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Privacy Policy

Propnoma is committed to protecting your personal data. This Privacy Policy explains what information we collect, how we use it, and your rights under applicable data protection law, including the EU General Data Protection Regulation (GDPR).

1. Who We Are

Propnoma ("we", "us", "our") is a property management platform. We act as the data controller for the personal information you provide when using our services. Contact: privacy@propnoma.com

2. Data We Collect

We collect the following categories of personal data:

  • Account information: full name, email address, hashed password
  • Profile data: phone number, role (landlord or tenant)
  • Property and lease data: addresses, rent amounts, lease dates, deposit amounts
  • Payment data: billing history; card details are processed by our payment processor — we never store raw card numbers
  • Usage data: IP addresses, browser type, pages visited, timestamps
  • Communications: messages sent via our contact form or support email

3. How We Use Your Data

We use your personal data to:

  • Create and manage your account and provide the Propnoma service
  • Process payments and manage subscriptions
  • Send transactional emails such as rent reminders, welcome messages, and receipts
  • Improve the platform through anonymous usage analytics
  • Respond to support requests and prevent fraud

4. Legal Basis for Processing (GDPR)

We process your data under the following legal bases:

  • Contract performance: processing necessary to deliver the service you signed up for
  • Legitimate interests: improving platform security, preventing abuse, and enhancing user experience
  • Legal obligation: retaining transaction records as required by applicable law
  • Consent: for any optional marketing communications (you may withdraw at any time)

5. Service Providers & International Transfers

We use a small number of third-party service providers to operate Propnoma. Each is bound by a data processing agreement and, where they process data outside the European Economic Area (EEA), by Standard Contractual Clauses (SCCs) or an equivalent safeguard recognised under GDPR.

Cloud hosting, database & authentication

Personal data (including tenant and landlord records, lease and payment details) is stored and processed using our hosting and database provider, with primary data storage located in the EU (EU West region).

Payment processing

Rent payments and subscription billing are processed by a third-party payment processor. Card and bank account details are handled directly by that processor under its own PCI-DSS compliance and are not stored on Propnoma's own servers.

Transactional email

Account, invitation, and notification emails (e.g. lease-expiry reminders, payment confirmations) are sent through a third-party transactional email provider.

Hosting, deployment, DNS & content delivery

The Propnoma application is deployed and served using a hosting and deployment platform, with domain name resolution, email routing, and content-delivery and security services provided by additional infrastructure providers.

International transfers

Some of our service providers may process data on infrastructure located outside the EEA, including in the United States. Where this occurs, we rely on Standard Contractual Clauses (SCCs) approved by the European Commission, or another lawful transfer mechanism, to ensure your data continues to receive an equivalent level of protection.

We do not sell, rent, or trade your personal data to any third party for marketing purposes.

6. Data Retention

We retain your personal data for as long as your account remains active. If you delete your account, personal data is removed within 30 days. Certain financial records may be retained longer where required by law.

7. Security Measures

We apply technical and organisational measures appropriate to the risk, including encryption of data in transit and at rest and access controls limiting who can view your data. While we take reasonable steps to protect your data, no method of transmission or storage is completely secure, and we cannot guarantee absolute security.

8. Your Rights

Under GDPR, you have the following rights regarding your personal data:

  • Right of access — request a copy of the data we hold about you
  • Right to rectification — ask us to correct inaccurate information
  • Right to erasure — request deletion of your data ("right to be forgotten")
  • Right to restrict processing — ask us to limit how we use your data in certain circumstances
  • Right to data portability — receive your data in a structured, machine-readable format
  • Right to object — object to processing based on legitimate interests or for direct marketing
  • Right to withdraw consent — withdraw consent at any time where we rely on it, without affecting processing carried out before your withdrawal
  • Right to lodge a complaint — you may lodge a complaint with the data protection supervisory authority in your country of residence, place of work, or where the alleged infringement occurred

To exercise any of these rights, contact us at privacy@propnoma.com.

9. Cookies

We use essential cookies only — specifically for authentication session management. We do not use advertising, tracking, or analytics cookies. No third-party tracking pixels are present on the platform.

10. Changes to This Policy

We may update this Privacy Policy from time to time. If changes are significant, we will notify you by email or via an in-app notice at least 14 days before the changes take effect. Continued use of the service after notification constitutes acceptance.

11. Contact

For any privacy-related questions or requests, please contact us at privacy@propnoma.com.