Privacy Policy

This Privacy Policy explains how PropCollab (“PropCollab,” “we,” “us,” or “our”) collects, uses, discloses, and protects information in connection with our website, waitlist, and per-listing chatbot service (collectively, the “Service”). By providing information to us — including by joining our waitlist, creating an account, or using the Service — you agree to the practices described in this Policy. If you do not agree, do not provide us with information or use the Service.

1. Information We Collect

1.1 Information you give us directly

• Waitlist / early-access signups: your email address, whether you identify as an agent or a property manager, and, if you choose to provide it, your brokerage or company name.
• Account holders (agents and property managers): the email address associated with your account (your password is stored by our authentication provider in hashed form — we do not have access to it in plain text), the listings you create, the documents you upload for each listing, your confidence-threshold settings, and any answers you draft, edit, or approve.
• Prospects using a listing’s public chat: the questions you ask, and — only if you choose to request a viewing — the name and contact information (email or phone number) you provide us at that point.
• Correspondence: anything you send us directly, such as a support request.

1.2 Information collected automatically

• Standard web server logs (IP address, browser type, device information, pages visited, and timestamps) when you visit our website or use the Service.
• A randomly generated identifier stored in your browser’s local storage so that, as a prospect, your conversation on a listing’s chat persists across visits. This identifier is not linked to your real-world identity unless you separately give us your name and contact information through a viewing request.

1.3 Chat embedded on a third-party website

An agent or property manager may embed a listing’s chat directly on their own website using our widget. When you use the chat that way, the conversation itself still runs on our servers under this Policy, exactly as it would on our own site — but your visit to that third-party website is also subject to that website’s own privacy practices, which we do not control.

2. How We Use Information

We use the information described above to:

• Operate, maintain, and provide the Service, including answering questions on a listing and routing uncertain questions to the responsible agent or property manager for approval;
• Create and administer accounts, and authenticate account holders;
• Notify an agent or property manager of a pending question or a viewing request;
• Respond to support requests and other communications you send us;
• Monitor, secure, debug, and improve the Service;
• Enforce our terms and this Policy, and detect and prevent fraud or misuse; and
• Send you marketing and product communications, as described in Section 3 below.

4. Legal Basis for Processing

Where applicable law requires a legal basis for processing personal information, we rely on: your consent (for example, when you join our waitlist or agree to receive marketing communications); the necessity of processing to perform a contract with you (for example, operating an account you create); our legitimate interests in operating, securing, and improving the Service; and compliance with our legal obligations.

5. How We Share Information

We do not sell your personal information.

We may share information with:

• Service providers who host, store, and process data on our behalf under contractual confidentiality and security obligations (for example, our database, authentication, and file-storage provider, and — once configured — email, SMS, and AI-model providers used to operate the Service);
• The relevant agent or property manager, where the information relates to a listing they own — for example, a question you asked or a viewing request you submitted on their listing;
• Legal and safety purposes, where we believe disclosure is necessary to comply with a legal obligation, protect the rights, property, or safety of PropCollab, our users, or the public, or investigate suspected fraud or abuse; and
• A successor entity, in connection with a merger, acquisition, financing, or sale of assets, subject to this Policy or a successor policy of at least equivalent protection.

6. Data Retention

We retain personal information for as long as reasonably necessary for the purposes described in this Policy: waitlist information until early access opens and you either create an account or ask us to delete it; account and listing information for as long as the account is active, plus a reasonable period after closure for legal, security, and record-keeping purposes; and chat and viewing-request information for as long as the associated listing remains active, or as needed to resolve a dispute or comply with law. We may retain de-identified or aggregated information indefinitely.

7. Your Rights and Choices

Depending on where you live, you may have the right to: request access to the personal information we hold about you; request correction of inaccurate information; request deletion of your information; withdraw consent where processing is based on consent (including marketing consent, as described in Section 3); and request a copy of your information in a portable format. To exercise any of these rights, contact us at hello@getpropcollab.com. We will respond within a reasonable time and may need to verify your identity before acting on a request.

8. Cookies and Local Storage

We use browser local storage to keep a public listing’s chat conversation associated with the same visitor across page reloads, and standard session mechanisms to keep account holders signed in. We do not currently use third-party advertising cookies or cross-site tracking. If that changes, we will update this Policy accordingly.

9. Data Security

We use administrative, technical, and organizational safeguards designed to protect personal information, including row-level access controls that scope each account holder’s data to their own listings. No method of transmission or storage is 100% secure, and we cannot guarantee absolute security.

10. Children’s Privacy

The Service is directed at real-estate professionals and prospective tenants or buyers who are at least the age of majority in their jurisdiction. We do not knowingly collect personal information from children. If you believe a child has provided us with personal information, contact us and we will delete it.

11. International Data Transfers

Your information may be processed and stored in a country other than the one in which you live, including where our service providers operate infrastructure. Where required, we take steps intended to ensure an adequate level of protection for information transferred internationally.

12. Changes to This Policy

We may update this Policy from time to time. If we make material changes, we will update the “Last updated” date above and, where appropriate, notify you directly. Your continued use of the Service after a change takes effect constitutes acceptance of the revised Policy.

13. Contact Us

Questions about this Policy or how we handle your information can be sent to hello@getpropcollab.com.