Privacy Policy

Propsynk Inc., doing business as Propsynk, provides rental management software designed to help landlords, tenants, contractors, service providers, and other authorized users manage rental workflows. These workflows may include lease management, electronic signatures, rent tracking, maintenance coordination, contractor coordination, contractor job payments, document storage, reminders, communications, tenant screening workflows where enabled, and related services.

This Privacy Policy explains how Propsynk collects, uses, discloses, stores, protects, and otherwise handles personal information when individuals access or use our website, mobile application, web application, dashboards, APIs, communications, support channels, document workflows, maintenance workflows, contractor workflows, payment workflows, waitlist, demo forms, or other services that link to this Privacy Policy.

For purposes of this Privacy Policy, “Propsynk,” “we,” “us,” and “our” refer to Propsynk Inc.. “User,” “you,” and “your” refer to any person who accesses or uses the Services, including landlords, property owners, property managers, tenants, rental applicants, occupants, guarantors, contractors, tradespeople, service providers, legal professionals, accounting professionals, invitees, waitlist subscribers, demo requesters, and website visitors.

Propsynk operates in Canada with a focus on British Columbia and Canadian rental management workflows. We aim to handle personal information in accordance with applicable Canadian privacy laws, including the Personal Information Protection and Electronic Documents Act, British Columbia’s Personal Information Protection Act, and other applicable federal, provincial, and territorial privacy, consumer protection, electronic commerce, anti-spam, tenancy, and records laws.

Propsynk provides software tools. In many cases, landlords, property owners, property managers, contractors, and other business users independently decide what information to upload, request, collect, disclose, use, retain, or share through the Services. Those users may have their own privacy and legal obligations.

Where Propsynk determines the purposes and means of handling personal information for our own business operations, we act as the organization responsible for that information. Where a landlord, property manager, contractor, or other customer uses Propsynk to manage information about tenants, applicants, invitees, workers, vendors, or other individuals, that customer may also be responsible for ensuring they have lawful authority, proper notice, and consent where required.

Propsynk does not replace the privacy, legal, tenancy, consumer reporting, employment, tax, accounting, insurance, contractor, or professional obligations of our customers or users.

This Privacy Policy applies to personal information handled through the Services, including information collected through:

• The Propsynk website;
• The Propsynk mobile application;
• The Propsynk web application;
• Website waitlist forms, early access forms, and demo request forms;
• Account registration and login;
• Landlord, tenant, contractor, and service provider profiles;
• Lease and document workflows;
• DocuSign electronic signature workflows;
• Rent tracking and payment-related workflows;
• Contractor job payment workflows processed through Stripe;
• Maintenance requests, messages, photos, videos, invoices, job notes, and status updates;
• Contractor marketplace or coordination workflows;
• Tenant screening or applicant review workflows, where enabled;
• Customer support, email, SMS, push notifications, and in-app messages;
• Analytics, security monitoring, diagnostics, and fraud prevention;
• Marketing communications, waitlists, demos, and sales communications.

This Privacy Policy does not apply to third-party websites, applications, payment processors, electronic signature platforms, screening providers, contractors, professional advisers, or other independent third parties that may have their own privacy policies and legal obligations.

If you visit https://propsynk.com, join our waitlist, request early access, submit a demo request, contact us, or interact with our marketing website before creating an account, we may collect your name, email address, message content, referral source, device information, browser information, IP address, usage data, analytics data, and communication preferences.

We use this information to operate the website, manage the waitlist, respond to inquiries, send launch updates, provide early access information, understand website performance, prevent abuse, and comply with legal obligations.

If you join the waitlist or request product updates, we may send you marketing or product-related emails about Propsynk. You can unsubscribe at any time using the unsubscribe link in our emails or by contacting [email protected].

We may use service providers to operate the website, store waitlist information, deliver emails, host the website, analyze usage, and protect the website from abuse. These providers may process personal information only for authorized purposes.

If you request removal from the waitlist, we will delete or anonymize your waitlist information within a reasonable period, unless we are required or permitted to retain it for legal, security, audit, or compliance purposes.

The types of personal information we collect depend on how you use the Services and your role.

Account and identity information: We may collect name, email address, phone number, password or authentication credentials, account role, profile photo, preferred language, communication preferences, account settings, verification information, account status, login history, and security metadata.

Where third-party authentication is enabled, such as Google, Apple, or another identity provider, we may receive account identifiers, email address, display name, profile information, and authentication tokens or metadata necessary to authenticate your account.

