Privacy Notice
How we collect, use, and share information, and how to contact us about your privacy.
Scope
This Privacy Notice applies to PropertyNotes.io websites, accounts, agency workspaces, subscriptions, property research, alerts, document tools, and support. An organization that adds its own client or employee information may separately determine why that information is used; contact that organization first for requests about data it controls.
Information we handle
- Account and identity data. Email address, provider user and session identifiers, verification state, authentication events, and optional name or profile details. Passwords pass through the protected sign-in request to WorkOS and are not intentionally logged or stored by PropertyNotes.io.
- Agency and team data. Workspace name, membership, role, invitations, seat use, settings, audit activity, and actions taken by owners, admins, editors, and viewers.
- Client-book and research data. Client names you enter, property addresses, parcel and jurisdiction identifiers, renewal dates, notes, monitoring choices, research requests, source references, and saved brief metadata.
- Documents and review data. Documents you choose to review, extracted findings, annotations, versions, and source records. Original-file storage and processing of extracted text are separate. When AI assistance is enabled and used, extracted document text and the associated property address may be sent to an AI service even if the original file remains on your device.
- Billing data. Plan, allowance, checkout and subscription identifiers, billing status, renewal and cancellation dates, promotion status, and invoice-management events. Stripe processes payment details; PropertyNotes.io does not intentionally store full card numbers or security codes.
- Technical and support data. IP address, user agent, security and reliability events, usage measurements, source status, feedback, and support communications. Authentication codes, passwords, and payment details should never be included in feedback.
- Public-source data. Property, permit, ownership, map, listing, and related information published by government offices and other supported sources.
Where information comes from
Information comes from you, your agency administrators and teammates, identity and billing providers, the device and browser you use, supported public records and source sites, maps and address services, and documents you choose to provide.
How we use information
- create and secure accounts, verify identity, manage sessions, and prevent abuse;
- operate agency workspaces and enforce roles, named seats, plan allowances, and separation between independently licensed agencies;
- match the requested property, return source-linked research, save your Book, and run monitoring you enable;
- process and reconcile subscriptions, show billing state, support cancellation, and prevent duplicate or unauthorized charges;
- provide support, investigate failures, maintain audit records, and improve reliability and usability; and
- comply with law, protect rights and safety, and establish or defend legal claims.
PropertyNotes.io does not use a nearby parcel as a substitute for an unresolved address and does not use customer data to make automated underwriting, coverage, claim, or other legally significant decisions.
Who receives information
- Your agency. Authorized teammates see information according to their role. Owners and admins may manage access, billing, exports, and audit history.
- Service providers. WorkOS supports identity and authentication; Cloudflare hosts application and database infrastructure; Stripe provides checkout, payment, invoice, and subscription management; Google supports map and address experiences; and communications providers may deliver account or support messages.
- AI service providers. When enabled and used, OpenAI may process inspection text and property addresses to extract findings. The optional TypeSafe decision service may process selected research context or document excerpts. These services support research and review; their output can contain errors.
- Sources you request. Public offices, source websites, mapping services, and related providers receive the request needed to return their published information.
- Legal and safety recipients. Information may be disclosed when reasonably necessary to comply with law, respond to valid process, protect users or the service, investigate fraud or security events, or establish and defend legal claims.
- Business transfers. Information may transfer as part of a merger, financing, acquisition, reorganization, or sale of assets, subject to appropriate confidentiality and this notice or a notice of changed practices.
PropertyNotes.io does not sell personal information, share it for cross-context behavioral advertising, or use it for targeted advertising. If that practice changes, we will update this notice and provide any legally required choice before the change applies.
Retention
We retain information for the time reasonably needed to provide the account and workspace, maintain source and audit integrity, complete billing and support, meet legal and tax obligations, prevent fraud, resolve disputes, and enforce agreements. Retention varies by record type and account state. Security logs and one-time authentication state are kept for shorter operational periods; subscription, audit, and transaction records may be retained longer where required.
Deletion from active systems may not immediately remove backup copies or records retained for billing, security, or legal obligations. Contact us about the retention and deletion of records associated with your account. Deleting a PropertyNotes.io record does not remove a record from the public agency or third-party source that published it.
Your privacy choices and requests
You may request access, correction, deletion, or a portable copy of personal information associated with you. You may also object to or opt out of a use where applicable law provides that right, withdraw consent for an optional use, or appeal a denied privacy request. PropertyNotes.io will not discriminate against you for exercising a privacy right.
Email support@propertybrief.io from the account address and state the request and workspace involved. We will authenticate the request and may ask for information needed only to verify identity and authority. Authorized agents must provide proof of authority. If a request concerns information controlled by your agency, we may direct the request to that agency.
PropertyNotes.io is an online service and currently accepts privacy requests by email. If a law requires another method for PropertyNotes.io at its then-current size or practices, this notice and the request process will be updated.
Security
PropertyNotes.io uses account-scoped authorization, encrypted transport, secure and HttpOnly session cookies, provider-managed authentication, role checks, audit records, private no-store responses, and service isolation designed to protect workspace information. No internet service can guarantee absolute security. If you believe an account or workspace is at risk, contact support@propertybrief.io promptly.
Children and processing location
PropertyNotes.io is intended for adults and is not directed to children under 18. We do not knowingly create accounts for children. The service is operated in the United States, and information may be processed in the United States and other locations where service providers operate, subject to their contractual and legal safeguards.
Changes and contact
We review this notice at least annually and update it when practices materially change. The updated date identifies the current version. We will provide additional notice when required.
Questions, privacy requests, and appeals may be sent to support@propertybrief.io.