Effective Date: July 1, 2025
UpkeeProperty is a product of Lumiscent LLC.
© 2026 Lumiscent LLC. All Rights Reserved. · © 2025 Rovix AI. All Rights Reserved.
1. Introduction
UpkeeProperty, a product of Lumiscent LLC ("Company," "we," "us," or "our"), is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard information when you use our website, mobile application, and related services (collectively, the "Platform").
By using the Platform, you consent to the practices described in this Privacy Policy. If you do not agree, please discontinue use immediately. This Policy applies to all user roles: Admin, Property Manager, Landlord, Tenant, Service Provider, and Homeowner.
2. Information We Collect
2.1 Information You Provide Directly
Account Registration:
- Full name, email address, phone number, and password (or OTP for Service Providers).
- Role-specific profile data: license numbers and insurance details for Service Providers; employment information for Tenant applications; property details for Landlords and Homeowners.
Property and Lease Data:
- Property address, type, occupancy status, lease dates, rent amount, mortgage details, HOA information, utilities, inventory, appliance history, and emergency contacts.
- Lease documents, signed agreements, and associated audit trails.
Financial Information:
- Rent payments, transaction history, late fees, credits, and payment status. Payment card details are processed directly by Stripe and are not stored on our servers.
- Income and expense records submitted by Landlords and PMs.
Maintenance and Service Data:
- Maintenance request descriptions, photos, videos, and location details.
- Service Provider job records including before/after photos, completion notes, and labor and material amounts.
Communication Data:
- In-platform messages, HOA notices, announcements, and attachments.
- Metadata: sender, recipients, timestamps, and read status.
Documents:
- Uploaded files including lease agreements, inspection forms, receipts, insurance certificates, brochures, and floor plans.
Application Data (Prospective Tenants):
- Personal details, employment information, and identity documents submitted during lease applications.
- Incomplete application drafts saved when an email address is provided.
2.2 Information Collected Automatically
When you use the Platform, we automatically collect:
- Device type, operating system, browser type, and IP address.
- Usage data including pages visited, features accessed, session duration, and interaction patterns.
- Log data for security and audit purposes, including login timestamps and access history.
- Push notification tokens (iOS and Android) for alerts and reminders.
2.3 Location Information
With your permission, we collect device location data to support property search, service provider matching by area, and map-based property displays (powered by Google Maps API). You may disable location access in your device settings, though some features may not function properly without it.
2.4 Information from Third Parties
- DocuSign: Signed lease PDFs, audit trails, and signing timestamps.
- Stripe: Payment status, transaction IDs, and limited card metadata (last 4 digits, card type). Full card data is never transmitted to or stored by UpkeeProperty.
- Google Maps: Address geocoding and map rendering data.
- Twilio: OTP delivery logs for Service Provider authentication.
- Firebase Auth / Auth0: Authentication tokens, session data, and password reset events.
3. How We Use Your Information
3.1 Platform Operations
- Create, manage, and authenticate user accounts.
- Process and track rent payments, receipts, and financial records.
- Manage property listings, leases, maintenance tickets, and documents.
- Route maintenance requests to the appropriate Property Manager or Landlord.
- Facilitate digital lease signing via DocuSign integration.
- Match Service Providers with jobs based on category and location.
3.2 Communications
- Send in-app and email notifications for rent due dates, lease expiration alerts (60/30/15 days), HOA deadlines, insurance renewals, and warranty expiry.
- Deliver maintenance status updates, payment confirmations, and account-related alerts.
- Facilitate in-platform messaging between authorized user pairs.
3.3 Compliance and Audit
- Maintain audit logs for account changes, document uploads, payment events, and communications.
- Detect and prevent fraudulent activity, duplicate accounts, and unauthorized access.
- Fulfill legal and regulatory obligations.
3.4 Platform Improvement
- Analyze usage patterns to improve features and user experience.
- Generate aggregated, anonymized reports for internal analysis.
3.5 Marketing (with Consent)
- Send promotional communications about new features or services where you have opted in. You may opt out at any time.
4. How We Share Your Information
4.1 Within Your Role Context
User data is shared only with other platform users who have a legitimate, role-authorized need to access it:
- Tenant data is visible to their assigned PM, Landlord, and Admin.
- Landlord data is visible to their assigned PM and Admin.
- Service Provider job data is visible to the assigning PM, Landlord, and Admin.
4.2 Third-Party Service Providers
We share data with trusted third parties strictly for Platform operation purposes:
- Stripe — payment processing and fraud prevention.
- DocuSign — digital signature execution and document storage.
- Google — mapping and geocoding services.
- Twilio — OTP delivery for SP authentication.
