HubLogix — Privacy Policy (Template)

Last updated: [Date]

This is a starting template, not finished legal language — have an attorney review before publishing, especially regarding which state and international privacy laws apply to you (see notes at the end).

1. Who we are

[Company Legal Name] ("HubLogix," "we," "us," "our") operates the HubLogix property management platform (the "Service"). This Privacy Policy explains what personal data we collect, how we use it, and the choices you have.

2. What we collect

Account & profile data

• Name, email, phone number, password (stored hashed), account role

(Landlord or Tenant).

Property & tenancy data

• Property addresses, unit details, lease terms, rent amounts, pet

information.

Financial data

• Rent payment records, payment status, and (for Pro-plan Landlords)

transaction data processed through Stripe. We do not store full payment card or bank account numbers ourselves — Stripe handles that as our payment processor.

Screening & voucher/subsidy data (where applicable)

• Tenant screening reports uploaded by Landlords, voucher/subsidy type,

housing authority contact information, HAP contract documents, and recertification dates. This category can include sensitive information about a Tenant's income source and housing assistance status.

Inspection & maintenance data

• Inspection checklists, notes, and photos; maintenance request

descriptions and photos.

Usage & device data

• Log data, device/browser information, and analytics data collected

automatically when you use the Service.

3. How we use this data

We use collected data to:

• Provide and operate the Service (e.g., displaying rent schedules,

processing payments, generating inspection reports);

• Send transactional notifications (payment reminders, recertification

alerts, maintenance updates);

• Process subscription billing;
• Maintain security and prevent fraud;
• Improve the Service (aggregated/de-identified analytics);
• Comply with legal obligations, including responding to lawful

requests from housing authorities or government agencies where required.

We do not sell personal data. We do not use Tenant screening or voucher/subsidy data for advertising purposes.

4. Who we share data with

• Landlords and Tenants, within the scope of their own

relationship (e.g., a Landlord can see their own Tenants' data; a Tenant sees only their own unit's data).

• Service providers who process data on our behalf: Stripe

(payments/billing), Supabase (hosting, database, file storage), and any email/notification provider we use. These providers are bound by their own data protection obligations.

• Legal/compliance disclosures: we may disclose data if required by

law, subpoena, or to protect the rights, property, or safety of HubLogix, our users, or the public.

• We do not share screening report data or voucher/subsidy status data

with third parties for marketing purposes.

5. Data retention

We retain personal data for as long as your account is active, plus a limited period after closure to allow data export or account reactivation (see Terms of Service, Section 9), except where longer retention is required by law (e.g., financial transaction records).

6. Your rights and choices

Depending on your location, you may have rights to access, correct, export, or delete your personal data, and to object to or restrict certain processing. To exercise these rights, contact us at [support email]. We will respond consistent with applicable law (e.g., CCPA/CPRA for California residents, or other state privacy laws that may apply).

[Note: if you'll have users in the EU/UK, EEA, or specific U.S. states with comprehensive privacy laws (California, Colorado, Virginia, Connecticut, and a growing list of others), this section needs to be built out with the specific rights, request-verification process, and "Do Not Sell/Share" mechanics those laws require — that's jurisdiction- specific work best done with counsel.]

7. Data security

We use industry-standard safeguards (encryption in transit, access controls, Row Level Security at the database level) to protect data. No system is completely secure, and we cannot guarantee absolute security of information transmitted to or stored by the Service.

8. Children's privacy

The Service is not directed to individuals under 18, and we do not knowingly collect personal data from children.

9. International data transfers

[Include only if applicable: e.g., "Our servers are located in [location]. If you access the Service from outside [location], your data will be transferred to and processed in [location]."]

10. Changes to this policy

We may update this Privacy Policy from time to time. We'll notify you of material changes via the Service or email before they take effect.

11. Contact

Questions about this Privacy Policy or your data: [support email / mailing address]