The short version: We collect information you give us to run the platform. We do not sell your personal data. We use third-party services (Stripe, Cloudflare) that may process some of your data, and we send transactional email from our own self-hosted mail server. You can request deletion of your data at any time.
Hatchkeep is a property management software platform. In this Privacy Policy, "Hatchkeep," "we," "us," and "our" refer to the company operating the Hatchkeep platform. We act as a data processor on behalf of property owners and managers (our customers) who collect and store tenant and operational data using our platform.
Property owners and managers who use our platform to collect and manage tenant data are independent data controllers responsible for compliance with applicable privacy laws with respect to their tenants' data.
| Category | Examples | Who provides it |
|---|---|---|
| Account data | Name, email address, password (hashed), phone number, company name | All users on signup |
| Property data | Property address, unit numbers, access codes, lease terms, rent amounts | Owners and property managers |
| Tenant data | Name, email, phone, lease dates, payment history, maintenance requests | Owners/PMs on behalf of tenants; tenants directly |
| Payment data | Rent amounts, payment dates, payment status. Card/bank details are handled by Stripe — we do not store raw payment instrument data. | Owners and tenants |
| Communications | Messages sent through the platform, announcements, maintenance notes | All users |
| Files and photos | Maintenance photos, inspection photos, uploaded documents | All users |
| Application data | Tenant applications: name, address, employer, income, references | Prospective tenants |
| Inspection data | Inspection responses, ratings, notes, photos | Tenants and owners |
When you use the Services, we may collect:
We may receive limited information from third-party services integrated with the platform, such as payment status updates from Stripe or email delivery status from our mail server.
We use the information we collect to:
We do not use your data to serve behavioral advertising to you or third parties.
We do not sell your personal data. We share data only in the following circumstances:
We share data with trusted third-party service providers who help us operate the platform. These providers are contractually required to handle your data securely and only for the purposes we specify. Key providers include:
Data is shared among users within the same account according to their role. For example, a property owner can see tenant contact information; a tenant can see their own maintenance requests and lease details but not other tenants' data.
We may disclose your information if required to do so by law or in response to a valid legal request (such as a court order or subpoena), or to protect the rights, property, or safety of Hatchkeep, our users, or the public.
If Hatchkeep is involved in a merger, acquisition, or sale of assets, your information may be transferred as part of that transaction. We will notify you before your data is transferred and becomes subject to a different privacy policy.
We may share your information for other purposes with your explicit consent.
Your data is stored on servers hosted by OVHcloud in the United States. Files and photos are stored in Cloudflare R2 object storage.
We implement security measures including:
No method of transmission over the internet or electronic storage is 100% secure. While we strive to protect your data, we cannot guarantee absolute security. If you become aware of any security breach, please contact us immediately at security@hatchkeep.com.
We retain your data for as long as your account is active or as needed to provide the Services. Specifically:
You may request deletion of your account and data at any time. See Section 8 (Your Rights) for details.
The Hatchkeep application uses minimal cookies and local storage:
We do not use third-party advertising cookies or cross-site tracking technologies. We do not use Google Analytics or similar behavioral tracking on the application.
Our marketing website (hatchkeep.com) uses first-party, cookie-free page statistics (page, referrer, and campaign tag counts) served from our own infrastructure; these statistics set no cookies, retain no IP addresses, and are never shared with third parties or linked to individual browsing behavior.
Attribution cookie. When you arrive at hatchkeep.com or app.hatchkeep.com from a link that includes campaign tags (utm_ parameters) — for example an ad or a social-media post — we set a single first-party cookie named hk_attribution for up to 30 days. It stores only the campaign labels from that link, the address of the site that referred you, and the page you landed on, so that if you later create an account we can tell which campaign first brought you here. It contains no name, email, or other personal information, is never shared with third parties, and is not used to track your browsing on other sites. It is deleted when you sign up or expires after 30 days, whichever comes first.
We send three kinds of email, with different opt-out rules:
Depending on your location, you may have the following rights with respect to your personal data:
You may request a copy of the personal data we hold about you. We will provide this in a commonly used, machine-readable format within 30 days of a verified request.
You may update your own profile information directly in the app (Settings → Profile). For corrections to data you cannot edit yourself, contact us.
You may request deletion of your account and personal data by contacting us at privacy@hatchkeep.com. We will process deletion requests within 30 days, subject to legal retention requirements. Note that account Owners requesting deletion of an account that contains tenant data are responsible for obtaining any required consents from those tenants prior to deletion.
You may request that we restrict processing of your data or object to certain processing activities. Contact us to discuss your specific request.
If you are a California resident, you have additional rights under the California Consumer Privacy Act (CCPA), including the right to know what personal information is collected and how it is used, the right to deletion, and the right to opt out of the sale of personal information. We do not sell personal information. To exercise your CCPA rights, contact us at privacy@hatchkeep.com.
If you are in the European Economic Area or United Kingdom, you have rights under the General Data Protection Regulation (GDPR), including rights of access, correction, erasure, portability, and the right to lodge a complaint with your local supervisory authority. Our legal basis for processing your data is typically performance of our contract with you (providing the Services), legitimate interests (security, analytics, communications), or your consent where applicable.
To exercise any of these rights, email privacy@hatchkeep.com with "Privacy Request" in the subject line. We will respond within 30 days. We may need to verify your identity before processing your request.
The Services are not directed to children under 18 years of age. We do not knowingly collect personal information from children under 18. If we become aware that we have collected personal information from a child under 18 without parental consent, we will delete that information. If you believe we have inadvertently collected such information, please contact us at privacy@hatchkeep.com.
Hatchkeep's servers are located in the United States. If you access the Services from outside the United States, your data will be transferred to and processed in the United States. By using the Services, you consent to this transfer.
Our service providers (including Stripe, Anthropic, and Cloudflare) also process data in the United States. For users in jurisdictions with data-transfer restrictions, we rely on standard contractual clauses and other appropriate safeguards for international transfers of personal data.
Our platform integrates with the following third-party services. Their privacy practices may differ from ours:
| Service | Purpose | Data shared | Privacy policy |
|---|---|---|---|
| Stripe | Payment processing | Payment instrument details, transaction amounts, billing address | stripe.com/privacy |
| Anthropic | AI assistant features | Lease info, maintenance context, messages (only when AI features are used) | anthropic.com/privacy |
| Mailcow / Mailserver | Transactional email delivery | Recipient email address, email content, sender information | Self-hosted — data stays within our infrastructure |
| TransUnion SmartMove | Tenant background and credit screening (when requested by property manager) | Applicant name, email address — screening data processed directly by TransUnion under the FCRA | mysmartmove.com/privacy |
| Cloudflare R2 | File storage | Uploaded files and photos | cloudflare.com/privacypolicy |
| OVHcloud | Server hosting | All platform data (hosted on their infrastructure) | ovhcloud.com privacy |
We require all third-party providers to maintain appropriate security measures and to use your data only as necessary to provide their services to us.
We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or other factors. When we make material changes, we will notify you by:
We encourage you to review this Privacy Policy periodically. Material changes will take effect 30 days after notification; minor clarifications take effect immediately.
For questions, requests, or concerns about this Privacy Policy or our data practices, contact us:
We will respond to privacy requests within 30 days. If you are not satisfied with our response, you may have the right to lodge a complaint with your local data protection authority.
Email privacy@hatchkeep.com with "Privacy Request" in the subject. We respond within 30 days and will verify your identity before processing deletion or export requests.