Privacy Notice

Personal information you disclose to us

In Short: We collect personal information that you provide to us.

We collect personal information that you voluntarily provide to us when you sign in to the Services, when you participate in activities on the Services, or otherwise when you contact us. Accounts on Prompt Realty are created by an administrator at the managing company — there is no public sign-up.

Personal information provided by you. The personal information we collect may include:

• names
• email addresses
• usernames
• passwords
• phone numbers
• property and unit addresses associated with your work or tenancy
• rent charges, payment records and payment status
• messages you send to staff, residents or owners through the app

Payment data. Where rent is paid through the Services, card and bank account numbers are collected and processed by our payment processor. We do not store them. We keep the record of the payment — its amount, date and status.

Sensitive information. We do not process sensitive information.

Application data. If you use our application(s), we may also collect the following if you choose to grant us access or permission:

• Mobile device access. We request access to your camera and photo library so you can attach before-and-after photographs and documents to a work order, turnover or violation. Access is requested at the moment you tap to add one, and you can change or withdraw it at any time in your device settings. The rest of the app continues to work without it.
• Push notifications. If you allow notifications, we store a device push token so we can tell you when a job is assigned to you or a message arrives. You can turn notifications off at any time in your device settings.
• We do not collect geolocation. The application does not request permission to track your device’s location, continuously or otherwise.
• We do not access your microphone and the application does not record audio.

All personal information that you provide to us must be true, complete, and accurate, and you must notify us of any changes to such personal information.

In Short: We process your information to provide, improve, and administer our Services, communicate with you, for security and fraud prevention, and to comply with law. We may also process your information for other purposes with your consent.

We process your personal information for a variety of reasons, depending on how you interact with our Services, including:

• To facilitate account creation and authentication and otherwise manage user accounts, so you can sign in and your account stays in working order.
• To deliver and facilitate delivery of services to the user — showing you the jobs, units, documents and payments your role is entitled to see.
• To enable communication between users, so a superintendent, a property manager and a resident can reach each other about a job.
• To send you notifications about work assigned to you, messages, and rent that is due — where you have allowed them.
• To keep a record of work carried out, including photographs taken as evidence of the condition of a unit before and after a job.
• To administer rent and payments, to show what is owed and what has been paid, and to produce statements.
• To protect our Services, including for fraud monitoring and prevention, and to comply with our legal obligations.

In Short: We may share information in specific situations described in this section and/or with the following third parties.

We may need to share your personal information in the following situations:

• With the managing company and other users of your account’s organization. Prompt Realty is a shared workplace tool. Information you enter is visible to authorized staff at the managing company, and to the resident or owner a job concerns, according to the permissions that company sets for each role.
• With service providers. We share information with vendors who process it on our behalf under contract — hosting, database, email delivery, push notification delivery, and payment processing. They may not use it for their own purposes.
• Business transfers. We may share or transfer your information in connection with, or during negotiations of, any merger, sale of company assets, financing, or acquisition of all or a portion of our business to another company.
• Legal obligations. We may disclose information where we are legally required to do so, or where disclosure is necessary to protect our rights or the safety of others.

We do not sell your personal information, and we do not share it with third parties for advertising or cross-context behavioral advertising.

In Short: We keep your information for as long as necessary to fulfill the purposes outlined in this privacy notice unless otherwise required by law.

We will only keep your personal information for as long as it is necessary for the purposes set out in this privacy notice, unless a longer retention period is required or permitted by law (such as tax, accounting, or other legal requirements). Records of completed work, photographs taken as evidence, and payment history are business records of the managing company and are retained for as long as that company and the law require them.

When we have no ongoing legitimate business need to process your personal information, we will either delete or anonymize such information, or, if this is not possible (for example, because your personal information has been stored in backup archives), then we will securely store your personal information and isolate it from any further processing until deletion is possible.

In Short: We aim to protect your personal information through a system of organizational and technical security measures.

We have implemented appropriate and reasonable technical and organizational security measures designed to protect the security of any personal information we process. Traffic between the applications and our servers is encrypted in transit, passwords are stored hashed and never in readable form, and what each account can see is enforced on the server rather than only hidden in the interface.

However, despite our safeguards and efforts to secure your information, no electronic transmission over the Internet or information storage technology can be guaranteed to be 100% secure, so we cannot promise or guarantee that hackers, cybercriminals, or other unauthorized third parties will not be able to defeat our security and improperly collect, access, steal, or modify your information. Although we will do our best to protect your personal information, transmission of personal information to and from our Services is at your own risk. You should only access the Services within a secure environment.

In Short: We do not knowingly collect data from or market to children under 18 years of age.

We do not knowingly solicit data from or market to children under 18 years of age. By using the Services, you represent that you are at least 18 or that you are the parent or guardian of such a minor and consent to such minor dependent’s use of the Services. If we learn that personal information from users less than 18 years of age has been collected, we will deactivate the account and take reasonable measures to promptly delete such data from our records. If you become aware of any data we may have collected from children under age 18, please contact us at akash.jain@technovistainc.com.

In Short: You may review, change, or terminate your account at any time.

If you are located in the EEA or UK and you believe we are unlawfully processing your personal information, you also have the right to complain to your local data protection supervisory authority. You can find their contact details here: https://ec.europa.eu/justice/data-protection/bodies/authorities/index_en.htm.

If you are located in Switzerland, the contact details for the data protection authorities are available here: https://www.edoeb.admin.ch/edoeb/en/home.html.

Withdrawing your consent: If we are relying on your consent to process your personal information, you have the right to withdraw that consent at any time by contacting us using the details in Section 11. Camera, photo library and notification permissions can each be withdrawn directly in your device settings. Withdrawal does not affect the lawfulness of processing carried out before it, nor processing carried out on another lawful basis.

Account information

If you would at any time like to review or change the information in your account or terminate your account, you can contact us at akash.jain@technovistainc.com. Upon your request to terminate your account, we will deactivate or delete your account and information from our active databases. We aim to confirm within 7 days and to complete the deletion within 30 days. We may retain some information in our files to prevent fraud, troubleshoot problems, assist with any investigations, enforce our legal terms and/or comply with applicable legal requirements — including records of completed work and payments, which the managing company keeps as a business record.

If you have questions or comments about your privacy rights, you may email us at akash.jain@technovistainc.com.

Most web browsers and some mobile operating systems and mobile applications include a Do-Not-Track (“DNT”) feature or setting you can activate to signal your privacy preference not to have data about your online browsing activities monitored and collected. At this stage no uniform technology standard for recognizing and implementing DNT signals has been finalized. As such, we do not currently respond to DNT browser signals or any other mechanism that automatically communicates your choice not to be tracked online. If a standard for online tracking is adopted that we must follow in the future, we will inform you about that practice in a revised version of this privacy notice.

In Short: Yes, if you are a resident of California, you are granted specific rights regarding access to your personal information.

California Civil Code Section 1798.83, also known as the “Shine The Light” law, permits our users who are California residents to request and obtain from us, once a year and free of charge, information about categories of personal information (if any) we disclosed to third parties for direct marketing purposes and the names and addresses of all third parties with which we shared personal information in the immediately preceding calendar year. If you are a California resident and would like to make such a request, please submit your request in writing to us using the contact information provided below.

If you are under 18 years of age, reside in California, and have a registered account with the Services, you have the right to request removal of unwanted data that you publicly post on the Services. To request removal of such data, please contact us using the contact information provided below and include the email address associated with your account and a statement that you reside in California.

CCPA Privacy Notice

The California Code of Regulations defines a “resident” as:

• every individual who is in the State of California for other than a temporary or transitory purpose, and
• every individual who is domiciled in the State of California who is outside the State of California for a temporary or transitory purpose.

All other individuals are defined as “non-residents.”

If this definition of “resident” applies to you, we must adhere to certain rights and obligations regarding your personal information.

What categories of personal information do we collect?

We have collected the following categories of personal information in the past twelve (12) months:

We may also collect other personal information outside of these categories where you interact with us in person, online, or by phone or mail — for example when you receive help through our support channels or when we respond to your inquiries.

Will your information be shared with anyone else?

We may disclose your personal information to our service providers pursuant to a written contract between us and each service provider. Each service provider is a for-profit entity that processes the information on our behalf.

Technovista Inc has not disclosed or sold any personal information to third parties for a business or commercial purpose in the preceding twelve (12) months, and will not sell personal information belonging to website visitors, users, or other consumers in the future.

Your rights with respect to your personal data

Right to request deletion of the data. You can ask for the deletion of your personal information. We will respect your request and delete your personal information, subject to certain exceptions provided by law.

Right to be informed. Depending on the circumstances, you have a right to know whether we collect and use your personal information, the categories we collect, the purposes they are used for, whether we sell them, and to whom they have been disclosed for a business purpose.

Right to non-discrimination for the exercise of your privacy rights. We will not discriminate against you if you exercise your privacy rights.

Verification process. Upon receiving your request, we will need to verify your identity to determine that you are the same person about whom we have information in our system. We will only use personal information provided in your request to verify your identity or authority to make the request, and we will delete any additional information provided for verification as soon as we finish verifying you.

Other privacy rights. You may object to the processing of your personal information; request correction of your personal data if it is incorrect or no longer relevant; ask to restrict processing; and designate an authorized agent to make a request on your behalf. We may deny a request from an authorized agent that does not submit proof of valid authorization.

To exercise these rights, contact us by email at akash.jain@technovistainc.com. If you have a complaint about how we handle your data, we would like to hear from you.

In Short: Yes, we will update this notice as necessary to stay compliant with relevant laws.

We may update this privacy notice from time to time. The updated version will be indicated by an updated “Last updated” date and will be effective as soon as it is accessible. If we make material changes to this privacy notice, we may notify you either by prominently posting a notice of such changes or by directly sending you a notification. We encourage you to review this privacy notice frequently to be informed of how we are protecting your information.

If you have questions or comments about this notice, you may email us at akash.jain@technovistainc.com or by post to:

Based on the applicable laws of your country, you may have the right to request access to the personal information we collect from you, change that information, or delete it. To request to review, update, or delete your personal information, email akash.jain@technovistainc.com from the address on your account and tell us what you would like us to do. We aim to acknowledge within 7 days and to complete the request within 30 days.