Privacy Policy

Last updated: Mar 06, 2026

Introduction

This Privacy Policy explains how Sophals ("we," "us," or "our") collects, uses, stores, and protects your information when you use our rental management dashboard. We are committed to protecting your privacy and handling your data responsibly

Information We Collect

Account Information

  • Name, email address, phone number
  • Company/property management business details

Tenant Data (Processed on Your Behalf)

When you use our Service to manage tenants, we process:

  • Tenant names, contact information, and identification details
  • Lease agreement terms and rental history
  • Payment records and financial information
  • Property/unit assignment information
  • Communication records between you and tenants

Important: You are the data controller for tenant information; we act as a data processor. You must ensure you have legal basis to collect and process tenant data (e.g., consent, contract necessity, or legitimate interest)

Automatically Collected Information

  • IP address, browser type, device information
  • Usage data and log files
  • Cookies and similar tracking technologies (see Section 8)
  • Providing and maintaining the Service: Contract performance
  • Processing payments: Contract performance
  • Customer support and communication: Legitimate interest
  • Service improvement and analytics: Legitimate interest
  • Legal compliance and security: Legal obligation
  • Marketing (with consent): Consent

How We Share Information

We do NOT sell your personal information or tenant data. We may share data with:

  • Service Providers: Cloud hosting, payment processors, email delivery services (under strict data processing agreements)
  • Legal Requirements: When required by law, court order, or to protect our rights
  • Business Transfers: In connection with a merger, acquisition, or sale of assets (with notice)

All third-party vendors are vetted for compliance with privacy laws like GDPR and CCPA

Data Security

We implement industry-standard security measures:

  • Encryption: Data encrypted in transit (TLS 1.3) and at rest (AES-256)
  • Access Controls: Role-based permissions and multi-factor authentication
  • Regular Backups: Automated backup systems with encrypted storage
  • Security Audits: Regular vulnerability assessments

However, no internet transmission is 100% secure. You use the Service at your own risk

Data Retention

  • Account Information: Retained while your account is active; deleted 30 days after account closure (unless legally required to retain longer)
  • Tenant Data: Retained according to your instructions; upon account termination, you have 30 days to export data before deletion
  • Payment Records: Retained for 7 years for tax and legal compliance
  • Logs and Analytics: Retained for 12 months, then anonymized or deleted

Your Rights

For All Users:

  • Access your personal information
  • Correct inaccurate data
  • Delete your account and associated data
  • Export your data in a portable format

Cookies and Tracking

We use:

  • Essential Cookies: Required for Service functionality
  • Analytics Cookies: To understand usage patterns (Google Analytics, etc.)
  • Preference Cookies: To remember your settings

You can manage cookie preferences through your browser settings. We display a cookie consent banner for users in applicable jurisdictions

Children's Privacy

The Service is not intended for individuals under 18. We do not knowingly collect data from children. If you believe we have collected data from a minor, contact us immediately for deletion.

Data Breach Notification

In the event of a data breach affecting your personal information or tenant data, we will notify you within 72 hours of discovery and will comply with all applicable breach notification laws

Changes to This Policy

We may update this Privacy Policy periodically. We will notify you of significant changes via email or through the Service. The "Last Updated" date at the top indicates when changes were made.

Contact Us

If you have any questions about this Privacy Policy, You can contact us:

Privacy Policy