Landlord, property owner, and property manager information: If you use Propsynk as a landlord, property owner, property manager, or authorized representative, we may collect business name, contact information, property portfolio details, rental unit details, rent terms, lease records, maintenance records, notices, tenant communications, payment status information, tax or invoice-related details, contractor interactions, subscription and billing information, and documents you upload or generate.

Tenant, applicant, occupant, and guarantor information: If you use Propsynk as a tenant, rental applicant, occupant, guarantor, emergency contact, or invitee, or if a landlord or property manager adds your information to Propsynk, we may collect name, contact information, rental unit address, lease details, rent obligations, payment status, maintenance requests, messages, attachments, photos, videos, move-in or move-out documentation, notices, application-related information, tenant screening status, identity verification status, and other information submitted by you or by an authorized landlord, property manager, contractor, or service provider.

Contractor, tradesperson, and service provider information: If you use Propsynk as a contractor, handyman, tradesperson, repair provider, inspector, professional adviser, accountant, lawyer, or other service provider, we may collect name, company name, contact information, service categories, business licence details, insurance details, certifications, trade qualifications, work experience, service area, availability, profile description, portfolio images, reviews, ratings, job history, invoices, payment-related records, communications, background or credential verification information, and documents you choose to submit.

Lease, document, and DocuSign information: Propsynk uses DocuSign for electronic signature workflows. We may collect and process lease terms, rental addresses, party names, email addresses, phone numbers, signatures, initials, timestamps, IP addresses, device information, envelope IDs, signing status, audit logs, generated PDFs, uploaded documents, prescribed forms, notices, amendments, addenda, move-in or move-out records, inspection records, and other tenancy-related records.

Rent, invoice, contractor job payment, and Stripe information: Propsynk uses Stripe to collect and process credit card information for contractor job payments and other payment-related workflows. Propsynk may save payment methods for future contractor job payments using Stripe, which may include Stripe customer IDs, payment method IDs, card brand, last four digits, expiry month and year, billing address, payment intent IDs, transaction metadata, settlement status, failed payment records, refund records, chargeback or dispute information, and related financial workflow data.

Propsynk does not directly store full credit card numbers, full CVV codes, or full bank account credentials on its own servers unless expressly stated. Full payment card details are processed by Stripe under Stripe’s own terms, privacy policy, and security practices.

Maintenance and repair information: We may collect maintenance request descriptions, categories, urgency level, availability windows, unit access preferences, messages, comments, timestamps, photos, videos, documents, contractor notes, inspection details, invoices, estimates, payment status, completion confirmations, before-and-after images, reviews, ratings, and related communications.

Users should avoid uploading unnecessary sensitive personal information in maintenance requests, photos, videos, or documents.

Communications and support information: We may collect information when you contact us, respond to surveys, join a waitlist, request a demo, participate in onboarding, submit feedback, report a bug, communicate with support, or communicate with another user through the Services. This may include message content, attachments, call notes, support tickets, emails, SMS messages, in-app messages, push notification metadata, and customer service records.

Device, usage, log, and security information: We may collect IP address, device identifiers, browser type, operating system, app version, language settings, timezone, approximate location derived from IP address, referring URLs, pages viewed, session data, feature usage, error logs, crash reports, authentication events, API requests, security events, audit logs, and similar technical information.

Cookies, pixels, SDKs, and similar technologies: We may use cookies, local storage, mobile SDKs, pixels, analytics tools, and similar technologies to operate the Services, remember preferences, authenticate sessions, measure performance, improve user experience, detect fraud or abuse, and support marketing or attribution where permitted by law. You can control cookies through your browser or device settings, but disabling certain technologies may affect the functionality of the Services.

Information from third parties: We may receive information from landlords, tenants, contractors, service providers, DocuSign, Stripe, tenant screening or identity verification providers, app stores, analytics providers, cloud hosting providers, marketing platforms, referral partners, public sources, business directories, and other third parties.

Where another user provides your personal information to Propsynk, that user is responsible for ensuring they have the necessary authority, consent, or legal basis to do so.

The Services may involve sensitive information, including tenancy records, identity verification details, payment-related records, dispute-related documents, legal notices, property access details, images of rental units, communications between landlords and tenants, maintenance records, contractor records, and screening-related information.

Users should not upload highly sensitive information unless it is necessary for the relevant rental, maintenance, payment, screening, or legal workflow. Users should avoid uploading social insurance numbers, full government identification numbers, health information, children’s information, immigration documents, bank credentials, or unrelated sensitive records unless specifically required for a lawful purpose and supported by proper consent or authority.

