YOUR DATA, EXPLAINED

Privacy Policy

This policy explains how PropHours handles information when you use our iOS and Android apps, website, account sync, and optional integrations.

Last updated: October 29, 2026 · Contact: hi@PropHours.app

1. Information we process

• Account information. When you sign in, we receive account identifiers and available profile details, such as your name and email address, from the sign-in service. Firebase Authentication is used to verify your identity. We do not receive your Google or Apple account password.
• Your workspace. We process property details, activity titles, dates, durations, categories, descriptions, templates, goals, preferences, and attachments you save. Local copies support the app, and signed-in workspace information is uploaded to our backend for account synchronization.
• Tax preparation details. Names, property addresses, rental and personal-use days, rent, expenses, and CPA notes entered in Tax Package Export are saved to your account by year and property. These details are encrypted in backend storage and used to prepare your exports.
• Optional inputs. Photos or files you select, dictated text, and calendar data you choose to import are processed to help you create or support activity records.
• Subscriptions. Apple processes App Store payments and Google processes Google Play payments. RevenueCat processes your account identifier, product and transaction identifiers, purchase history, and subscription status to verify Pro access, restore purchases, and keep subscription status up to date. We do not receive your full payment card details.
• Sharing you choose. If you invite an accountant or a team participant, they can see the records you choose to share with them. An accountant gets read-only access to the properties you select and, if you allow it, Schedule E details and evidence files. An accountant can ask you for evidence on a record; we keep these requests and whether they were answered. You can change or remove access at any time in the app.
• Notifications. If you allow notifications, we store a push token for your device (Apple Push Notification service on iPhone, Firebase Cloud Messaging on Android) to send account notices such as evidence requests. Notification text does not include record titles or accountant names. Signing out removes the token from your account.
• Service information. Our hosting and authentication systems may process IP addresses, request timestamps, technical errors, and security-related information needed to operate and protect the service. If you contact us, we receive the information you include in your message.

2. Why we use information

We use information to authenticate your account, store and restore your workspace, display activity history and progress, process selected imports and attachments, respond to support requests, prevent misuse, and meet applicable legal obligations. Where applicable law requires a legal basis, we rely on providing the service you request, consent for optional permissions, legitimate interests in operating and securing the service, or legal obligations.

3. Optional permissions and integrations

Photos and voice. On iPhone, photo text recognition uses Apple’s Vision framework on your device, and voice capture uses Apple speech recognition, requesting on-device recognition where supported; when unavailable, recognition may involve Apple’s speech service. On Android, photo text recognition uses Google ML Kit on your device, and voice capture uses your device’s speech recognition service, which may involve Google’s speech service. A transcript or attachment you save as part of a record can be included in account sync. You control microphone, speech, camera, photo, and calendar permissions in your device settings.

Location for visit reminders. If you turn on visit reminders in the iPhone or Android app and set a location for a property, PropHours collects your device’s location, including in the background when the app is closed or not in use, to detect when you arrive at and leave that property and to remind you to log the visit. Detecting visits happens on your device, using Apple’s location services on iPhone and Google Play services on Android; your movements are not sent to our servers. The property locations you set are saved with your workspace. Location is not used for advertising. You can turn visit reminders off in Settings or change location access in your device settings.

AI activity drafts. When you tap AI, PropHours sends your entered or dictated text, property names, activity categories, current date, and time zone through our backend to OpenAI to generate a draft. Review and correct the suggestion before saving; generating a draft does not add an activity to your log. When you connect a calendar, calendar suggestions are drafted by AI: PropHours sends the titles, notes, dates and durations of completed events from the calendars you selected, together with your property names and activity categories, through our backend to OpenAI to suggest a title, category, property and description for each event. Nothing is added to your log until you confirm it. To stop this processing, disconnect the calendar in Integrations. OpenAI processes these inputs under its applicable terms and privacy policy.

AI Pace Coach. If you enable Pace Coach, we send numerical progress summaries (recorded hours, personal targets, pace gaps and weekly hours needed) through our backend to OpenAI to produce coaching suggestions. Property names, activity descriptions, receipts and addresses are not included in this request. Your device schedules up to four reminders using your most recent synced records; opening and syncing the app updates them. You can turn Pace Coach off in Settings.

