Our Commitment to Privacy
At HostMend, we take your privacy seriously. This Privacy Policy explains how we collect, use, protect, and share information when you use our property maintenance reporting service. We are committed to transparency and protecting your personal information.
1. Information We Collect
1.1 Information from Property Owners and Managers
When you create an account, we collect:
- Name and email address
- Password (encrypted)
- Property addresses and details
- Contact information (phone number, email)
- Mobile carrier information (for SMS notifications)
- Payment information (processed securely through our payment provider)
- Team member information (Enterprise accounts only)
- Tenant directory information (optional, stored privately)
1.2 Information from Guests and Tenants
When submitting a maintenance report:
- Property location (via QR code)
- Issue description and location within property
- Optional photos of the issue
- Submission timestamp and date
- Device location data (only when geofencing is enabled on Enterprise properties)
Important: We do NOT collect names, email addresses, phone numbers, or any personally identifiable information from people submitting reports. The reporting process is completely anonymous.
1.3 Automatically Collected Information
- Browser type and version
- Device type
- IP address (for security purposes only)
- Usage statistics and analytics (aggregated and anonymized)
2. How We Use Your Information
2.1 Property Owners and Managers
We use your information to:
- Provide the HostMend service and features
- Send maintenance report notifications via email and SMS
- Generate QR codes for your properties
- Process payments and manage subscriptions
- Provide customer support
- Send important service updates and security alerts
- Improve our service and develop new features
- Comply with legal obligations
2.2 Maintenance Reports
Report information is used to:
- Notify property owners of maintenance issues
- Create a maintenance history for properties
- Verify report authenticity (geofencing on Enterprise properties)
- Generate reports and analytics for property owners
3. Information Sharing and Disclosure
We do NOT sell your personal information to third parties.
We may share information only in these limited circumstances:
- Service Providers: We work with trusted third-party providers for hosting (Supabase), payment processing, and SMS delivery. These providers are contractually obligated to protect your information.
- Legal Requirements: We may disclose information if required by law, subpoena, or court order.
- Safety and Security: To protect the rights, property, and safety of HostMend, our users, or the public.
- Business Transfers: In the event of a merger, acquisition, or sale of assets, user information may be transferred (you will be notified).
4. Data Security
We implement industry-standard security measures to protect your information:
- Encryption: All data is encrypted in transit using HTTPS/TLS and at rest in our databases
- Row Level Security (RLS): Database access controls ensure you can only view your own data
- Authentication: Secure password hashing and session management
- Access Controls: Limited employee access to user data on a need-to-know basis
- Regular Security Audits: Ongoing monitoring and security updates
- Data Backups: Regular backups to prevent data loss
5. Your Privacy Rights
You have the right to:
- Access: Request a copy of your personal information
- Correction: Update or correct your information through your account settings
- Deletion: Request deletion of your account and associated data
- Data Portability: Request your data in a machine-readable format
- Opt-Out: Unsubscribe from marketing emails (service notifications will still be sent)
- Object: Object to certain processing of your information
To exercise these rights, contact us at privacy@hostmend.com
6. Tenant Privacy Protection
For long-term rental properties, we provide special protections:
- Tenant contact information is never exposed publicly
- Stored encrypted and accessible only to the property owner
- Automated tenant notifications are OFF by default
- Property owners must explicitly enable tenant communications
- HostMend will never contact tenants without owner authorization
7. Geofencing and Location Data
For Enterprise properties with geofencing enabled:
- Location data is collected only when submitting a report
- Used solely to verify the report was submitted from near the property
- Not used for tracking, advertising, or any other purpose
- Stored only as "inside geofence" or "outside geofence" flag
- Precise location coordinates are not retained
8. Cookies and Tracking
We use minimal cookies for essential functions:
- Session Cookies: To keep you logged in
- Security Cookies: To prevent fraud and abuse
- Preference Cookies: To remember your settings
We do NOT use advertising cookies or sell data to advertising networks. The maintenance report form uses no tracking cookies at all to preserve guest anonymity.
9. Children's Privacy
HostMend is not intended for use by children under 13. We do not knowingly collect information from children. If you believe a child has provided information to us, please contact us immediately.
10. International Users
Your information may be transferred to and processed in countries other than your own. We ensure appropriate safeguards are in place to protect your information in accordance with this Privacy Policy and applicable law.
11. Data Retention
We retain your information for as long as necessary to provide our services and comply with legal obligations:
- Account information: Until you delete your account
- Maintenance reports: For the life of your account (for maintenance history)
- Payment records: As required by tax and accounting laws
- Security logs: 90 days
12. Changes to This Privacy Policy
We may update this Privacy Policy from time to time. We will notify you of material changes by email or through a prominent notice in the service. Your continued use of HostMend after changes take effect constitutes acceptance of the updated policy.
13. Contact Us
If you have questions or concerns about this Privacy Policy or our privacy practices, please contact us: