PropChex Privacy Policy
Last Updated: April 23, 2026
1. Introduction
PropChex LLC ("Company," "we," "our," "us") referred to herein as Propchex, respects your privacy. This Privacy Policy explains how we collect, use, disclose, and protect your personal information when you use our website, mobile application, and related services (the "Service").
By using PropChex, you agree to the practices described in this Privacy Policy. If you do not agree, please do not use the Service.
2. Who This Privacy Policy Applies To
This Privacy Policy applies to all users of PropChex, including:
Real Estate Agents (and their team members)
Vendors (cleaners, stagers, photographers, handymen, and other service providers)
Homeowners or property owners (if an agent shares a report with you)
3. What Information We Collect
3.1 Information You Provide Directly
| Type of Information | Examples | Who Provides It |
|---|---|---|
| Account information | Name, email address, phone number, password (agents only) | Agents and Vendors |
| Business information | Company name, business address, tax ID (optional) | Agents and Vendors |
| Property information | Property address, lockbox codes, gate codes, alarm codes, key locations, owner contact information | Agents |
| Task information | Cleaning instructions, staging notes, deadlines, special requests | Agents |
| Vendor library | Vendor names, contact info, private notes, ratings | Agents |
| Photos | Before/after photos of properties | Agents and Vendors |
| Documents | Invoices, W-9 forms, insurance certificates, reports | Agents and Vendors |
| Communication | In-app messages between agents and vendors | Agents and Vendors |
| Payment information | Credit card details (processed by our payment processor, not stored by us) | Agents (for paid plans) |
3.2 Information We Collect Automatically
| Type of Information | Examples | Purpose |
|---|---|---|
| Usage data | Which features you use, how often you log in, which listings you view | Improve the app, fix bugs |
| Device information | Device type, operating system, app version | Ensure compatibility |
| Location data (optional) | GPS location when a vendor taps "Check In" | Verify vendor arrival time |
| Log data | IP address, browser type, referral URLs | Security, analytics |
3.3 Information We Collect from Third Parties
Vendor website data: When an agent uses the Website Import feature, we temporarily fetch publicly available contact information from a vendor's website.
Calendar integrations: If you choose to sync with Google Calendar or Apple Calendar, we receive calendar event data.
4. How We Use Your Information
We use your information to:
| Purpose | Examples |
|---|---|
| Provide the Service | Create listings, assign vendors, send reminders, store photos, share access codes |
| Communicate with you | Send job reminders, account notifications, magic login links, support responses |
| Improve the app | Fix bugs, analyze usage patterns, add new features |
| Protect security | Detect unauthorized access, log who viewed access codes, prevent fraud |
| Comply with legal obligations | Respond to court orders, tax requirements, law enforcement requests |
| Process payments | Bill agents for Pro and Team plans |
We do NOT sell your personal information to third parties. We do not share your information for advertising or marketing purposes.
5. How We Share Your Information
We share your information only in the following circumstances:
5.1 Between Agents and Vendors (as intended by the Service)
| Information Shared | From → To | Purpose |
|---|---|---|
| Property address, access codes, instructions | Agent → Vendor | Vendor needs this to perform the job |
| Photos (before/after) | Agent ↔ Vendor | Document work completed |
| In-app messages | Agent ↔ Vendor | Coordinate job details |
| Vendor contact info | Vendor → Agent | Agent's vendor library |
| Check-in status & time | Vendor → Agent | Confirm vendor arrival |
5.2 With Service Providers (who help us run PropChex)
| Provider Type | Examples | What They Access |
|---|---|---|
| Hosting & database | Firebase, Supabase, AWS | All data stored in PropChex |
| Photo storage | Cloudinary, Firebase Storage | Photos uploaded to the app |
| Email delivery | SendGrid, Resend | Email addresses, email content |
| SMS messaging | Twilio | Phone numbers, SMS content |
| Payment processing | Stripe | Credit card information (we never see full card numbers) |
| Website scraping | 3-tier system — now handles static sites, JavaScript-heavy sites (Wix, Squarespace), and protected sites automatically | Vendor website URLs |
All service providers are contractually required to protect your data and use it only to provide services to PropChex.
5.3 When Required by Law
We may disclose your information if required to do so by law, court order, or government request (e.g., a subpoena or search warrant).
5.4 Business Transfers
If PropChex LLC is acquired, merged, or sold, your information may be transferred to the new owner. We will notify you before this happens.
6. Access Codes & Security (Important)
PropChex LLC stores security-sensitive information including lockbox codes, gate codes, alarm codes, and key locations.
