1. Who we are

QuipKey (“we”, “us”, “our”) is a property management platform serving landlords, tenants, contractors, property managers, and building staff in the United States and Canada. This policy explains how we handle personal information collected through our web application, mobile apps, and related services (collectively, the “Platform”).

2. Information we collect

We collect information you provide directly to us and information generated by your use of the Platform:

Account information, name, email address, phone number, and password.
Identity verification, government-issued ID via our verification provider (Stripe Identity) for contractors and, where required, owners and tenants. We do not store raw ID images, ID numbers, or dates of birth on our servers. From a completed verification we derive a one-way, non-reversible identity fingerprint (a salted hash) used only to prevent fraud, detect duplicate or self-dealing accounts, and enforce bans.
Property and lease data, addresses, lease terms, rent amounts, move-in/move-out inspection records, and e-signatures.
Payment data, we use Stripe to process payments. We never store raw card numbers or full bank account numbers. Only tokenized references are retained.
Maintenance records, photos, videos, work order details, and job completion evidence.
Location, for contractors, your device location at key moments (accepting a job and checking in at a job site) to confirm you can reach and are present at the work. Location is required to accept and perform jobs. We capture it only at those moments — we do not track you continuously — and your device asks your permission the first time.
Device and usage data, IP address, browser type, pages visited, and timestamps for security and audit purposes.

3. How we use your information

To operate and provide the Platform, including lease management, rent collection, and maintenance coordination.
To verify identities and prevent fraud, including using identity fingerprints to stop a banned individual from re-registering and to prevent the same person from acting as both parties in a payment.
To process payments and transfer funds to the appropriate parties.
To maintain an immutable audit trail for compliance and dispute resolution.
To send transactional notifications (rent receipts, maintenance updates, lease signatures).
To improve the Platform through aggregated, anonymized analytics.

4. How we share your information

We do not sell your personal information. We share data only in these circumstances:

With other Platform users, landlords and tenants share lease-related data; contractors receive job details from the landlord who hired them.
Payment processor, Stripe receives the data needed to process transactions.
Identity verification, Stripe Identity for contractor KYC.
Legal requirements, if required by law, court order, or to protect the safety of users or the public.

5. Data storage and security

QuipKey is designed as a self-hosted platform. Customer data is stored on PostgreSQL databases and MinIO object storage within the infrastructure you or we control. All data in transit is encrypted with TLS 1.3. Lease signatures are cryptographically hashed with SHA-256. We maintain immutable audit logs of all significant actions.

6. Data retention

We retain account data for as long as your account is active. Lease records and financial transaction records are retained for a minimum of seven years to satisfy legal and accounting obligations. Where we detect fraud, abuse, or conduct that threatens the safety of the Platform or its users, we may retain the relevant records — including identity fingerprints, ban records, and security logs — for as long as necessary to protect QuipKey and its users, including after an account is closed or deleted. You may request deletion of other non-legally-required data by contacting us.

7. Your rights

Depending on your location, you may have the right to:

Access the personal information we hold about you.
Correct inaccurate information.
Request deletion of your data (subject to legal retention requirements and our fraud-prevention needs described in Section 6).
Export your data in a machine-readable format.
Opt out of non-essential communications.

To exercise these rights, contact us at support@quipkey.com.

8. Cookies

We use session cookies necessary for authentication and security. We do not use third-party advertising or tracking cookies. You can disable cookies in your browser, but some features of the Platform may not function correctly.

9. Children

The Platform is not intended for users under 18. We do not knowingly collect personal information from minors.

10. Changes to this policy

We may update this policy from time to time. Material changes will be communicated via email or an in-app notice at least 14 days before taking effect. Continued use of the Platform after that date constitutes acceptance of the updated policy.

11. Contact us

Questions about this policy? Reach us at support@quipkey.com.

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