Privacy Policy

LodgeX Property Management Software

Effective Date: March 21, 2026

1. Introduction

LodgeX PMS is a cloud-based property management software platform designed to help property owners, landlords, property managers, and their staff efficiently manage residential and commercial properties. We take your privacy seriously and are committed to being transparent about how we collect, use, and protect your information.

This Privacy Policy explains:

• What information we collect
• How we use that information
• Who we share it with
• How long we keep it
• Your rights and choices
• How to contact us with questions

By using LodgeX PMS (the "Service"), you agree to the terms of this Privacy Policy. If you do not agree, please do not use our Service.

2. Information We Collect

LodgeX PMS collects different types of information depending on your role as a user (property owner, manager, staff member, or tenant) and how you interact with our platform.

2.1 Information You Provide Directly

Account Registration & Profile Information:

• Full name
• Email address
• Phone number
• Business name (if applicable)
• Business address or mailing address
• User credentials (username/password hash, managed by Clerk)
• Profile photo or avatar (optional)

Property Information:

• Property address(es)
• Property type (apartment, house, commercial, etc.)
• Number of units or bedrooms
• Property description and photos
• Property amenities and features
• Mortgage or financing details (optional)

Tenant & Occupant Information:

• Tenant names
• Tenant contact information (email, phone, mailing address)
• Social Security Numbers or Tax IDs (for identity verification purposes)
• Lease terms and dates
• Move-in and move-out dates
• Occupancy status

Payment & Financial Information:

• Bank account information (for rent collection; processed by third-party payment processor)
• Payment history
• Rental rates and pricing
• Charges, fees, and adjustments
• Late payment notices and payment plans
• Transaction records

Communication:

• Messages sent through our platform
• Support tickets and customer service inquiries
• Feedback, reviews, and survey responses
• Feature requests and bug reports

Maintenance & Service Requests:

• Description of maintenance issues
• Dates and times of requests
• Vendor or contractor information
• Work order details and completion status
• Associated costs

Legal & Compliance Documentation:

• Lease agreements and signed documents
• Disclosures and notices
• Legal dispute or eviction records (if recorded in the system)
• Inspection reports
• Compliance documentation

2.2 Information Collected Automatically

Usage Data:

• Pages visited and features accessed
• Time spent on the platform
• Clicks and interactions
• Search queries
• Error messages and debugging data
• Device type, operating system, and browser information

Authentication Data:

• Login attempts and timestamps
• IP addresses
• Session identifiers
• Device identifiers

Cookies & Similar Technologies:

• Session cookies (for maintaining your login)
• Preference cookies (for saving your settings)
• Analytics cookies (through Google Analytics)

Location Data:

• Approximate location based on IP address
• Specific location data if you enable location services

Log Data:

• Server logs containing IP addresses, access times, and requests
• Error logs and crash reports

2.3 Information from Third Parties

Authentication Provider (Clerk): We use Clerk for identity and authentication services. Clerk may share user profile information with us, including name, email, and phone number associated with your account.

Payment Processors: When you collect rent or process payments through our platform, payment information is handled by third-party payment processors. We do not store full credit card numbers or banking credentials directly; these are encrypted and secured by the payment processor.

Third-Party Integrations: If you connect other services to LodgeX PMS (such as accounting software, communication platforms, or other business tools), we may receive information shared through those integrations.

Public Records: We may receive property information from public property databases or tax records to help verify or populate property details.

3. How We Use Your Information

3.1 Service Delivery & Operations

• Creating and maintaining your account
• Providing core property management features and functionality
• Processing payments and rent collection
• Generating reports and analytics for property management
• Sending transactional emails (confirmations, receipts, notices)
• Providing customer support and technical assistance
• Storing and managing property and tenant information as you direct

3.2 Communication

• Responding to your inquiries and support requests
• Sending service announcements and platform updates
• Notifying you of changes to our policies or Service
• Sending reminders about lease expirations, maintenance tasks, or due dates
• Facilitating communication between property managers, staff, and tenants within the platform