Calendars. If you connect iOS Calendar, Google Calendar, or a booking feed, PropHours processes the calendars and events you select. Imported booking information may include event identifiers, titles, and stay dates and may be stored with your account for cross-device access and authorized assistant queries. A calendar event does not automatically establish that work was performed. Booking-feed URLs are private access links. When you import a link for automatic refresh, we encrypt and store it on our server and fetch updates approximately hourly. Disconnecting a booking feed deletes its saved URL and stops refreshes; previously imported bookings remain in your account. File imports are refreshed only when you import another file.

ChatGPT and other assistants. A connection requires your approval. Depending on the permissions shown, a connected assistant can read property and activity information, query goal progress and imported bookings, add activities, or attach receipts. We process authorization records, access tokens, and an audit record of assistant-created activities. Information returned to a connected assistant is also handled under that provider’s own terms and privacy policy. Disconnecting stops future access through that connection; it does not remove information already present in conversations with the other provider.

4. Service providers and disclosure

Information is processed by services needed to deliver PropHours, including our hosting infrastructure, Google Firebase for authentication and Android notifications, Apple Push Notification service for iPhone notifications, RevenueCat for subscription management, OpenAI for optional AI activity drafts, Apple or Google when you use their platform features, and any assistant you authorize. Authorized administrators may access account records for support, security, and service operations. We may disclose information when required by law or necessary to protect users and the service. We do not sell your workspace records. Our public website pages load the Google Ads tag from Google LLC to measure whether visitors who arrive from our Google ads go on to click our App Store or Google Play links. For this, Google may set cookies and receive your IP address, browser details and the pages you visit. We turn off ad personalization signals in this tag, and it is not loaded in the PropHours apps or on account sign-in pages. On our public website we also use the Meta Pixel from Meta Platforms, Inc. to measure whether visitors who arrive from our Facebook or Instagram ads go on to click our App Store or Google Play links. Meta may set cookies and receive your IP address, browser details and the pages you visit.

Providers may process data outside your country. Applicable privacy protections and transfer requirements depend on your location and the services involved. Contact us for questions about a specific processing arrangement.

5. Storage, security, and retention

PropHours keeps local app data and server-side account data. Network requests to our service use HTTPS. Access controls and account authentication restrict access, but no system can guarantee absolute security. Keep your device and sign-in account secure.

Workspace information is retained while you use your account, unless you delete it. Some deletion markers, assistant activity audit records, security logs, or backup copies may persist separately from the active workspace for synchronization, security, recovery, or legal needs. Individual record deletion is different from account deletion. We do not promise that every backup or security record disappears immediately when you remove an item.

6. Access, export, and deletion

You can review and edit records in the app, export available reports, disconnect assistants under Profile → Integrations, and revoke device permissions in your device settings. To delete your account, use Profile → Delete Account and confirm. Recent sign-in may be required. Account deletion removes the active backend account, associated workspace data and stored files, and the Firebase authentication account. A hashed identifier marking the deleted account is retained to prevent old sign-in tokens from recreating it. Step-by-step instructions, including how to request deletion by email, are on Delete your PropHours account.

Information you exported or shared with other services remains subject to those services and your own copies. If you cannot access the app, email hi@PropHours.app to request help with account deletion. We may need to verify account ownership. Depending on your location, you may also have rights to access, correct, erase, restrict, object to processing, obtain a copy, or complain to a privacy regulator. Contact us to exercise an applicable right.

7. Website cookies

The website and connection flow may use essential session and security cookies for authentication, request protection, and completing a connection. Public pages also load the Google Ads tag, and our ad landing page loads the Meta Pixel; each may set advertising cookies to measure ad clicks and App Store or Google Play link clicks. You can block these cookies in your browser without affecting sign-in, manage Google ad settings at myadcenter.google.com, and manage Facebook ad preferences at facebook.com/adpreferences. Blocking essential cookies may prevent sign-in or authorization from working.

8. Children

PropHours is intended for adults managing property-related work, not children under 18. If you believe a child has provided personal information, contact us so we can investigate and address the request.

9. Changes

We may update this policy as the service changes. The date above identifies the current version. Where required, we will provide additional notice or request consent for material changes.

10. Contact PropHours

For privacy questions, account requests, or concerns, contact PropHours at hi@PropHours.app. Please avoid sending passwords, authorization codes, or unnecessary sensitive documents.