Privacy Policy

DamageDoc ("we," "us," or "our") is a product of FinalApproachSoftware. This Privacy Policy describes how we collect, use, and protect information when you use the DamageDoc platform, including our website and mobile application (collectively, the "Service").

Information We Collect

We collect information you provide directly when using DamageDoc, including:

• Account information such as your name, email address, and password
• Property data including property addresses, unit details, and lease information
• Security deposit records, including deposit amounts, collection dates, bank account details for holding compliance, and return calculations
• Inspection photos and documentation uploaded through our mobile application
• Lease documents and tenant contact information
• Payment and billing information processed through our third-party payment provider

We also automatically collect certain technical information, including your IP address, browser type, device information, and usage patterns when you interact with the Service.

How We Use Your Information

We use the information we collect to:

• Provide and maintain the DamageDoc Service, including security deposit compliance tracking, inspection documentation, and deposit return calculations
• Generate compliance reports, deposit receipts, banking disclosures, and disposition letters based on your state's statutes
• Send you notifications about compliance deadlines, inspection windows, and deposit return timelines
• Improve and develop new features for the Service
• Respond to your support requests and communications
• Comply with legal obligations

Data Storage and Security

All data is stored and processed in the United States. We use industry-standard security measures to protect your information, including encryption in transit (TLS/SSL) and at rest. Access to your data is restricted to authorized personnel and is protected by authentication and access control mechanisms. While no method of transmission or storage is completely secure, we strive to protect your information using commercially reasonable measures.

Third-Party Services

We use third-party services to help operate and improve DamageDoc. These services may have access to your information only as needed to perform their functions and are obligated to maintain its confidentiality. Third-party services we use include cloud hosting and storage providers, email delivery services, payment processors, and error monitoring tools.

Cookies and Tracking

We use cookies and similar technologies to maintain your session, remember your preferences, and understand how you use the Service. You can configure your browser to reject cookies, though this may affect your ability to use certain features of the Service.

Your Rights

You have the right to:

• Access and receive a copy of the personal information we hold about you
• Request correction of inaccurate personal information
• Request deletion of your personal information, subject to legal retention requirements
• Export your data in a portable format
• Opt out of non-essential communications

To exercise any of these rights, please contact us at the email address below.

Data Retention

We retain your information for as long as your account is active or as needed to provide the Service. We may also retain certain information as required by law or for legitimate business purposes, such as maintaining compliance records related to security deposit transactions. When you delete your account, we will delete or anonymize your personal information within a reasonable time, except where retention is required by applicable law.

Children's Privacy

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

Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of any material changes by posting the updated policy on this page and updating the "Last updated" date. Your continued use of the Service after changes are posted constitutes your acceptance of the updated policy.

Contact Us

If you have questions about this Privacy Policy or our data practices, please contact us at: hello@damagedoc.com