How we protect access codes:
All access codes are encrypted using industry-standard encryption (AES-256)
Access codes cannot be read even if our database is stolen
PropChex logs every time a vendor views an access code (who, when, which property)
Vendor access to codes expires automatically 12 hours after job completion
Agents control which codes vendors can see using simple visibility toggles
Your responsibility:
Never share access codes outside of PropChex (do not text, email, or verbally share codes)
Alarm codes and owner contact information are always hidden from vendors by default
If you accidentally share a code outside the app, change the code immediately
7. How Long We Keep Your Information
| Type of Information | Retention Period |
|---|---|
| Active listings and tasks | Until agent archives or deletes the listing |
| Vendor library (agent's contacts) | Until agent deletes the vendor or closes account |
| Photos and documents | Until listing is deleted + 90 days |
| In-app messages | 30 days after job completion |
| Access code view logs | 12 months (for security audits) |
| Deleted accounts | Data permanently deleted within 30 days |
| Inactive vendor accounts | Deactivated after 12 months of inactivity |
| Exceptions: We may retain information longer if required by law (e.g., tax records, legal disputes, security investigations). |
8. Your Rights & Choices
Depending on where you live, you may have the following rights:
| Right | What It Means |
|---|---|
| Access | Request a copy of the personal information we have about you |
| Correction | Ask us to correct inaccurate information |
| Deletion | Request that we delete your personal information |
| Opt-out | Stop receiving marketing or reminder messages |
| Data portability | Receive your data in a machine-readable format |
How to exercise your rights: Contact us at support@propchex.app. We will respond within 30 days.
Vendors: If you want to delete your account or remove your information from an agent's vendor library, please contact the agent directly first. Agents control their own vendor lists. If the agent does not respond, contact us and we will help.
9. Children's Privacy
PropChex is not intended for children under 18. We do not knowingly collect information from minors. If you believe a child has provided us with personal information, contact us and we will delete it.
10. International Data Transfers
PropChex LLC operates primarily in The United States. If you are located outside The United States, your information may be transferred to and processed in The United States. We take reasonable steps to protect your information regardless of where it is processed.
11. Third-Party Links & Integrations
PropChex may contain links to third-party websites or integrate with third-party services (e.g., Google Calendar). This Privacy Policy does not apply to those third parties. We recommend reading their privacy policies.
12. Changes to This Privacy Policy
We may update this Privacy Policy from time to time. If we make material changes, we will notify you by:
Posting the updated policy on our website with a new "Last Updated" date
Sending an email to the address associated with your account
Showing a notice in the app
Changes become effective 14 days after notice. Your continued use of PropChex after the effective date means you accept the updated policy.
13. Security Measures
We take security seriously. PropChex implements:
Encryption: All sensitive data (access codes) encrypted with AES-256
Audit logs: Every view of access codes is logged
Auto-expiration: Vendor access to codes expires after job completion
HTTPS/TLS 1.3: All data transmitted between you and our servers is encrypted
Regular security audits and penetration testing
No system is 100% secure. While we strive to protect your information, we cannot guarantee absolute security.
14. California Privacy Rights (CCPA)
If you are a California resident, you have additional rights under the California Consumer Privacy Act (CCPA):
Right to know what personal information we collect, use, and share
Right to delete your personal information (subject to exceptions)
Right to opt-out of the sale of personal information (we do not sell your information)
Right to non-discrimination for exercising your privacy rights
To exercise your California privacy rights, contact us at support@propchex.app
We do not sell your personal information. We do not share it for cross-context behavioral advertising.
15. GDPR Rights (For Users in Europe)
If you are located in the European Economic Area (EEA) or United Kingdom, you have additional rights under the General Data Protection Regulation (GDPR):
| Right | Description |
|---|---|
| Right to access | Obtain a copy of your personal data |
| Right to rectification | Correct inaccurate data |
| Right to erasure | Request deletion ("right to be forgotten") |
| Right to restriction | Limit how we use your data |
| Right to data portability | Receive your data in a portable format |
| Right to object | Object to certain processing (e.g., direct marketing) |
| Right to withdraw consent | Withdraw any consent you previously gave |
| Right to lodge a complaint | File a complaint with your local data protection authority |
| Legal basis for processing: |
For agents and vendors using the Service: Processing is necessary for contract performance
For security logs and legal compliance: Processing is necessary for our legitimate business interests
For optional features (e.g., GPS location): We obtain your consent
Data Protection Officer (DPO): Contact our DPO at support@propchex.app
16. Contact Us
If you have questions about this Privacy Policy or how we handle your information:
Privacy Inquiries, Security Reports, Data Protection: support@propchex.app
Mailing address
PropChex LLC
455 Market St Ste 1940
PMB 872579
San Francisco, California 94105-2448 US
17. Quick Summary (Plain English)
| Question | Answer |
|---|---|
| Do you sell my data? | No. Never. |
| Do you share my data with advertisers? | No. |
| Who sees my property access codes? | Only the agent and vendors assigned to that specific job. Codes auto-expire after 12 hours. |
| Can vendors see my alarm code? | No. Alarm codes are always hidden from vendors. |
| Can I delete my data? | Yes. Contact us or delete your account. |
| How long do you keep my messages? | 30 days after job completion. |
| Do you read my messages? | Only for security, fraud prevention, or if required by law. |
| Where is my data stored? | On secure cloud servers with encryption. |
By using PropChex, you confirm that you have read, understood, and agree to this Privacy Policy.