Privacy policy

1. Who we are and what this covers

ProFlow360 (“we,” “our,” or “us”) provides inspection-evidence and condition-documentation software for residential property managers. This policy explains what we collect, why, and what you can do about it, across the iOS app, the web workspace, and the public inspection links residents use.

ProFlow360 is not a property management platform. We do not process rent, hold or move funds, maintain trust accounts, or act as a system of record for your business. The data we hold is documentation of property condition and the account information needed to operate the service.

2. Information we collect

Account information

• Name and email address, provided at registration or by invitation
• Apple ID information if you choose to sign in with Apple
• Company or workspace name

Inspection content

• Photos and videos captured or uploaded through the app or the web workspace
• Voice notes and their transcriptions
• Notes, comments, and annotations added to photos or inspection records
• Inspection responses, including answers to questionnaire items
• Property and unit records, including addresses and unit labels, whether entered directly or synced from a connected system
• Resident names and contact details you enter or that arrive through a sync

Content submitted by residents

When you send a resident an inspection link, any photos and responses they submit are stored in your workspace and are subject to this policy. You are responsible for telling residents how you will use what they submit, and for having a lawful basis to collect it.

Location data

• Coordinates may be attached to a photo at capture. Geotagging is a setting the person capturing controls and can be turned off
• When present, location is used to associate documentation with the correct property

Device and technical information

• Device tokens for push notifications, with your permission
• Basic device and diagnostic information for functionality and troubleshooting
• Server logs. Inspection link tokens are redacted from our logs

3. How we use information

• Provide, maintain, and secure the service
• Sync inspection content between the iOS app and the web workspace
• Enable collaboration with teammates you invite
• Generate reports and shareable records at your direction
• Send notifications about activity in your workspace
• Authenticate accounts, prevent abuse, and investigate security incidents
• Respond to support requests

We do not sell your data. We do not use the contents of your inspection photos to train machine learning models.

4. Storage and security

Photos and documents are held in private storage, not in a publicly readable location. When an authorized request needs a file, we issue a signed URL that expires after five minutes. Data is transmitted over encrypted connections. Authentication tokens are stored in your device keychain on iOS, and files awaiting upload are written with iOS file protection.

Access to workspace content is scoped to your account. The account associated with a request is derived from the authenticated session rather than from anything the client supplies. We hold no third-party security certifications; our security practices are described in more detail on our security page.

5. Sharing

We share data only in these circumstances:

• With teammates you invite into your workspace
• Through share links you create. Links are issued as tokens, expire, and can be revoked at any time
• With service providers that operate the platform on our behalf, listed in the next section
• Where required by law, or to establish or defend legal claims
• In connection with a merger, acquisition, or sale of assets, where the acquirer is bound by terms no less protective than these

6. Service providers

• Supabase — media storage
• Railway — application hosting
• Apple — Sign in with Apple, push notifications, and in-app purchases
• RevenueCat — subscription management support
• Stripe — web subscription billing
• Postmark — transactional email

7. Your rights and choices

• Access and update your account information in settings
• Delete your account and its associated data from the settings page
• Revoke camera, microphone, location, and notification permissions at any time in iOS Settings
• Turn geotagging off so coordinates are not attached to captures
• Revoke any share link or resident inspection link you have issued
• Request a copy of your data by contacting us

Depending on where you live, you may have additional rights over your personal information, including rights of access, correction, deletion, and portability. Email us and we will act on a verified request.

8. Retention

We retain workspace data for as long as the account is active, because condition documentation loses its value if it disappears before it is needed. When you delete your account we remove your personal information and inspection content. Content inside a workspace shared with other members may be retained to preserve the record for those members. Backups are cycled out on a rolling basis.

Deciding how long to keep documentation for a given tenancy is your call, and may be governed by law in your jurisdiction. We do not advise on retention obligations.

9. Children’s privacy

ProFlow360 is a business tool and is not intended for children under 13. We do not knowingly collect personal information from children under 13.

10. Changes to this policy

We may update this policy from time to time. We will notify you of significant changes through the app or by email, and the date at the top of this page will change.

11. Contact

Questions about this policy or your data: support@proflow360.com