide, maintain, secure, support, and improve the Services, including verification, Your Results, surveys, Leads, and features a Client turns on or agrees to (§6.5); to create Aggregate Insights (§6.2); and to bill, prevent fraud, comply with the law, and enforce our agreements. §6 sets the limits.

5.2 Account Data

We use Account Data to run and secure accounts, bill, provide support, send service messages, and market our own services, including through advertising (§9.3).

5.3 Information About Consumers and Website Visitors

We may use it to:

• provide the Services, including TrueMatch™ searches and sharing your request or message with property management companies as described in §7;
• communicate with you, including confirmations and updates;
• market and advertise our own services and measure that advertising (§9);
• analyze use of the Services, conduct research, test features, and improve and develop our products;
• protect the Services and detect and prevent fraud, spam, bots, and abuse; and
• comply with the law and enforce our agreements.

5.4 Information About Survey Respondents

We deliver surveys on behalf of the property management company that invited you. Your name and answers go to that company and are used in its results, in Aggregate Insights, and to detect fraud and duplicate responses. We publish a testimonial only with your permission. We do not market our services to you because you answered a survey (§6.7).

6. Our Commitments About Customer Data

This section states our commitments about Customer Data. For Clients, Section 8 of our Terms of Service also makes them contract terms.

6.1 Never sold, never shared

We never sell or share your identifiable company data. We disclose Customer Data only:

• to service providers and professional advisors that help us run the Services or advise us, under contract or duties of confidentiality;
• where the law requires (§8.4);
• when you direct us, such as a profile field you turn on, an introduction you accept, or a tool you connect (§6.5, §10.3); and
• in a business transaction under §6.4.

Aggregate Insights that meet §6.2 are not Customer Data.

6.2 Sole-purpose use

Customer Data exists to deliver the services you signed up for. We use it only to provide the Services (§5.1). In particular:

• Not sold. We never sell Customer Data.
• No third-party AI training. We never use Customer Data to train third-party AI models.
• Aggregate only. Except as §6.1 allows, it is shared beyond us only as aggregate, de-identified insights that meet the standard below.

Our de-identification standard. We remove identifiers, apply minimum thresholds we set, and contractually prohibit recipients from re-identifying.

6.3 Removal on request

• Disconnect anytime. You can disconnect any software connection in your account, or ask us at privacy@propertymanagement.com.
• Deletion. When you disconnect, close your account, end verification, or ask us to delete Customer Data, we delete it within a reasonable period, generally 30 days. Aggregate Insights already computed are not affected. Backup copies expire on our regular backup cycle. Upon request, we will confirm deletion.
• Export is free. You can request an export of your Customer Data at any time, including before you leave. We deliver it within a reasonable period in a commonly used format.
• What we may keep. We may keep records as reasonably necessary for legal, accounting, billing, dispute, security and fraud-prevention purposes (§11), and Survey Results with identifying details removed, used only in Aggregate Insights. Deleting your account or Customer Data does not remove Public-Record Listing information we hold from public sources (§13.3).

6.4 Survives acquisition

• Successors are bound. If we are involved in a merger, acquisition or sale of assets, Customer Data may transfer to the successor, which will be bound by commitments at least as protective as these. We will give Clients notice and a chance to export and delete their Customer Data before it transfers.
• Other changes of control. If our ownership changes and Customer Data does not move to another company, these commitments continue to apply. We will give Clients notice within a reasonable period.
• Due diligence. A prospective acquirer, investor or lender may receive Aggregate Insights and other information that does not identify Clients, under a confidentiality agreement.
• Insolvency. In an insolvency proceeding, we will seek to have any sale of our assets made subject to these commitments, and we will give Clients notice within a reasonable period.

6.5 Opt-in only

Nothing from your Customer Data, or derived from it, is shown or disclosed to any third party in identifiable form unless you turn it on. This applies wherever we display or distribute information, such as profiles, search and matching results, rankings and awards, widgets, feeds, and our marketing. This rule does not limit the disclosures in §6.1.

