Privacy Policy

1. Introduction

DepositProof ("we," "us," or "our") provides a security deposit documentation platform for property managers and landlords. This Privacy Policy explains how we collect, use, disclose, and safeguard your personal information when you use our website and services at www.depositproof.claims (the "Service").

By using the Service, you agree to the collection and use of information in accordance with this policy. If you are a California resident, please also review Section 9 for your California Privacy Rights under the CCPA/CPRA.

2. Information We Collect

2.1 Information you provide directly

• Account data: name, email address, password (hashed), and account preferences.
• Property data: property names, addresses, unit information, and tenant names you enter.
• Tenant data: move-in/move-out dates, deposit amounts, deduction line items, and descriptions.
• Evidence files: photos and documents you upload as part of a tenant turnover.
• Communications: messages you send to our support team.

2.2 Information collected automatically

• Log data: IP address, browser type, pages visited, timestamps, and referring URLs.
• Usage data: features used, actions taken, and session duration.
• Cookies and similar technologies: session cookies required for authentication; we do not use third-party advertising cookies.

3. How We Use Your Information

We use the information we collect to:

• Provide, operate, and maintain the Service.
• Authenticate you and protect your account.
• Generate deposit disposition packets and PDF documents at your request.
• Send transactional emails (password resets, packet-ready notifications).
• Respond to support requests and troubleshoot issues.
• Detect, prevent, and address security incidents and abuse.
• Comply with legal obligations.

We do not sell your personal information. We do not use your tenant data, tenant names, or property information to train machine-learning models.

4. How We Share Your Information

We may share your information only in the following circumstances:

• Service providers: We use third-party processors (database hosting, email delivery, file storage) who are contractually bound to handle data only on our behalf and in accordance with this policy.
• Legal requirements: We may disclose information if required by law, court order, or governmental authority, or to protect the rights, property, or safety of DepositProof, our users, or the public.
• Business transfers: In the event of a merger, acquisition, or sale of assets, your information may be transferred. We will notify you before your personal information becomes subject to a different privacy policy.

5. Data Retention

We retain your account and tenant data for as long as your account is active or as needed to provide the Service. If you delete your account, we will delete or anonymize your personal information within 30 days, except where we are required to retain it by law or for legitimate business purposes (e.g., fraud prevention, legal claims).

Evidence files (photos and documents) are retained for the life of their associated tenant. You may delete individual tenants and their evidence at any time from within the application.

6. Data Security

We implement industry-standard security measures including encrypted connections (TLS), hashed passwords (bcrypt), HMAC-signed PDF tokens, and access controls that restrict data to the account that owns it. No method of transmission over the internet is 100% secure; we cannot guarantee absolute security.

7. Children's Privacy

The Service is intended for use by adults and is not directed to children under 18. We do not knowingly collect personal information from children under 18. If you believe we have collected such information, please contact us immediately.

8. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of material changes by email or by posting a prominent notice in the Service at least 30 days before the changes take effect. Continued use of the Service after the effective date constitutes your acceptance of the updated policy.

9. California Privacy Rights (CCPA/CPRA)

If you are a California resident, you have the following rights under the California Consumer Privacy Act (CCPA) as amended by the California Privacy Rights Act (CPRA):

• Right to Know: You may request that we disclose the categories and specific pieces of personal information we have collected about you, the categories of sources, the business purposes for collection, and the categories of third parties with whom we share it.
• Right to Delete: You may request that we delete personal information we have collected about you, subject to certain exceptions.
• Right to Correct: You may request that we correct inaccurate personal information we hold about you.
• Right to Opt Out of Sale or Sharing: We do not sell or share personal information for cross-context behavioral advertising.
• Right to Limit Use of Sensitive Personal Information: We do not use sensitive personal information for purposes beyond those permitted under the CPRA.
• Right to Non-Discrimination: We will not discriminate against you for exercising any of your CCPA/CPRA rights.

Categories of personal information collected in the past 12 months: Identifiers (name, email, IP address); commercial information (subscription data); internet activity (log and usage data); professional information (property and tenant data you enter).

To exercise your rights, submit a verifiable consumer request to privacy@depositproof.claims. We will respond within 45 days. You may also designate an authorized agent to make a request on your behalf.

10. Contact Us

For questions about this Privacy Policy or to exercise your privacy rights, contact us at: