Legal
Privacy Policy
Effective August 24, 2026 · See also the Terms of Service
Properly is a month-end close workspace for vacation rental property management companies. This policy explains what we collect when you use the app and the public guidebook pages, why we collect it, who processes it for us, and what you can do about it. It is written to be read — if anything here is unclear, email hello@getproperly.app.
1. Who this policy covers
It covers people who sign in to Properly (team members of a property management company), property owners whose statements are prepared and sent through Properly, and guests who open a public guidebook link.
The management company that uses Properly decides what information about its owners, properties, and guests goes into the app. For that information, the company is the party responsible for it and we process it on the company’s behalf and instructions. If you are an owner or guest with a question about your details, please contact the management company first — we will help them respond.
2. What we collect
- Account details: your name, email address, profile picture, and phone number if you sign in with one, from the sign-in provider you use.
- Company and team details: your company’s name and web address inside Properly, who is on the team, each person’s role, and the email addresses of people you invite.
- Property and owner details you enter: property addresses and names, owner names, owner email addresses and phone numbers, and management fee rates.
- Financial documents: owner statements, invoices, line items, totals, notes, the spreadsheets you import from your property management system, vendor invoice PDFs, and photos you attach.
- Sending records: for each statement emailed to an owner, the recipient address, when it was sent and by whom, and the outcome reported by the email provider (delivered, bounced, marked as spam, or failed), including the provider’s reason.
- Guidebook content you publish for guests, such as check-in instructions and house details.
- Assistant questions: the questions you ask the in-app Assistant and short previews of its answers, kept per company and person so we can monitor usage, prevent overlapping requests, and show you your recent questions. Question and answer previews are removed after 30 days; only the usage record remains (status, counts, and cost figures), not the text.
- Feedback you send from the app, including screenshots you attach, the page you were on, and your name, email address, and company name.
- Usage and technical data: which pages and features are used, error reports, masked session replays for a sample of sessions and for sessions where an error occurred, and the IP address and browser details that come with any web request.
We do not collect payment card details. Properly does not currently charge inside the app.
3. How we use it
- To run the service: import your data, prepare statements, send documents to owners on your behalf, publish guidebooks, and keep an audit trail of what was sent and to whom.
- To read documents with AI: extract rows from spreadsheets and invoice PDFs and match them to your properties. Results are shown to you for review before they become part of a statement.
- To answer Assistant questions about your own workspace.
- To support you, respond to feedback, and tell you about changes to the service.
- To keep the service secure and working: enforce roles and limits, prevent abuse, and fix errors.
- To understand how the product is used in aggregate, so we can improve it.
We do not sell personal information and we do not show advertising.
4. Who processes it for us
We rely on a small number of providers to run Properly. Each receives only what its job requires:
- Clerksign-in and account management
- your name, email address, phone number if you sign in with one, profile picture, and sign-in activity, plus your company’s name, team membership, and the email addresses of people you invite.
- Convexdatabase and file storage
- everything you store in Properly — properties, owner contacts, documents, uploaded files, and photos.
- Vercelweb hosting
- requests to the app, including your IP address and browser details, in its server logs.
- Resendemail delivery
- the recipient’s email address and name, the statement PDF, and your company’s name as the sender. It reports back whether each email was delivered, bounced, or marked as spam.
- OpenAIAI reading of documents and the Assistant
- the spreadsheets and invoice PDFs you import, property names for matching, and the questions you ask the Assistant together with a summary of your workspace (counts and statuses — not owner names, email addresses, or line items). OpenAI processes these requests to return the requested output under the API terms applicable to our account.
- PostHogproduct analytics
- usage events made of identifiers, counts, months, and page views — no email addresses, owner names, or document contents. Events arrive with your IP address, browser details, and the page address.
- Sentryerror monitoring
- error reports, and session replays with on-screen text masked for a sample of sessions and for sessions where an error occurred, so we can fix problems you hit.
- Slackour internal team workspace
- feedback you submit inside the app, including any screenshots you attach, the page you were on, and your name, email address, and company name.
Our providers may process and store data in more than one country. The locations and transfer protections depend on each provider, our service configuration, and applicable law. We may also disclose information when the law requires it, or to protect the rights and safety of our users, owners, or the public.
5. Emails to owners
When a company sends an owner statement from Properly, the email is sent from hello@getproperly.app with the company’s name as the sender and, if the company set one, the company’s reply-to address. The statement is attached as a PDF. Owners who no longer want statements by email should tell their management company, which can stop sending or use another method.
6. Public guidebook pages
A published guidebook is visible to anyone who has its link; no sign-in is required. The company that publishes it chooses what it contains and can unpublish it or change its link at any time, after which the old link stops working. Guidebook pages apply a per-address request limit that is held in memory and not stored.
8. How long we keep it
We keep your company’s data for as long as the company uses Properly. You can remove documents and properties and unpublish guidebooks in the app at any time; removed items are hidden immediately and are deleted together with the rest of the company’s data when the workspace is closed. Invoice PDFs you import are kept attached to the statement they were imported into so you can see the source behind each expense; they are removed when that statement is removed, while uploads that are never imported are deleted automatically about a week after upload. Sending records are kept as an audit trail of what went to owners for as long as the company exists.
To close a company workspace or delete your personal account, email hello@getproperly.app from the address on the account. We will confirm the request, remove the data from our systems and our providers within a reasonable time, and tell you when it is done. Copies in short-term backups age out on their own schedule afterwards.
9. Security
Access inside a company is controlled by roles — for example, restricted members cannot see financial data. Data is encrypted in transit, and our providers apply industry-standard protections at rest. No system is perfectly secure; if you believe an account or data has been exposed, contact us right away.
To test changes against realistic data, we keep a sanitized copy of production data in our development environment: names, email addresses, and phone numbers are removed and uploaded files are excluded from that copy.
10. Your choices and rights
- You can view and correct your company’s data inside the app, and export owner statements as files.
- You can ask us for a copy of the personal information we hold about you, ask us to correct it, or ask us to delete it, by email.
- Depending on where you live, laws such as the California Consumer Privacy Act or the EU General Data Protection Regulation may give you additional rights. We will honor them to the extent they apply.
If you are an owner or guest, your details were entered by a management company. Contact that company first; if you cannot reach them, contact us and we will help.
11. Children
Properly is a business tool and is not directed to anyone under 18. We do not knowingly collect information from children.
12. Changes to this policy
When we change this policy we will post the new version here with a new effective date. If a change materially affects how we use your information, we will also tell signed-in users inside the app or by email.
13. Contact
Questions, requests, or concerns: hello@getproperly.app.