• Your settings. Display is opt-in and never pre-checked. You can change these settings in your account at any time. We remove what you turn off within a reasonable period, but we cannot recall copies others made while it was on.
• Verification and rankings. Before you verify, we ask you to confirm that your verified results may be used in your score and ranking. Verifying adds a Verified marker to your profile. Rankings show your position, not the results behind it. You can end verification at any time without closing your account.
• Introductions. No vendor learns who you are, or that you’re looking, unless you explicitly ask us for an introduction. The same applies to other third parties, such as investors or acquirers.
• Privacy choices. Changing your display, introduction or marketing settings does not by itself change your score, ranking, certifications or eligibility for Leads. If you withdraw evidence, such as by disconnecting your software or ending verification, results that depend on it no longer apply.
• Transition. During a transition period, some profile displays may continue as before while we move them to this rule.

6.6 Enforceable

For Clients, these commitments are contract terms in Section 8 of our Terms of Service and are enforceable under its dispute-resolution provisions.

6.7 Property owner and tenant information

Property owner and tenant information in Customer Data, whether a Client uploads it or we receive it from the Client’s software, is processed on behalf of the Client, as its service provider. We use it only to provide the Services to that Client, such as sending the survey invitations it requests, and to create Aggregate Insights (§6.2). We do not market to these individuals or use their information to send business to other property managers. The Client is responsible for having the right to provide it.

If you are a property owner or tenant, please direct requests about this information to your property management company. We will assist the Client as reasonably necessary (§13).

7. Consumers and Leads

7.1 TrueMatch™ introductions

When you submit a TrueMatch™ search or another request for property management services, you ask us to connect you with property management companies that may serve your property. We may share your request, including your name, contact details, property information and answers, with one or more of those companies. A company that receives your details may contact you about your request by phone, text or email.

Calls and texts. By submitting a request, you agree to be contacted by the property management companies that receive it, including by call or text at the number you provide. Each company is responsible for its own compliance (§7.4). Agreeing is not a condition of any purchase.

Your right to opt out. Where state law treats this as a sale or sharing of personal information, you can opt out (§14). Use Your Privacy Choices or turn on Global Privacy Control before you submit, and we will not share your request with any company. You can still see your results. If you opt out later, we will stop sharing your request going forward.

7.2 Contacting a company directly

When you send a message to a property management company through the Services, we share your message, contact details and property information with that company so it can respond. Because you direct this disclosure, we do not treat it as a sale of your personal information.

7.3 Address-only and unfinished searches

• Unsubmitted details. If you leave a search before submitting it, we do not keep or use contact details you typed but did not submit.
• Search records. We keep search information, including property addresses, for analytics, fraud prevention and improving the Services, and may use it in aggregated or de-identified form (§6.2). Except as §7.1 describes, we do not disclose individual searches to property management companies.
• Address-only searches. If a search includes a property address but no contact details, we may use the address to show you matching companies. We do not look up your contact details from other sources.

7.4 What companies that receive Leads agree to

Companies that receive your details are responsible for their own compliance with applicable law, including telemarketing, Do Not Call and FTC rules, and acknowledge this before they receive your details. Our terms require them to use your details only for your request or the property involved, not to resell them, and to honor requests to stop contacting you or to delete your information.

If you have a concern about how a company used your details, contact privacy@propertymanagement.com. We may suspend a company’s access to Leads.

7.5 Waitlists and our contact form

If you join a waitlist or write to us, we use what you provide to respond and to tell you about the Services in your area.

8. Who Else Receives Information

We may share information with the categories of recipients below. §6 governs Customer Data, and nothing here overrides it.

8.1 Property management companies

At your request, such as when you submit a TrueMatch™ request or message a company (§7).

8.2 Service providers

Companies that perform services for us, such as hosting and infrastructure, payments, communications, customer support, analytics, AI processing, and data and verification services. Their contracts require confidentiality and limit their use of information to providing services to us. We may update our providers from time to time.

8.3 Advertising platforms

Advertising partners, as described in §9. We do not share Customer Data with them.

8.4 Legal process

We may disclose information if we believe in good faith it is required by law or legal process, or reasonably necessary to enforce our agreements, to protect the rights, property or safety of us, our users or others, or to prevent fraud or security threats. We disclose Customer Data only where the law requires it and, where the law allows, we tell the affected Client first.