3.3 Improvement & Development

• Analyzing usage patterns to improve the platform
• Identifying and fixing bugs or technical issues
• Testing new features or improvements
• Understanding user needs and preferences
• Conducting research to enhance our Service

3.4 Legal & Compliance

• Complying with applicable laws, regulations, and legal obligations
• Responding to lawful requests from government authorities
• Enforcing our Terms of Service and other agreements
• Preventing fraud, abuse, or other illegal activities
• Protecting the rights, property, and safety of LodgeX PMS, our users, and the public

3.5 Marketing & Analytics

• Sending promotional emails or newsletters (with your opt-in consent)
• Conducting marketing analysis and campaign evaluation
• Measuring platform performance through Google Analytics
• Understanding user behavior and engagement

4. Special Considerations for Tenant Data

Property managers and landlords who use LodgeX PMS are responsible for collecting tenant information lawfully and transparently. Tenants and occupants have rights over their personal data.

4.1 Tenant Rights

Access & Transparency: Tenants have the right to know what information about them is stored in LodgeX PMS and how it is used. Property managers should inform tenants of their data practices.

Data Accuracy: Tenants have the right to request correction of inaccurate information. Property managers should provide a mechanism for tenants to review and request changes to their information.

Deletion & Data Minimization: Tenants may request deletion of their data when no longer needed. Property managers should retain tenant data only as long as legally required (typically through the end of the tenancy plus applicable retention periods).

Restrictions on Use: Tenant information provided to LodgeX PMS by property managers should be used only for legitimate property management purposes, not for unrelated marketing, sales, or other purposes.

4.2 Our Responsibilities

• We maintain technical and organizational measures to protect tenant data
• We do not use tenant data for our own marketing purposes (unless a tenant is also a registered user)
• We assist property managers in fulfilling tenant data requests when made through our platform
• We comply with tenant rights under applicable laws (CCPA, GDPR, state privacy laws, etc.)

5. How We Share Your Information

We do not sell or rent your personal information. However, we share information in the following circumstances:

5.1 Service Providers & Third-Party Processors

We share necessary information with third parties that help us operate our Service:

• Authentication (Clerk): Account creation, authentication, profile and identity verification, session management
• Cloud Infrastructure & Hosting (Vercel): Application hosting and delivery, server logs, performance monitoring
• Database & Backend Services (PostgreSQL): Storage and retrieval of user and property data, backup and disaster recovery
• Email & Communications (Resend): Transactional email delivery, notification services
• Analytics (Google Analytics): User behavior and engagement metrics, website traffic analysis
• Payment Processing: Payment information handled directly by payment processor, not LodgeX PMS

All service providers are contractually obligated to use your information only as necessary to provide their services and maintain confidentiality.

5.2 Legal Requirements & Law Enforcement

We may disclose information when legally required to do so:

• In response to lawful court orders or subpoenas
• To comply with government agency requests
• When disclosure is necessary to enforce our Terms of Service
• To protect the safety, rights, or property of LodgeX PMS, our users, or the public
• To prevent or investigate fraud or illegal activity

5.3 Business Transfers

If LodgeX PMS is acquired, merged, or substantially all assets are transferred, your information may be transferred as part of that transaction. We will provide notice if such an event occurs and any choices you may have regarding your information.

5.4 Aggregated & De-identified Data

We may share aggregated or de-identified information that cannot reasonably be used to identify you. This might include aggregate statistics about platform usage, market trends and research findings, or anonymized case studies.

5.5 With Your Consent

We may share your information for purposes not described in this Privacy Policy with your explicit prior consent.

6. Data Security

We implement administrative, technical, and physical safeguards designed to protect your information against unauthorized access, alteration, disclosure, or destruction.

6.1 Security Measures

• Encryption of data in transit (HTTPS/TLS)
• Encryption of sensitive data at rest
• Secure user authentication through Clerk
• Regular security monitoring and logging
• Access controls limiting who can view data
• Regular backups and disaster recovery procedures
• Security vulnerability assessments

6.2 Limitations

While we implement strong security measures, no method of transmitting or storing information is 100% secure. We cannot guarantee absolute security. You are responsible for maintaining the confidentiality of your password and account credentials.

