Privacy Policy

Last updated: April 4, 2026

This Privacy Policy explains how OwnerDesk ("we", "us", or "our") collects, uses, and protects information when you use our property management software platform ("Service"). By using the Service, you agree to the practices described in this policy.

      Short version: We collect only what we need to run the Service. We do not sell your data. The tenant data you enter is yours — you are responsible for it, and we process it only on your behalf.
    

1. Information We Collect

Account information: When you register, we collect your name, username, email address, phone number, and company name. This is used to create and manage your account.

Property and tenant data: The Service allows you to enter information about your properties, units, tenants, rent payments, expenses, and maintenance requests. This data is entered by you and stored on your behalf. We do not independently collect or verify this data.

Billing information: Subscription payments are processed by Paddle, our third-party payment processor. We do not store your credit card or bank account details. We receive and store a customer ID and subscription status from Paddle to manage your account access.

Usage data: We may collect basic technical information such as IP address, browser type, and pages visited within the Service for security monitoring and service improvement purposes. We do not use third-party analytics trackers.

Activity logs: The Service maintains an activity log of actions taken within your account (e.g., tenant added, payment recorded) for your own reference and for support purposes.

2. How We Use Your Information

To provide, operate, and maintain the Service
To manage your account and subscription
To send transactional emails (password resets, tenant portal invitations, owner reports) that you initiate
To respond to support requests
To detect and prevent fraud, abuse, and security incidents
To comply with legal obligations

We do not use your data or your tenants' data for advertising, profiling, or any purpose other than providing the Service.

3. Tenant Data — Your Responsibility

When you enter information about your tenants into the Service, you are the data controller for that information. We process it only as a data processor on your behalf, strictly to provide the Service.

You are responsible for:

Ensuring you have a lawful basis to collect and store tenant personal data
Complying with applicable privacy laws in your jurisdiction regarding tenant information
Informing tenants that their data is stored in a third-party platform where required by law
Honoring any tenant requests to access, correct, or delete their personal data

If a tenant contacts us directly requesting access to or deletion of their data, we will direct them to you as their landlord/property manager, as you are the controller of that data.

4. How We Share Information

We do not sell, rent, or trade your personal information or your tenant data to any third party. We share information only in the following limited circumstances:

Paddle: Our payment processor. Your email and name are shared with Paddle to create your billing account. Paddle's privacy policy governs their use of this data.
Email service: We use SMTP to send transactional emails. Email content may pass through our configured mail server or provider.
Legal requirements: We may disclose information if required to do so by law, court order, or governmental authority, or if we believe in good faith that disclosure is necessary to protect our rights, protect your safety or the safety of others, or investigate fraud.
Business transfer: In the event of a merger, acquisition, or sale of all or a portion of our assets, your data may be transferred to the acquiring entity. We will notify you by email or through the Service before your data is transferred and becomes subject to a different privacy policy.

5. Data Retention

We retain your account data and property/tenant data for as long as your account is active. If you cancel your subscription, we retain your data for 30 days to allow for account recovery, after which it may be permanently deleted from our systems.

You can request deletion of your account and all associated data at any time by contacting us at [email protected]. We will process deletion requests within 30 days.

Some information may be retained in backup systems for a limited period after deletion from active systems.

6. Data Security

We implement commercially reasonable security measures to protect your data, including:

Passwords are stored using industry-standard hashing (not in plain text)
HTTPS encryption for all data in transit
Session-based authentication with CSRF protection
Rate limiting on authentication endpoints

No method of electronic storage or transmission is 100% secure. We cannot guarantee absolute security and will notify you of any data breach as required by applicable law.

7. Your Rights

Depending on where you are located, you may have the following rights regarding your personal data:

Access: Request a copy of the personal data we hold about you
Correction: Request correction of inaccurate or incomplete data
Deletion: Request deletion of your personal data
Portability: Request your data in a machine-readable format
Objection: Object to certain processing of your data

To exercise any of these rights, contact us at [email protected]. We will respond within 30 days. We may need to verify your identity before processing your request.

8. California Residents (CCPA)

If you are a California resident, you have the right to know what personal information we collect about you, to request deletion of your personal information, and to opt out of the sale of your personal information. We do not sell personal information. To exercise your rights, contact us at [email protected]. We will not discriminate against you for exercising your privacy rights.

9. Cookies

The Service uses a single session cookie to keep you logged in. We do not use tracking cookies, advertising cookies, or third-party analytics cookies. You can disable cookies in your browser settings, but doing so will prevent you from staying logged in to the Service.

10. Children's Privacy

The Service is not directed at or intended for use by individuals under the age of 18. We do not knowingly collect personal information from children under 18. If we learn that we have collected such information, we will delete it promptly.

11. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of material changes by email or through the Service at least 14 days before they take effect. The "Last updated" date at the top of this page will always reflect the most recent version. Your continued use of the Service after changes take effect constitutes acceptance of the updated policy.

12. Contact Us

If you have any questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us at:

OwnerDesk
Email: [email protected]