Privacy Policy for the AllPro Property app and portal

What the app and portal collect

• Account information: your name, email address or username, your role (resident, owner or management), the property and unit you are linked to, your chosen language, and your sign-in security details (a password stored only as a salted hash, authenticator and recovery-code records, and sign-in session records).
• Maintenance requests: the category, priority and description you type, the time of the request, its status, scheduling choices you make, and decisions owners make on estimates.
• Photos and files: photos or PDFs you attach to a request. The app removes location data from photos on your iPhone before sending them. Files are checked by a malware scanner before they are stored.
• On your iPhone only: your sign-in is kept in the iPhone Keychain; request drafts and recently viewed requests are cached on the phone and removed when you sign out; your language choice and your Face ID lock setting are stored in the app’s settings. We do not receive your Face ID or fingerprint data; the lock uses Apple’s on-device check.
• Camera and photo library: used only when you tap to take or choose a photo for a request. The app asks first.
• We do not collect your location, contacts or advertising identifier. The app has no advertising, analytics or tracking software, and we do not track you across other companies’ apps or websites.

Notifications. Push notifications are off in this version of the app. If we add them later, the app will ask your permission first, and we will update this policy to describe the information they use.

How we use it

To run your account; to receive, route, schedule and track maintenance requests; to prepare and review repair estimates; to translate messages so the management team can read them in English and you can read the app in your language (see below); to send notices about your requests by email; to keep the records described below; and to protect the security of the portal.

AI-assisted estimates and translation (OpenAI)

Estimates. When you agree, in the app or on the web request form, the portal may send up to four reduced-size photos (with location data removed), the request category, priority and description, and AllPro’s repair price list to OpenAI, our AI service provider, so it can suggest an estimate. Your name, email address and home address are not sent. A person at AllPro or the property owner reviews every estimate. Nothing is scheduled or charged automatically.

If you decline, nothing about your request is sent to AI, and the management team reviews your request by hand. You can change your choice at any time in Account.

Translation. Text you or management write (descriptions, comments, estimate wording) may be translated by the same provider, only if you agreed. The original text is always kept alongside the translation.

Who receives it

We do not sell your information and we do not use it for advertising or tracking. We share it only with:

• The property’s management team and its assigned owner: your requests, descriptions, photos, scheduling and estimate decisions for your property.
• OpenAI, only as described above and only if you agreed.
• Service providers that run the portal for us: the portal is hosted on Hetzner, and an email delivery provider sends our notices.
• Authorities, when the law requires.

How long we keep it

We keep your information for as long as your account is active or the property is managed by us, and as needed for business, insurance, legal, tax and accounting purposes, then delete or anonymize it. Sign-in session records are kept only as long as needed for security. Cached copies on your iPhone are removed when you sign out or delete the app.

Your choices, access and deletion

• You can use the app without turning on the camera, photo library, Face ID or AI features.
• To see, correct or delete your information, or to close your account, tap Account > Request account deletion in the app, or email support@allproprojectmanagement.com, or call 774-686-2660. We will confirm your identity, close the account, and delete or de-identify your personal information within 30 days, except records we must keep for legal, tax, insurance or safety reasons or because they are part of the property’s maintenance history.
• Deleting the app from your iPhone removes the on-device data but does not close your account.

Security

Traffic is encrypted with HTTPS. Owner and management accounts require an authenticator code. Sessions end after 30 minutes without activity. Access is limited to the people who need it.

Changes

We will post any update to this policy on this page and change the effective date above.

Contact

• Email: support@allproprojectmanagement.com (we reply on business days)
• Phone: 774-686-2660, Mon–Fri 8 AM–5 PM, Sat 9 AM–1 PM Eastern
• Mail: AllPro Project Management LLC, 500 Cummings Center, Suite 6500A, Beverly, MA 01915