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ENTERPRISE DATA GOVERNANCE & COMPLIANCE

PRIVACY POLICY

Last Updated: October 2026

Enterprise Transparency Summary

This policy governs how PropertyDox Pvt Ltd handles and protects information for property owners, diaspora investors, property managers, tenants, and vendors. We adhere strictly to applicable Sri Lankan legal, financial, and regulatory requirements.

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1. INTRODUCTION

PropertyDox Pvt Ltd ("PropertyDox," "we," "us," or "our") respects your privacy and is committed to protecting the personal data of our users, including property owners, diaspora investors, property managers, tenants, and vendors. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you access our platform, website, and related software services (collectively, the "Platform").

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2. INFORMATION WE COLLECT

To provide our enterprise-grade property management services, we collect the following categories of information:

Account & Identity Information: Names, email addresses, phone numbers, billing addresses, and identification numbers (e.g., NIC or Passport numbers for verification).
Property & Tenant Data: Lease agreements, tenancy durations, rental amounts, and tenant contact details provided by owners or managers.
Visual Audit & Compliance Data: High-resolution photographs, videos, and dated inventory logs uploaded during move-in/move-out inspections or maintenance requests.
Financial & Payment Data: Bank account details, transaction history, and subscription mandates.
Note: Payment processing for utility bills and recurring condominium management fees is securely handled by our authorized third-party payment gateway, iPay (LOLC). PropertyDox does not directly store full credit card numbers on our servers.
Usage & Device Data: IP addresses, browser types, operating systems, and interaction logs within the Command Center to maintain audit trails.
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3. HOW WE USE YOUR INFORMATION

We use the collected data strictly to operate and improve the Platform, specifically to:

  • Facilitate portfolio management and automated operational governance.
  • Process one-off payments and automated recurring subscription billing through iPay.
  • Store and authenticate timestamped visual evidence for deposit dispute resolution.
  • Send instant alert triggers, payment reminders, and maintenance notifications.
  • Comply with Sri Lankan legal, financial, and regulatory requirements.
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4. HOW WE SHARE YOUR INFORMATION

PropertyDox does not sell, rent, or trade your personal information. We only share data under the following circumstances:

Service Providers

With authorized third parties who perform services for us, such as our payment processor (iPay) for facilitating multi-currency and local transactions, and secure cloud hosting providers.

Platform Users

Necessary information is shared between connected parties on the Platform (e.g., sharing a tenant's maintenance request with an authorized third-party vendor).

Legal Obligations

If required by law, subpoena, or regulatory authority to protect the rights, property, and safety of PropertyDox, our users, or the public.

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5. DATA SECURITY & STORAGE

We implement robust, enterprise-grade security measures to protect your data against unauthorized access, alteration, or operational leakage. This includes encryption of data in transit and at rest, secure unalterable compliance logs, and role-based access controls. Data is stored on secure cloud servers accessible to you remotely from anywhere worldwide.

Encryption In Transit & At Rest
Secure Unalterable Compliance Logs
Role-Based Access Controls
Secure Worldwide Cloud Infrastructure
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6. YOUR DATA PRIVACY RIGHTS

Depending on your jurisdiction, you may have the right to:

Request access to the personal data we hold about you.
Request corrections to inaccurate or incomplete data.
Request the deletion of your personal data, subject to our legal and financial retention obligations (such as mandated financial audit trails).
Revoke automated payment mandates directly through your account settings or by contacting your issuing bank.
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7. CHANGES TO THIS PRIVACY POLICY

We may update this Privacy Policy periodically to reflect changes in our practices or regulatory updates. We will notify users of any material changes by posting the new policy on the Platform and updating the "Last Updated" date.