Privacy Policy

Prop Archive LLC ("Prop Archive," "we," "us") is a Pennsylvania company that provides property management software for landlords, tenants, and contractors at proparchive.app. This policy explains what information we collect, where it lives, and how we use and protect it. For anything data-related, contact theo@proparchive.biz.

• Account information: your name, email address, phone number (if provided), role (landlord, tenant, or contractor), and a hashed version of your password.
• Product data you enter: properties, units, tenant records, leases and other documents you upload, maintenance requests, and payment records.
• Rental applications: if you apply for a home through a landlord's Prop Archive application link, everything you enter in the application: your contact details, date of birth, the last four digits of your Social Security number, current and previous addresses, previous landlord, employer and income, references, your answers about pets, smoking, evictions, bankruptcy, and felony convictions, and your typed signature. We hold it for the landlord you applied to.
• Usage data: basic technical logs (pages visited, errors, IP address, browser type) so we can keep the service secure and improve it.
• Beta program data: your beta application details and the feedback you provide as part of the beta program.
• Information requests: when you ask us for information or a demo, your name and email address, plus anything you choose to add: how many properties you have, your question, a phone number, and what you use to manage your properties today.
• Feedback messages: when you send us a message with the Feedback button, what you write and the page you were on. If you're signed in, we also record your account and its email address. If you're not, we record an email address only if you choose to give one.
• Demo bookings: when you book a demo, your name and email address, the time you pick and your time zone, plus anything you choose to add: a phone number, how many properties you have, what you use today, and a note.
• Where you came from: if you arrive through an ad or a link with campaign tags, the tags (which campaign and which ad), which ad network sent you but never its click identifier, the first page you opened, and the website that sent you. Your browser keeps this for 30 days and sends it with a demo booking.

Application data, including your email address and account details, is stored in a PostgreSQL database hosted by Neon, with the application itself running on Replit's cloud platform. Documents and file uploads are stored in Google Cloud Storage with per-user access controls.

Your password is never stored in plain text. It is hashed with bcrypt, a one-way cryptographic function, before it ever touches the database, which means even we cannot read it. Data is encrypted in transit over HTTPS. Payment card numbers never touch our servers; payments are processed entirely by Stripe.

Landlords may enter information about tenants and contractors (names, contact details, lease terms) who have not themselves created an account. The landlord is responsible for having the right to share that information with us. If you are a tenant or contractor and have questions about data held about you, contact us at theo@proparchive.biz and we will help.

We use your data to operate Prop Archive: show your dashboard, store and organize your documents, send rent receipts and expiration digests, process payments through Stripe, and respond to support requests. We also use aggregate, de-identified usage patterns to improve the product. We do not sell your personal information, ever.

When you upload a document, we may send it to Anthropic's Claude API to read it, classify it, and extract key fields (for example, lease dates and rent amounts). When a landlord asks for AI triage of a maintenance request, its title and description are sent the same way. Anthropic does not use these requests to train its models. It deletes them within 30 days, unless it has to keep them longer to enforce its usage policy or to comply with the law. AI output can be wrong. Always verify extracted details against the original document.

• Neon: hosts our PostgreSQL database.
• Replit: hosts the application.
• Replit Analytics: counts page visits and steps in our sign-up flow (such as which button was clicked and whether a form was sent) so we can see what's working. It receives the address of each page you open, the page that sent you there, your browser's language and screen size, and your IP address. It doesn't use cookies, and it never receives what you type into a form.
• Google Cloud Storage: stores uploaded documents and images.
• Google Calendar: when you book a demo, it goes on Theo's calendar with your first name, your email address and the time. Google sends you the calendar invitation and creates the video call link.
• Stripe: processes all payments; we never see full card numbers.
• SendGrid: sends transactional email (verification, receipts, digests), including the emails about beta and information requests, about demo bookings, and the email that brings us each feedback message.
• Twilio: when our text alerts are on, texts us about each new information request, with the requester's name and email address, and their phone number and number of properties if given, and about each booked demo, with your first name, the time and your number of properties. We don't use Twilio to text you.
• Anthropic (Claude): document reading, classification, text extraction, and maintenance triage. Not used to train their models.

Each provider receives only what it needs to do its job. We don't share your data with anyone else except as required by law.

We keep your data while your account is active. You can export your data or request deletion at any time by emailing theo@proparchive.biz. If you close your account, we delete your personal data within 30 days, except records we're legally required to keep (such as payment and tax records).

You can request access to, a copy of, correction of, or deletion of your personal data at any time via theo@proparchive.biz. Where state privacy laws grant you additional rights, we honor them.

Prop Archive is for adults. You must be at least 18 to create an account, and we do not knowingly collect information from anyone under 18.

Some browsers can send websites a "Do Not Track" signal. Prop Archive does not respond to it today: the site, including Replit Analytics, works the same whether or not your browser sends one.

We don't show ads, we don't track you across other websites, and we don't allow advertising or tracking networks on Prop Archive. A few of the providers in Section 7 receive technical details such as your IP address and browser type directly from your browser: Replit (hosting and analytics) and, on payment screens, Stripe, which also uses device information to help prevent fraud. They handle that information under their own privacy policies.

We'll update this policy as Prop Archive grows. Material changes will be announced by email before they take effect, and the version and date at the top of this page will change.