8.5 Professional advisors

Our lawyers, accountants, auditors, insurers and other professional advisors, under duties of confidentiality. §6.1 applies to Customer Data.

8.6 Business transfers

We may disclose or transfer information in connection with an actual or proposed merger, acquisition, financing, reorganization or sale of assets. §6.4 governs Customer Data, and a successor is bound by this policy for the information it receives.

8.7 AI assistants you connect

We share information when you direct us to or consent, such as when you connect an AI assistant or other tool to your account (§10.3).

8.8 Public display

We display Public-Record Listings (§3, §13.3), the profile information each Client turns on (subject to the transition in §6.5), and testimonials with the Respondent’s consent. Survey Results appear only as Aggregate Insights or on a company’s profile when it turns them on. Public profile pages are meant to be found. Search engines, AI assistants, and AI agents may crawl, index, and display them, including in feeds and structured data we publish.

Aggregated and de-identified information. We may share information that has been aggregated or de-identified so that it does not identify any individual or Client (§6.2).

9. Advertising, Analytics, and Your Choices

9.1 What runs on our public website

Our public website uses cookies, pixels and similar technologies for analytics and advertising. Some are placed by our advertising partners. You can opt out as §9.6 describes.

9.2 Remarketing and measurement

We advertise on Google and other platforms. Our advertising partners may use cookies to show our ads to people who have visited our site. We may also tell them when a visit leads to an action, such as a search or a purchase, so we can measure our advertising.

Google’s use of this information is covered by Google’s Privacy Policy (policies.google.com/technologies/partner-sites).

9.3 Contact-list advertising

We may upload hashed contact details to advertising platforms, such as Google and Meta, to show our ads to the people they match or to leave them out. These details may come from people who contacted us or used our Services, from other lawful sources, and from users of Client accounts (name, email and phone number). We never upload Customer Data. Client users can opt out at any time (§9.6).

9.4 Outreach to property owners

We may contact property owners and other people about our services by email, mail or phone, as the law allows. Marketing emails include an unsubscribe link. To opt out of any outreach, email privacy@propertymanagement.com.

9.5 Session recordings

We may use tools that record how visitors use our website and dashboard, such as clicks, scrolling and errors, to find and fix problems. We take steps to mask information you type.

9.6 Your choices

• Your Privacy Choices (the “Do Not Sell or Share My Personal Information” link at the bottom of every page): opt out of the sale or sharing of your personal information, including for remarketing and contact-list advertising.
• Global Privacy Control. We treat a GPC signal as a request to opt out of sale, sharing and targeted advertising for that browser and, where we can link it to you, for you.
• Do Not Track. We don’t respond to Do Not Track signals, which have no agreed meaning.
• Google: turn off personalized ads at myadcenter.google.com, and use the Google Analytics opt-out add-on at tools.google.com/dlpage/gaoptout. Industry opt-outs are at optout.aboutads.info and optout.networkadvertising.org.
• Your browser: block or delete cookies in your settings. Some features may not work without them.

10. AI and Automated Decisions

10.1 Scores and matching

We use automated processing, which may include AI, to help produce TrueMatch™ scores, certifications, rankings and matches from the information available to us. They are informational tools for comparing businesses, not endorsements.

10.2 AI processing

We use third-party AI models to help provide and operate the Services, such as processing documents, reports and web pages. Our AI providers process this content only to perform services for us, under terms that bar them from using it to train their own models.

We never use Customer Data to train third-party AI models.

10.3 Connecting your own AI assistant

A Client may connect an AI assistant or other tool of its choice to its own account. Access is limited to that account, and the Client can revoke it at any time. Connecting a tool is the Client’s choice, and the tool’s provider handles what it receives under the Client’s agreement with that provider.

10.4 Fraud detection

Automated processing also helps us detect and prevent fraud, spam and abuse, including in survey responses.

11. How Long We Keep Information

We keep personal information for as long as reasonably necessary for the purposes described in this policy, including to provide the Services, meet legal, tax and accounting obligations, resolve disputes, prevent fraud and abuse, and enforce our agreements. How long depends on the type of information and why we hold it. When we no longer need it, we delete or de-identify it.