We may use personal information for the following purposes:

• To provide, operate, maintain, secure, and improve the Services;
• To create and manage user accounts;
• To authenticate users and manage access permissions;
• To support landlord, tenant, contractor, and service provider workflows;
• To create, store, organize, review, send, sign, and manage leases, notices, forms, records, and documents;
• To support DocuSign electronic signature workflows;
• To support Stripe contractor job payment workflows and saved payment methods;
• To coordinate rent tracking, invoices, subscription billing, payment status, and payment-related workflows;
• To coordinate maintenance requests, contractor coordination, job tracking, property access, photos, invoices, status updates, and completion records;
• To manage the website, waitlist, demo requests, early access requests, and launch communications;
• To support tenant screening, applicant review, identity verification, or credential verification workflows where enabled and properly authorized;
• To send transactional messages, account notices, service updates, reminders, security alerts, and support messages;
• To provide customer support, onboarding, troubleshooting, and training;
• To analyze usage, improve functionality, develop new features, and measure performance;
• To detect, prevent, investigate, or address fraud, abuse, security incidents, unauthorized access, policy violations, or technical issues;
• To maintain audit logs, records, and evidence trails for legitimate business, compliance, tenancy, dispute, and security purposes;
• To comply with applicable laws, court orders, regulatory requests, lawful government requests, and legal obligations;
• To enforce our Terms of Service, contracts, policies, and legal rights;
• To send marketing communications where permitted by law and with required consent or lawful authority;
• To support business transactions such as financing, investment, merger, acquisition, sale, reorganization, or transfer of assets.

We collect, use, and disclose personal information with consent where required by law, or as otherwise permitted or required by applicable law.

Consent may be express or implied depending on the circumstances, the sensitivity of the information, the user’s role, and the reasonable expectations of the individual. For example, if a tenant submits a maintenance request with photos and a description, it may be obvious that the information will be shared with the landlord, property manager, and assigned contractor for the purpose of resolving the request. More sensitive uses, such as tenant screening, identity verification, saved payment methods, marketing, or certain third-party disclosures, may require express consent.

You may withdraw consent at any time, subject to legal, contractual, operational, and technical limitations. If you withdraw consent, we will explain the consequences where required. In some cases, withdrawing consent may limit or prevent access to certain features.

If tenant screening, background checks, identity verification, credit checks, employment verification, income verification, reference checks, or similar applicant review tools are offered through the Services, those tools may be provided by independent third-party screening providers.

Screening-related information may be sensitive and may be subject to privacy, consumer reporting, human rights, residential tenancy, and other laws. Landlords, property managers, and applicants are responsible for ensuring that screening requests, consents, use of reports, rental decisions, adverse action communications, retention, and disclosures comply with applicable law.

Propsynk does not guarantee the accuracy, completeness, legality, or suitability of screening reports provided by third parties. Unless expressly stated otherwise, Propsynk does not make final rental approval or denial decisions and is not responsible for a landlord’s or property manager’s rental decision.

Propsynk may help users organize tenancy records, communications, notices, lease documents, maintenance timelines, payment records, contractor records, and dispute-related evidence. However, Propsynk does not guarantee that any record, notice, communication, electronic signature, document, upload, audit trail, or timeline will be accepted by a court, tribunal, Residential Tenancy Branch, arbitrator, regulator, insurer, lawyer, or other decision-maker.

Users are responsible for ensuring that their documents, notices, service methods, timelines, evidence, communications, and tenancy actions comply with applicable law.

Propsynk does not currently use artificial intelligence anywhere in the Services. Propsynk does not currently provide AI-generated legal forms, AI-filled tenancy forms, AI-generated notices, AI rental decisions, AI-based tenant screening decisions, AI contractor recommendations, or AI-generated legal or tenancy content.

If Propsynk introduces artificial intelligence, automation, summaries, drafting assistance, recommendations, or similar features in the future, such features will be provided for convenience and workflow support only. They will not be legal, financial, tax, accounting, real estate, insurance, or professional advice. Propsynk will update this Privacy Policy and related product notices as appropriate before introducing such features.

We may disclose personal information in the following circumstances:

To other users involved in your workflow: We may disclose information between landlords, tenants, property managers, contractors, service providers, professional advisers, applicants, guarantors, occupants, and authorized representatives as necessary to provide the Services and complete the workflow initiated by the relevant users. For example, a tenant’s maintenance request may be visible to the landlord, property manager, and assigned contractor. A lease document may be visible to the landlord, tenant, and DocuSign. A contractor invoice may be visible to the landlord or property manager who requested the work. Contractor job payment status may be visible to relevant parties in the workflow.

