Privacy Policy
Last updated: August 20, 2026
Estate Mind is property-management software used by the organization that operates your deployment. That organization determines why and how personal information is handled and should identify itself to users. In this policy, it is referred to as the operator.
Information the service may process
- Account and contact details, authentication identifiers, roles, and property assignments.
- Property, unit, occupancy, lease, renewal, tenant, and bed-spacing records.
- Bills, expenses, payment status, payment proofs, security deposits, deductions, and refunds.
- Maintenance tickets, repair history, messages, announcements, documents, and uploaded files.
- Inventory activity, tool checkouts and returns, directory contacts, and staff payroll records where those features are used.
- Technical and security information needed to operate, troubleshoot, and protect the service.
How information is used
Information is used to provide property operations, maintain financial and activity records, manage role-based access and approvals, communicate about accounts and tenancies, investigate errors or misuse, and meet the operator's legal and recordkeeping obligations.
Service providers and disclosures
The service relies on providers such as Firebase Authentication, Firestore, Cloud Storage, Cloud Functions, hosting, and any email-delivery service configured by the operator. These providers may process information to deliver their services. The operator may also disclose information to authorized staff, contractors, advisers, authorities, or other parties when necessary to operate the service, complete a requested transaction, protect people or property, or comply with law. The operator should separately disclose any additional integrations it enables.
Notifications
Where a notification preference is available in account settings, users can change that preference there. Account-security, password-reset, or essential service messages may still be sent when needed to provide or protect the account.
Retention and security
Records are retained according to the operator's operational, contractual, and legal needs, including applicable backup and audit requirements. The service uses authentication, role-based access, and platform security controls, but no online system can guarantee absolute security. Users should protect their credentials and promptly report suspected unauthorized access.
Your choices and rights
Depending on applicable law, you may be able to request access, correction, export, restriction, or deletion of personal information, or object to certain processing. Contact the deployment operator first because it controls the business records and can verify your identity. Some records may need to be retained for legal, financial, security, or dispute-resolution purposes.
Contact
For privacy or support questions, contact your property operator or system administrator.