Privacy Policy

Freeholdia ("we", "us", or "our") is a property management platform for independent residential landlords. Our registered address and contact information are available at the bottom of this policy.

Information you provide directly

• Account information: your name and email address when you sign up.
• Property and unit data: addresses, unit numbers, rent amounts, and other details you enter.
• Tenant information: names, email addresses, phone numbers, and lease terms you record for your tenants.
• Payment records: payment amounts, dates, methods, and statuses you log. We do not store full bank account or card numbers — payment processing is handled by Stripe.
• Maintenance requests: descriptions, photos, and vendor assignments you create.
• Vendor information: contractor names, phone numbers, trades, and your notes.

Information collected automatically

• Usage data: pages visited, features used, and session duration — used to improve the product.
• Device and browser: browser type, operating system, and IP address for security and debugging.
• Cookies: session tokens to keep you logged in. See our Cookie Policy for details.

We use the information we collect to:

• Provide, operate, and improve Freeholdia
• Authenticate your account and keep it secure
• Enable tenant portal access for your tenants
• Send transactional emails (payment confirmations, maintenance updates)
• Send SMS notifications if you have enabled them on a paid plan (via Twilio)
• Respond to support requests
• Comply with legal obligations

We do not use your data for advertising, and we do not sell or share it with third parties for their marketing purposes.

We share data only with service providers that help us operate the platform:

• Stripe — payment processing. Stripe's privacy policy governs data they collect.
• Amazon Web Services (S3) — file storage for lease documents and photos.
• Twilio — SMS delivery for rent reminders (Growth and Pro plans only).
• SendGrid — transactional email delivery.
• Dropbox Sign — lease e-signature workflows (Growth and Pro plans only).

All providers are contractually bound to process data only as instructed and to maintain appropriate security standards.

We may also disclose your information if required by law, court order, or to protect the rights, property, or safety of Freeholdia, our users, or others.

When you add tenants to Freeholdia, you are acting as a data controller for their personal information. Freeholdia acts as a data processor on your behalf. You are responsible for:

• Having a lawful basis to collect and process your tenants' personal data
• Informing your tenants that their information is stored in Freeholdia
• Responding to any data access or deletion requests from your tenants

We will assist you in responding to such requests. Tenant data is scoped strictly to the landlord account that created it — tenants can only see their own information through the portal.

We retain your account data for as long as your account is active. When you delete your account:

• Your account and associated data are deleted within 30 days
• Payment records may be retained for up to 7 years as required by financial regulations
• Backups are purged within 90 days

We protect your data using:

• TLS/HTTPS encryption for all data in transit
• AES-256 encryption for data at rest in our database and file storage
• JWT-based session tokens with short expiry windows
• Separate session cookies for the landlord dashboard and tenant portal
• Least-privilege database access — every query is scoped to the authenticated user's ID

No system is completely secure. If you discover a security vulnerability, please contact us at security@freeholdia.com.

Depending on your location, you may have the right to:

• Access a copy of the personal data we hold about you
• Correct inaccurate data
• Delete your account and associated data
• Export your data in a portable format
• Object to certain processing activities

To exercise any of these rights, email us at privacy@freeholdia.com. We will respond within 30 days.

Freeholdia is not intended for use by anyone under the age of 18. We do not knowingly collect personal information from minors. If you believe we have inadvertently collected such information, please contact us immediately.

We may update this Privacy Policy from time to time. When we do, we will update the "Last updated" date at the top of this page and notify you by email if the changes are material. Your continued use of Freeholdia after changes take effect constitutes your acceptance of the revised policy.

Questions about this Privacy Policy? Contact us at: