Privacy ยท version 2026-08-20-xt3-v1
Privacy and data requests.
PropertyWorkHQ processes the information needed to operate property-maintenance workflows, protect accounts, coordinate authorized providers/residents and preserve necessary operational evidence. It is not a behavioural-advertising or data-broker service.
What we collect
Depending on the workflow: PM/business/contact and authority evidence; portfolios, properties, units and work orders; residents and access preferences; existing/preferred vendor information; provider Passport/compliance evidence; workforce identity; approvals, offers, assignments and outcomes; job-scoped messages; incident/service-recovery records; integration events; consent/security metadata; and encrypted lockbox/gate/alarm/access secrets when intentionally supplied through Secure Property Access.
Role-scoped use and sharing
Data is used to provide the requested maintenance workflow, verify eligibility, coordinate internal teams/preferred vendors/QuoteCapture network providers, send transactional notifications, operate authorized integrations, investigate incidents and protect the service. Users receive only the information permitted for their role, organization, portfolio/property and job. A resident does not receive PM internal/commercial information; a provider does not receive unrelated resident/property information.
Secure property access
Door, gate, alarm, key and lockbox secrets should be stored only through the secure-access workflow. Those values are encrypted, job/property scoped, time/assignment controlled where applicable, excluded from ordinary telemetry and audited when revealed. Ordinary notes/messages should not contain access codes.
Communications and evidence
Job messages and workflow events may form part of the tamper-evident job record, together with timestamps, delivery information and attachment hashes. Display redactions do not silently rewrite underlying evidence where retention remains necessary for disputes, security, commercial provenance or legal obligations.
Integrations
Authorized PM administrators may connect supported external systems using scoped credentials. Integration keys are limited to their workspace and supported operations and are revoked during offboarding.
Retention/offboarding
Active access, integration credentials and sensitive property-access privileges are revoked when the relevant relationship ends. Retention then follows the configured record-specific policy and applicable law. Where evidence must be preserved, unnecessary personal data should be minimized or anonymized where appropriate.
Request access, correction or deletion
Requests are subject to reasonable identity/authority verification and legal/security retention exceptions.