To service providers and processors: We may disclose information to vendors that help us provide the Services, including cloud hosting providers, database providers, authentication providers, Stripe, DocuSign, tenant screening providers, identity verification providers, analytics providers, error monitoring providers, customer support tools, email/SMS/push notification providers, security providers, storage providers, and professional advisers.

To Stripe and financial service providers: Propsynk uses Stripe for certain payment workflows, including collecting and processing credit card information for contractor job payments. Payment-related data may be disclosed to Stripe, card networks, banks, fraud prevention providers, and other financial service providers as necessary to process payments, saved payment methods, subscriptions, refunds, chargebacks, disputes, taxes, receipts, and related financial workflows.

To DocuSign and document service providers: Propsynk uses DocuSign to support electronic signature workflows. Lease documents, names, email addresses, signatures, initials, timestamps, IP addresses, device information, envelope IDs, signing status, and audit trail information may be disclosed to and processed by DocuSign where electronic signature workflows are used.

To tenant screening, identity verification, or credential verification providers: Where enabled and authorized, applicant, tenant, landlord, contractor, or service provider information may be disclosed to screening, identity verification, business verification, credential verification, background check, or compliance providers.

To contractors, vendors, and marketplace participants: Where a user requests, assigns, accepts, quotes, performs, or completes maintenance or repair work through Propsynk, relevant information may be shared with contractors, vendors, landlords, property managers, tenants, occupants, Stripe, and other participants necessary to coordinate the job and related payment workflows.

For legal and safety reasons: We may disclose personal information where we believe it is reasonably necessary to comply with law, respond to lawful requests, protect rights or property, enforce agreements, investigate fraud or abuse, protect the safety of users or others, respond to emergencies, or establish, exercise, or defend legal claims.

In connection with business transactions: We may disclose or transfer personal information in connection with a proposed or completed financing, investment, merger, acquisition, corporate reorganization, sale of assets, bankruptcy, receivership, due diligence process, or similar business transaction, subject to appropriate confidentiality and legal safeguards.

We may store or process personal information in Canada, the United States, or other jurisdictions where we or our service providers operate. Stripe, DocuSign, cloud hosting providers, analytics providers, support providers, and other service providers may process information outside Canada. Personal information stored or processed outside your province, territory, or country may be subject to the laws of those jurisdictions, including lawful access by courts, law enforcement, regulators, or government authorities.

Where required by law, we will provide information about our use of service providers outside Canada and how individuals can obtain information about our policies and practices regarding such service providers.

We use administrative, technical, and physical safeguards appropriate to the sensitivity of the personal information we handle. These may include access controls, encryption in transit, encryption at rest where appropriate, authentication controls, role-based permissions, monitoring, logging, backups, vendor review, internal policies, staff training, and incident response procedures.

No system is completely secure. We cannot guarantee that personal information will never be accessed, used, disclosed, altered, lost, or destroyed without authorization.

Users are responsible for protecting their account credentials, using strong passwords, enabling available security features, maintaining secure devices, and promptly notifying us of suspected unauthorized access.

We retain personal information for as long as reasonably necessary to provide the Services, complete the purposes described in this Privacy Policy, comply with legal and regulatory obligations, resolve disputes, enforce agreements, maintain business records, maintain security logs, support audit trails, and protect legal rights.

Because Propsynk may be used to maintain tenancy records, legal notices, rent records, payment histories, maintenance timelines, contractor records, payment records, and dispute-related evidence, some records may be retained after account closure where reasonably necessary for legal, compliance, audit, security, tax, accounting, or dispute resolution purposes.

Users may request access, correction, or deletion of certain personal information by contacting [email protected]. Propsynk may refuse or limit deletion requests where retention is required or permitted by law, where records relate to another user, where records are needed for tenancy, payment, contractor, legal, security, tax, accounting, or dispute purposes, or where deletion would compromise the integrity of audit trails or legal records.

Subject to applicable law and reasonable verification of identity, you may have the right to:

• Request access to your personal information;
• Request correction of inaccurate or incomplete personal information;
• Withdraw consent, subject to legal or contractual restrictions;
• Ask questions about our privacy practices;
• Make a privacy complaint;
• Request information about our use of service providers outside Canada, where applicable;
• Request deletion or limitation of certain information where legally available.

