Privacy policy
Last updated November 8, 2026
This policy explains what information the Signature Property Management app (the “app”) keeps and how it is used. The app is used by Signature Property Management (the “company”) to collect rent, manage maintenance and tasks, and pay property owners. It is built and hosted for the company by Soft Spot Tech.
Who uses the app
The company’s staff, the property owners whose properties the company manages, and tenants of those properties. Each person sees only what their role allows: tenants see only their own account, and owners see only their own properties.
What we keep
- Account details: name, email address, phone number, and how you prefer to be notified.
- Sign-in details: a scrambled (hashed) password, never the password itself; if you sign in with Google, your Google account’s email address and name.
- Property and lease records: properties, units, leases, deposits, move-out inspections and the documents and photos uploaded to them.
- Money records: rent and other charges, payments received, refunds and owner payouts.
- Maintenance requests and their messages, including requests sent by text message or email.
- Tasks, comments and attachments used by the company’s staff.
- A log of important actions (for example, who recorded a payment and when).
Card and bank payments
Online payments are processed by the payment processor Cardknox. Card and bank account numbers are entered directly into Cardknox’s secure fields and are not stored by the app. The app keeps only a reference token and a label such as “Visa ending 4242” so you can reuse a saved payment method.
QuickBooks Online
If the company connects its QuickBooks Online account, the app sends the company’s financial activity (rent and payments received, fees, owner payouts and security deposits) to QuickBooks as journal entries. To do that it reads the company’s list of accounts, classes and vendors so they can be matched to properties and owners. The app does not copy any other QuickBooks data, does not sell it, and uses it only to keep the company’s books. The QuickBooks connection is stored encrypted and can be disconnected at any time from the app’s QuickBooks settings or from QuickBooks.
How the information is used
- To run the company’s property management: billing, payments, payouts, maintenance and records.
- To send the notices and reminders you would expect (for example, rent reminders), by email or text message as you choose.
- To keep the company’s accounting up to date.
We do not sell personal information and do not use it for advertising.
Services that help run the app
Information is shared only with the services needed to run the app: the hosting provider (Soft Spot Tech), Cardknox (payments), Intuit QuickBooks Online (accounting, if connected), Resend (email), Twilio (text messages) and Google (only if you choose to sign in with Google). Each receives only what it needs for its part.
Security
All traffic to the app is encrypted (HTTPS). Passwords are stored hashed, connection tokens are stored encrypted, every page checks the user’s role, and two-step verification is available to every user.
How long we keep it
Records are kept for as long as the company needs them to manage properties and to meet its accounting and legal obligations.
Your choices
You can update your contact details and notification preferences in your settings. To see, correct or delete other information about you, contact Signature Property Management.
Questions
Contact Signature Property Management, or Soft Spot Tech at softspottech.com.