When a Client asks us to delete its Customer Data, we do so within a reasonable period, generally 30 days (§6.3). Copies in backups expire on a regular cycle.

12. How We Protect Information

We use reasonable administrative, technical and physical safeguards designed to protect the information we handle, such as encryption, access controls and account authentication options.

No method of transmission or storage is completely secure, and we cannot guarantee the security of any information.

Breach notice. If a security incident affects your information, we will notify affected Clients, individuals and regulators as required by applicable law and our agreements.

Security reports: privacy@propertymanagement.com.

13. Your Rights and Choices

13.1 Everyone in the United States

We extend these rights to United States residents, subject to verification and the exceptions allowed by applicable law:

• Access: ask what personal information we hold about you and receive a copy.
• Correction: ask us to correct inaccurate information.
• Deletion: ask us to delete your personal information. We may keep information where the law requires or permits it, such as for legal obligations, security and fraud prevention, de-identified data, and Public-Record Listings.
• Portability: receive your information in a commonly used format.
• Opt out of sale, sharing and targeted advertising: use Your Privacy Choices, send a Global Privacy Control signal, or email us (§9.6).
• Opt out of marketing: use the unsubscribe link in any marketing email. We may still send service messages.
• Appeal: where state law provides an appeal, reply to our decision to request one.
• Non-discrimination: we will not discriminate against you for exercising these rights.

How to make a request.

• Where: privacy@propertymanagement.com.
• Verification: we may need to verify your identity before acting. We may not be able to fulfill a request we cannot verify or that a legal exception covers.
• Timing: we respond within the time required by applicable law.
• Agents: an authorized agent may make a request for you with proof of authorization.

If your information came from your property management company (Client Contact Data or Synced Data), we process it as that company’s service provider. We may refer your request to the company and help it respond.

13.2 Property management companies

Clients can also manage Customer Data as described in §6, including export, disconnection, display settings and deletion.

13.3 Public-Record Listings

We may keep a Public-Record Listing for any property management company, because it reflects publicly available business information. A company can request corrections at privacy@propertymanagement.com, and we will respond within a reasonable time. A company may also ask us to limit its listing to that public information. Publicly available information may remain on the Services.

Listing presence, scores and rankings cannot be bought or changed for payment.

14. State Privacy Disclosures

If you live in a state with a comprehensive consumer privacy law, these disclosures also apply. Your rights are in §13.

• Categories we collect: identifiers, such as name, email, phone and IP address; customer records, such as property and contact details; commercial information, such as searches and inquiries; internet or other electronic activity; approximate location; professional information; and inferences drawn from this information. §4 describes the sources, §5 the purposes, §8 the recipients and §11 retention.
• Sale and sharing: when you submit a TrueMatch™ request, we may disclose identifiers and property information to property management companies (§7.1). Where state law treats this as a sale or sharing of personal information, you can opt out. We may also share identifiers and internet activity with advertising partners for targeted advertising (§9). We do not treat a message you send directly to a company as a sale (§7.2).
• Customer Data: we do not sell or share Customer Data (§6).
• Minors: we do not knowingly sell or share the personal information of anyone under 16.
• Sensitive personal information: we do not use or disclose it for purposes that would give you a right to limit its use under applicable law.
• How to opt out: §9.6.

15. Children

The Services are intended for adults and are not directed to children. We do not knowingly collect personal information from children under 16. If we learn that we have, we will delete it. Contact privacy@propertymanagement.com if you believe a child has given us information.

16. United States Only

The Services are operated in and intended for users in the United States. If you use them from elsewhere, your information will be transferred to and processed in the United States.

17. Changes to This Policy

We may update this policy from time to time. The updated policy takes effect when posted, with a new effective date. For material changes, we will post a notice on the Services, make reasonable efforts to notify Clients, such as by email or in the app, and give other notice or obtain consent where the law requires. Continuing to use the Services after a change takes effect means you accept the updated policy, except where our Terms of Service or applicable law require otherwise.

18. Contact Us

Questions or requests about this policy or your information:

PropertyManagement.com, LLC, Attn: Privacy

38 West Main Street, Carmel, IN 46032

Email: privacy@propertymanagement.com

Use this address for privacy requests, legal notices and security reports.