We may refuse or limit requests where permitted or required by law, including where disclosure would reveal confidential commercial information, information about another person, privileged information, security-sensitive information, or information that cannot reasonably be separated from other records.

To make a privacy request, contact us at [email protected]. We may need to verify your identity before responding.

We rely on users to provide accurate, complete, and current information. Landlords, tenants, contractors, and other users are responsible for reviewing and updating their own information and for ensuring that information they upload about others is accurate and lawfully handled.

We may send service-related messages, including account notices, security alerts, transactional communications, payment notices, maintenance updates, lease workflow notifications, contractor job updates, DocuSign signing notifications, Stripe payment notifications, and support messages. These are necessary to provide the Services and may not always include an unsubscribe option.

We may send marketing communications only where permitted by applicable law, including Canada’s anti-spam laws. Where required, we will obtain consent, identify Propsynk Inc. as the sender, provide contact information, and include a clear unsubscribe mechanism.

Marketing emails from Propsynk will include an unsubscribe link or other legally compliant unsubscribe method. Marketing SMS messages, where used, will include a clear opt-out instruction, such as replying “STOP” or using another unsubscribe method provided in the message. Propsynk will process unsubscribe requests within the time required by law and will maintain records of marketing consent, unsubscribe requests, consent withdrawal, and communication preferences where reasonably necessary to demonstrate compliance.

Unsubscribing from marketing communications does not stop service-related or legally required messages, such as security alerts, account notices, billing notices, payment receipts, lease workflow messages, maintenance updates, contractor job updates, DocuSign signing messages, Stripe payment messages, or other transactional communications related to use of the Services.

Users can also contact [email protected] or [email protected] to update communication preferences.

The Services are intended for users who are at least the age of majority in their province or territory, or who use the Services with the involvement and consent of a parent or legal guardian where legally permitted.

Propsynk is not designed for children and does not knowingly collect personal information from children for general consumer use. If we learn that a child has provided personal information without appropriate consent, we may delete the information or take other appropriate steps.

If we become aware of a privacy breach or security incident involving personal information, we will assess the incident and take steps required by applicable law, which may include containment, investigation, remediation, recordkeeping, notification to affected individuals, and notification to privacy regulators where legally required.

Propsynk maintains a privacy breach response process designed to identify, contain, assess, document, and remediate actual or suspected privacy breaches. A privacy breach may include unauthorized access to, collection of, use of, disclosure of, copying of, modification of, loss of, or disposal of personal information.

When Propsynk identifies a suspected privacy breach, we will take reasonable steps to:

• Contain the incident and prevent further unauthorized access, use, disclosure, loss, or harm;
• Preserve relevant logs, records, system information, communications, and evidence;
• Determine what happened, when it happened, how it happened, and what systems, accounts, vendors, records, or individuals may be affected;
• Identify the types of personal information involved, including whether sensitive tenancy, payment, Stripe, DocuSign, identity, screening, maintenance, contractor, or legal records were affected;
• Assess the risk of harm to affected individuals;
• Notify affected individuals, privacy regulators, law enforcement, vendors, payment processors, e-signature providers, or other parties where required or appropriate;
• Take remedial steps, such as credential resets, access revocation, patching, configuration changes, vendor escalation, user guidance, monitoring, or process improvements;
• Maintain an internal breach record describing the incident, assessment, response, notifications, remediation, and outcome.

Propsynk will maintain records of privacy breaches as required by applicable law, including records of breaches that may not meet the threshold for external reporting.

The Services may contain links or integrations with third-party websites, applications, Stripe, DocuSign, tenant screening providers, app stores, contractors, vendors, or professional service providers. We are not responsible for the privacy practices, security, content, or conduct of third parties.

Users should review the privacy policies and terms of those third parties before using them.

Your use of the Site and Services is also governed by our Terms of Service, which is available at /terms-of-service.

We may update this Privacy Policy from time to time. If we make material changes, we will take reasonable steps to notify users, such as by posting the updated policy, changing the effective date, sending an email, or providing an in-app notice.

Your continued use of the Services after an updated Privacy Policy becomes effective means that you acknowledge the updated Privacy Policy, subject to applicable law.

If you have any questions, concerns, or requests regarding this Privacy Policy or your personal information, please contact us at:

Propsynk Inc.
Privacy Officer: Privacy Lead, Propsynk Inc.
Privacy Email: [email protected]
Legal Email: [email protected]
Support Email: [email protected]
Mailing Address: 6637 121A Street, Surrey, British Columbia, V3W 0H8, Canada
Website: https://propsynk.com