Privacy Policy

1. Introduction

Welcome to DotsRef ("we," "our," or "us"). We are committed to protecting your privacy and ensuring the security of your personal information. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our property management platform.

This platform serves landlords, property management agencies, and tenants, facilitating property management, rental agreements, and related services.

2. Information We Collect

2.1 Personal Information

• Name, email address, phone number, and mailing address
• Property ownership documents and verification information
• Financial information for payment processing (credit card details, bank account information)
• Government-issued identification documents
• Emergency contact information

2.2 Property Information

• Property addresses, descriptions, and specifications
• Rental rates, lease terms, and property availability
• Property photos, videos, and virtual tours
• Maintenance records and property condition reports
• Tenant screening information and rental history

2.3 Usage Information

• Log data including IP addresses, browser type, and device information
• Usage patterns, feature interactions, and platform activity
• Communication records between landlords, agencies, and tenants
• Payment and transaction history

3. How We Use Your Information

We use the collected information for the following purposes:

• Providing and maintaining our property management services
• Facilitating communication between landlords, agencies, and tenants
• Processing payments and managing financial transactions
• Conducting tenant screening and background checks
• Managing property listings and rental agreements
• Providing customer support and technical assistance
• Complying with legal obligations and regulatory requirements
• Improving our platform and developing new features
• Sending important updates, notifications, and marketing communications (with your consent)

4. Information Sharing and Disclosure

We may share your information in the following circumstances:

4.1 With Other Users

• Landlords and agencies may share property information with potential tenants
• Tenant information may be shared with landlords and agencies for screening purposes
• Contact information may be shared to facilitate communication

4.2 With Service Providers

• Payment processors for transaction handling
• Background check services for tenant screening
• Cloud storage providers for data hosting
• Customer support and communication tools

4.3 Legal Requirements

• When required by law or legal process
• To protect our rights, property, or safety
• To prevent fraud or illegal activities
• In case of business transfers or acquisitions

5. Data Security

We implement appropriate technical and organizational measures to protect your personal information against unauthorized access, alteration, disclosure, or destruction. These measures include:

• Encryption of data in transit and at rest
• Regular security assessments and updates
• Access controls and authentication mechanisms
• Secure data centers and infrastructure
• Employee training on data protection practices

6. Your Rights and Choices

You have the following rights regarding your personal information:

• Access: Request access to your personal information
• Correction: Request correction of inaccurate or incomplete information
• Deletion: Request deletion of your personal information (subject to legal obligations)
• Portability: Request a copy of your data in a portable format
• Opt-out: Unsubscribe from marketing communications
• Restriction: Request restriction of processing in certain circumstances

To exercise these rights, please contact us using the information provided in the "Contact Us" section below.

7. Data Retention

We retain your personal information for as long as necessary to fulfill the purposes outlined in this Privacy Policy, unless a longer retention period is required or permitted by law. Factors that determine retention periods include:

• The nature of the information and the purpose for which it was collected
• Legal and regulatory requirements
• Business needs and operational requirements
• User account status and activity

8. Cookies and Tracking Technologies

We use cookies and similar tracking technologies to enhance your experience on our platform. These technologies help us:

• Remember your preferences and settings
• Analyze platform usage and performance
• Provide personalized content and recommendations
• Ensure platform security and prevent fraud

You can control cookie settings through your browser preferences, though disabling certain cookies may affect platform functionality.

9. Third-Party Services

Our platform may integrate with third-party services for enhanced functionality. These services have their own privacy policies, and we encourage you to review them. We are not responsible for the privacy practices of third-party services.

10. International Data Transfers

Your information may be transferred to and processed in countries other than your own. We ensure that such transfers comply with applicable data protection laws and implement appropriate safeguards to protect your information.

11. Children's Privacy

Our platform is not intended for individuals under the age of 18. We do not knowingly collect personal information from children under 18. If we become aware that we have collected information from a child under 18, we will take steps to delete such information.

12. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or applicable laws. We will notify you of any material changes by posting the updated policy on our platform and updating the "Last updated" date. We encourage you to review this Privacy Policy periodically.

13. Contact Us

If you have any questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us:

14. Compliance

This Privacy Policy is designed to comply with applicable data protection laws, including but not limited to:

• General Data Protection Regulation (GDPR)
• California Consumer Privacy Act (CCPA)
• Personal Information Protection and Electronic Documents Act (PIPEDA)
• Other applicable local and international privacy laws