6.3 Incident Response

In the event of a security breach involving your personal information, we will:

• Investigate the incident promptly
• Notify affected users and relevant authorities as required by law
• Provide information about steps you can take to protect yourself
• Work to remediate the underlying vulnerability

7. Data Retention

We retain your information for as long as necessary to provide our Service and fulfill the purposes outlined in this Privacy Policy.

7.1 Retention Periods

• Account Information: Retained while you maintain an active account. After account deletion, may be retained for legal, compliance, or business purposes for up to 2 years.
• Property & Tenant Data: Retained for the duration of your active management of the property, plus state-mandated retention periods (typically 3-7 years depending on jurisdiction and record type).
• Payment Information: Retained by payment processors per their policies; we do not retain full credit card numbers.
• Communication Records: Retained for at least 1 year for support and reference purposes.
• Log Data: Retained for up to 90 days for security and troubleshooting purposes.
• Backups: May be retained longer as part of standard backup procedures, then deleted per retention schedule.

7.2 Deletion Requests

You may request deletion of your information. We will honor deletion requests where legally permissible, though we may retain information as required by law or for legitimate business needs.

8. Your Privacy Rights & Choices

8.1 Access & Portability

You have the right to access your personal information and, in many cases, receive a copy of it in a portable format.

8.2 Correction & Updates

You can update or correct your account information through your user profile or by contacting us.

8.3 Deletion

You may request deletion of your account and associated information, subject to legal retention requirements.

8.4 Marketing Communications

You can opt out of promotional emails at any time by clicking the "Unsubscribe" link in emails we send, adjusting your notification preferences in your account settings, or contacting us. We will continue to send transactional and service-related emails.

8.5 Cookies & Tracking

Most browsers allow you to refuse cookies or alert you when cookies are being used. You can typically adjust your browser settings to disable cookies, though this may impact platform functionality. You can opt out of Google Analytics by using the Google Analytics Opt-Out Browser Add-on.

8.6 California Consumer Privacy Act (CCPA)

If you are a California resident, you have specific rights under the CCPA:

• Right to Know: You can request what personal information we collect, use, and disclose.
• Right to Delete: You can request deletion of personal information we collected from you, with certain exceptions.
• Right to Opt-Out: You can opt out of our sale or sharing of your personal information. (Note: LodgeX PMS does not currently sell personal information.)
• Right to Correct: You can request correction of inaccurate personal information.
• Right to Limit Use: You can limit our use and disclosure of your sensitive personal information.
• Non-Discrimination: We will not discriminate against you for exercising your CCPA rights.

To submit a CCPA request, email privacy@lodgexpms.com with your name, the email address associated with your account, a clear description of your request, and proof of identity. We will respond within 45 days.

8.7 European Users & GDPR

If you are located in the European Union, United Kingdom, or other jurisdictions with similar laws, you have rights under the General Data Protection Regulation (GDPR):

• Right to Access: Receive a copy of your personal data.
• Right to Rectification: Correct inaccurate data.
• Right to Erasure: Request deletion under certain circumstances.
• Right to Restrict Processing: Limit how we use your data.
• Right to Data Portability: Receive your data in a structured, commonly used format.
• Right to Object: Object to certain types of processing.
• Right to Lodge a Complaint: File a complaint with your local data protection authority.

Our legal basis for processing includes performance of our contract with you, compliance with legal obligations, legitimate interests in operating our Service, and your explicit consent where required. To exercise these rights, contact privacy@lodgexpms.com.

8.8 Other State Privacy Laws

We comply with applicable privacy laws in all U.S. states where our users are located, including but not limited to the Colorado Privacy Act (CPA), Connecticut Data Privacy Act (CTDPA), Utah Consumer Privacy Act (UCPA), Virginia Consumer Data Protection Act (VCDPA), and Montana Consumer Data Privacy Act (MCDPA). You have similar rights under these laws. Contact us to exercise these rights.

