Privacy Policy

1. Scope

This Privacy Policy applies to Proficient Homes websites, portals, mobile-responsive experiences, account services, and related support operated by Proficient Property Services. It applies to owners, homeowners, residents, property managers, administrators, vendors, invited users, and visitors.

2. Information we may collect

• Account and identity information, such as name, email address, role, organization, account credentials, invitation status, and profile information.
• Property and housing information, such as property address, ownership or management relationships, resident assignments, lease-related information, home characteristics, assets, maintenance schedules, and service history.
• Maintenance and vendor information, such as requests, photos or uploads, estimates, work notes, appointment information, completion evidence, vendor profiles, and service communications.
• Documents and communications you choose to submit, including lease or property records, messages, notices, signatures, and uploaded files.
• Billing and transaction information, such as plan, subscription status, charge descriptions, payment status, receipts, transaction identifiers, and reconciliation information. Payment credentials may be handled directly by a payment processor.
• Technical and security information, such as device/browser information, session activity, timestamps, audit events, error logs, and information used to prevent fraud or unauthorized access.

3. Sources of information

We may receive information directly from you; from an owner, property manager, administrator, resident, vendor, or other authorized user who invites you or manages a shared property relationship; from payment, hosting, email, storage, authentication, or other service providers; and from records generated when you use the platform.

4. How we use information

• Create and secure accounts, authenticate users, and enforce role-based access.
• Provide property, lease, payment, maintenance, home-care, document, communication, vendor, and administrative features.
• Process or reconcile authorized payments and provide billing records or receipts.
• Send service messages, invitations, maintenance updates, payment notices, account alerts, and other requested communications.
• Provide support, troubleshoot errors, improve usability, measure service performance, and develop features.
• Detect misuse, investigate security events, maintain audit logs, enforce agreements, and comply with legal obligations.

5. How information may be shared

• With other authorized users connected to the same property or workflow, according to their role and the function being used.
• With vendors or service professionals when information is reasonably needed for an assigned or requested service.
• With service providers that support hosting, database operations, storage, communications, authentication, payment processing, analytics, security, and customer support, subject to appropriate contractual or operational safeguards.
• When required by law, legal process, safety needs, fraud prevention, protection of rights, or a valid government request.
• In connection with a merger, financing, acquisition, reorganization, or sale of all or part of the business, subject to applicable privacy obligations.

6. Sale and targeted advertising

Proficient Homes is designed to provide property-management and home-care services, not to sell personal information or use personal information for cross-context behavioral advertising. If our practices change in a way that creates a legal right to opt out, we will provide the required notice and control before applying that practice where required.

7. Data retention

We retain information for as long as reasonably necessary to provide the service, maintain property and transaction records, resolve disputes, meet contractual or legal obligations, preserve security and audit records, and support legitimate business needs. Different categories of records may have different retention periods.

8. Security

We use administrative, technical, and organizational safeguards intended to protect personal information. No online system can guarantee absolute security. Users are responsible for protecting account credentials, using strong unique passwords, and promptly reporting suspected unauthorized access.

9. Your privacy choices and rights

Depending on your location and the law that applies, you may have rights to request access to, correction of, deletion of, or a portable copy of personal information, and to appeal certain privacy-request decisions. Some records may need to be retained because of legal obligations, contracts, fraud prevention, property-record requirements, or the rights of other parties.

You may update certain profile information through the platform when that feature is available. Other privacy requests may be submitted through the support or contact channel listed on the Proficient Property Services website. We may need to verify your identity and authority before completing a request.

10. Children

Proficient Homes accounts are intended for adults who can legally enter into contracts or use the service in an authorized adult role. We do not knowingly create platform accounts for children under 13. Property records may include limited household information supplied by an authorized adult when reasonably necessary for property operations, but users should avoid uploading unnecessary sensitive information about minors.

11. Third-party services and links

The platform may connect to or link to third-party services. Their privacy practices are governed by their own notices and contracts, not this Privacy Policy.

12. Changes and contact

We may update this Privacy Policy as the platform, law, or our data practices change. The effective date will be updated when appropriate. Questions or privacy requests may be submitted through the support or contact channel listed on the Proficient Property Services website.