1. Introduction

389 Agency ("we", "us", "our") operates the 389 Properties platform (the "Service") for landlords, property managers, and tenants. This Privacy Policy explains how we collect, use, store, and protect personal information when you use the Service.

2. Information We Collect

• Account information: name, email address, phone number, and password (stored securely hashed).
• Tenant information: ID reference, emergency contacts, lease details, and payment history.
• Property data: addresses, unit details, and financial records related to rent and expenses.
• Agreement and signature data: electronically signed lease agreements, signature images, and signing metadata (date, IP address, browser).
• Technical data: IP address, browser type, and usage logs for security, rate limiting, and audit purposes.

3. How We Use Information

We use personal information to:

• Provide property management, invoicing, and tenant portal features
• Process tenant registrations and lease agreements
• Send transactional emails and SMS notifications (invoices, reminders, approvals)
• Maintain audit logs and enforce platform security
• Comply with legal obligations

4. Sharing of Information

We do not sell personal information. Data is shared only as needed to operate the Service:

• With your landlord or property manager when you register or sign a lease as a tenant
• With service providers such as email (Resend), SMS (Africa's Talking), hosting (Vercel), and database providers
• When required by law or to protect the rights and safety of users

5. Data Retention

We retain account and lease records for as long as your organization uses the Service and as required for legal, tax, and audit purposes. You may request deletion of personal data subject to contractual and legal retention requirements.

6. Security

We use industry-standard measures including encrypted connections (HTTPS), password hashing, role-based access controls, rate limiting, and audit logging. No method of transmission over the Internet is 100% secure.

7. Your Rights

Depending on applicable law, you may have the right to access, correct, or delete your personal information. Contact your property manager or privacy@389agency.com to submit a request.

8. Cookies and Sessions

The Service uses essential cookies and session tokens to keep you signed in and to protect against unauthorized access. We do not use third-party advertising cookies.

9. Changes to This Policy

We may update this Privacy Policy from time to time. Material changes will be communicated through the Service or by email where appropriate.

10. Contact

389 Agency
Email: privacy@389agency.com