9. Third-Party Links & Services

LodgeX PMS may contain links to third-party websites or services. This Privacy Policy applies only to our Service. We are not responsible for the privacy practices of third-party websites or services. We encourage you to review their privacy policies before providing your information.

10. Children's Privacy

LodgeX PMS is not intended for children under the age of 13. We do not knowingly collect personal information from children under 13. If we become aware that we have collected information from a child under 13, we will delete such information and terminate the child's account. If you are a parent or guardian and believe your child has provided information to LodgeX PMS, please contact us immediately.

11. Cookies & Similar Technologies

11.1 Types of Cookies We Use

• Session Cookies: Necessary for platform functionality and logging in
• Preference Cookies: Remember your settings and preferences
• Analytics Cookies: Track usage through Google Analytics
• Security Cookies: Protect against fraud and unauthorized access

11.2 Google Analytics

We use Google Analytics to understand how users interact with our platform. Google Analytics may set cookies and collect usage information. You can opt out using the Google Analytics Opt-Out Browser Add-on.

11.3 Cookie Control

You can control cookies through your browser settings. Most browsers allow you to refuse cookies or alert you when they are being set. Disabling cookies may affect platform functionality.

12. International Data Transfers

LodgeX PMS is hosted on servers located in the United States (Vercel). If you are located outside the United States, your information will be transferred to, stored in, and processed in the United States. By using LodgeX PMS, you consent to the transfer of your information to the United States. We implement appropriate safeguards (such as Standard Contractual Clauses) to protect your information in international transfers.

13. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. We will notify you of material changes by posting the revised Privacy Policy with an updated "Effective Date," sending you an email notification if the change significantly affects your rights, and requiring your consent if legally required. Your continued use of LodgeX PMS after changes become effective constitutes your acceptance of the updated Privacy Policy.

14. Contact Us

If you have questions, concerns, or requests regarding this Privacy Policy or our privacy practices, please contact us:

LodgeX PMS
Email: privacy@lodgexpms.com
Website: https://lodgexpms.com

Response Timeline: We will respond to privacy inquiries within 30 days of receipt.

15. Additional Information for Specific Roles

15.1 For Property Owners & Managers

You are a "data controller" under GDPR and similar laws when you use LodgeX PMS to collect tenant information. You are responsible for obtaining lawful consent, providing privacy notices to tenants, honoring tenant requests, ensuring compliance with fair housing laws, and retaining only data necessary for property management. LodgeX PMS acts as a "data processor" on your behalf.

15.2 For Tenants & Occupants

Your landlord or property manager is the primary data controller responsible for the tenant information they collect and store in LodgeX PMS. You have the right to know what information is stored about you, to access and correct your information, and to request deletion of information no longer needed. Contact your property manager directly with questions, or reach out to privacy@lodgexpms.com if you need assistance.

15.3 For Staff Members

If you are an employee or contractor using LodgeX PMS, your information is collected to enable your role. You have rights to access and correct your information. Contact your employer or privacy@lodgexpms.com with questions.

16. State-Specific Supplements

16.1 California

Under the California Consumer Privacy Act (CCPA) and California Privacy Rights Act (CPRA), you have the rights outlined in Section 8.6 above. LodgeX PMS does not sell or disclose personal information for cross-context behavioral advertising.

16.2 Virginia, Colorado, Connecticut, Utah, Montana

You have rights similar to those outlined in Sections 8.6-8.8, including rights to access, correct, delete, and port your data. Contact privacy@lodgexpms.com to exercise these rights.

16.3 New York

If SHIELD Act requirements apply, we implement security measures and notify you of security breaches as required by law.

17. Disclaimer & Acknowledgment

18. Entire Agreement

This Privacy Policy, together with our Terms of Service, constitutes the entire agreement between you and LodgeX PMS regarding privacy and the handling of your personal information. If any provision of this Privacy Policy is found to be invalid or unenforceable, the remaining provisions will remain in effect.

Last Updated: March 21, 2026

Questions? Contact privacy@lodgexpms.com