- Firebase / Auth0 — authentication and session management.
- Cloud hosting providers (AWS, GCP, or Azure) — infrastructure and file storage.
All third-party providers are contractually required to protect your data and use it only for the purposes for which it was shared.
4.3 Legal Requirements
We may disclose your information if required by law, regulation, court order, or government request, or if we believe disclosure is necessary to protect the safety, rights, or property of UpkeeProperty, our users, or the public.
4.4 Business Transfers
In the event of a merger, acquisition, or sale of all or substantially all of our assets, your information may be transferred as part of that transaction. You will be notified of any such change in control.
4.5 What We Do Not Do
- We do not sell your personal information to third parties.
- We do not share your data for third-party advertising without your explicit consent.
- We do not disclose individual financial records to other tenants, landlords, or service providers outside their authorized scope.
5. Data Security
We implement industry-standard technical and organizational measures to protect your personal information, including:
- Encrypted data transmission (TLS/HTTPS).
- Encrypted storage for sensitive data fields.
- Role-based access control enforced at API and application levels.
- Secure invite links with expiry for tenant onboarding.
- OTP-based authentication for Service Providers.
- Audit logging for all sensitive operations.
No security system is impenetrable. If you believe your account has been compromised, contact us immediately at info@upkeeproperty.com.
6. Data Retention
We retain personal information for as long as necessary to:
- Provide the Platform services to you.
- Comply with legal and regulatory obligations (landlord-tenant law record-keeping requirements vary by state).
- Resolve disputes and enforce our agreements.
After the applicable retention period, personal information is securely deleted or anonymized. Audit trails and transaction records may be retained longer where required by law.
Deactivating your account does not immediately delete all associated data, particularly where active lease or payment records exist.
7. Your Privacy Rights
Depending on your jurisdiction, you may have the following rights regarding your personal information:
- Access: Request a copy of the personal data we hold about you.
- Correction: Request correction of inaccurate or incomplete information.
- Deletion: Request deletion of your personal data, subject to legal retention requirements.
- Portability: Request a machine-readable export of your data.
- Objection: Object to certain data processing activities.
- Opt-Out of Marketing: Unsubscribe from promotional communications at any time via the unsubscribe link in any email or by contacting us.
To exercise any of these rights, contact us at info@upkeeproperty.com. We will respond within 30 days. We may require identity verification before processing requests.
7.1 California Residents (CCPA)
California residents have additional rights under the California Consumer Privacy Act (CCPA), including the right to know what personal information is collected, the right to opt out of the sale of personal information (note: we do not sell personal information), and the right to non-discrimination for exercising CCPA rights.
7.2 European Residents (GDPR)
If you are located in the European Economic Area (EEA) or United Kingdom, you have rights under GDPR including the right to restriction of processing and the right to lodge a complaint with your local data protection authority.
8. Cookies and Tracking Technologies
Our website uses cookies and similar tracking technologies to:
- Maintain user sessions and authentication state.
- Remember user preferences.
- Analyze Platform usage through anonymized analytics.
You may control cookie settings through your browser or device settings. Disabling cookies may affect Platform functionality. Our mobile applications may use device identifiers for analytics and push notification delivery.
9. Children's Privacy
The Platform is not intended for individuals under the age of 18. We do not knowingly collect personal information from minors. If we become aware that we have collected such information, we will take immediate steps to delete it. If you believe a minor has provided us with personal information, contact us at info@upkeeproperty.com.
10. Third-Party Links and Services
The Platform may contain links to third-party websites or services, including those of Service Providers and payment portals. We are not responsible for the privacy practices of third parties. We encourage you to review their privacy policies before providing personal information.
11. International Data Transfers
Your information may be stored and processed in the United States or other countries where our service providers maintain facilities. By using the Platform, you consent to the transfer of your information to countries outside your country of residence, which may have different data protection rules.
12. Communication and Notification Preferences
12.1 Transactional (Required)
Account verification, invite links, password reset, payment receipts, maintenance updates, and lease-critical notifications. These cannot be opted out of while your account is active.
12.2 Service Notifications (Configurable)
Rent reminders, HOA due dates, insurance and warranty reminders, and lease expiration alerts. These may be managed in your in-app notification settings.
12.3 Marketing (Opt-In)
Platform news, feature announcements, and promotional content. You may opt out at any time via the unsubscribe link in any email.
13. Changes to This Privacy Policy
We may update this Privacy Policy from time to time. We will notify you of material changes via in-app notification and/or email at least 14 days before the changes take effect. The "Effective Date" at the top of this Policy reflects when the current version took effect.
Your continued use of the Platform after the effective date of the revised Policy constitutes your acceptance.
