Privacy Policy

1. Information We Collect

We collect the information you provide to us and the information we need to manage your property or your tenancy.

Inquiry and contact form submissions. When you fill out our Get Started flow or contact us, we collect your name, email address, phone number, and the property information you share (location, number of properties, what you're looking for).

Portal account data. When you are set up as an owner or tenant in our portal, we store the information needed to manage the relationship: your name, email, phone number, mailing address, property and lease details, ledger entries, maintenance requests, uploaded documents, and communication records.

Payment data. Rent payments, deposits, and other charges are processed through Stripe. We do not store full payment card numbers or bank account numbers on our servers. We receive limited information back from Stripe, such as the last four digits of a card, payment status, and transaction identifiers, so that we can reconcile the ledger.

File uploads. Lease documents, signed agreements, maintenance photos and videos, and other files that owners, tenants, or staff upload are stored in our cloud storage and linked to the relevant property, lease, or request.

Authentication and session data. Our portals use Supabase for authentication. When you log in, we receive and store a session identifier, timestamps, the email associated with your account, and basic request metadata (such as IP address and user agent) used to keep the session secure.

Bot protection. Public forms, such as the Get Started flow, are protected by Cloudflare Turnstile. Turnstile issues a challenge token that we verify server-side to confirm the submission came from a real person. We do not receive browsing history from Turnstile.

2. How We Use Information

We use the information we collect to:

• Provide property management services, including tenant placement, rent collection, maintenance coordination, and financial reporting.
• Screen prospective tenants (credit, background, eviction history, income, and rental history) when you apply for a property we manage.
• Operate the owner and tenant portals, process payments, and keep ledgers accurate.
• Communicate with you about your property, lease, payments, maintenance, and account.
• Comply with Texas law, federal law, tax reporting requirements, and any legally required disclosures related to property management and real estate brokerage.
• Protect our services against fraud, abuse, and unauthorized access.

3. Who We Share Information With

We share information only where it is needed to run the service, satisfy a legal obligation, or carry out the property management relationship. We do not sell your personal information.

• Stripe processes payments and stores payment method details on our behalf.
• Resend delivers transactional email (magic-link logins, notifications, statements, and similar messages).
• Supabase hosts our database and authentication system.
• Cloudflare hosts uploaded files, provides bot protection through Turnstile, and routes web traffic.
• Property owners and tenants. If you are a tenant, the owner of your property receives information necessary to manage the lease (including your name, contact information, payment status, and maintenance history). If you are an owner, we share with your tenant the information they need to pay rent and submit requests.
• Vendors and contractors receive the minimum information needed to complete a maintenance request, such as the property address, a description of the issue, and a contact method.
• Legal, regulatory, and law enforcement requests. We disclose information when we are required to by law, court order, or a valid request from a government authority, or when we need to protect the rights, property, or safety of Evolve, our clients, or the public.
• Business transfers. If Evolve is involved in a merger, acquisition, or sale of assets, your information may be transferred as part of that transaction.

4. Data Retention

We keep information for as long as we need it to provide the service and to meet our legal, tax, accounting, and regulatory obligations. Ledger entries, lease records, payment history, and tenant records are retained after a tenant moves out or an owner ends their management agreement because Texas landlord-tenant law, federal tax rules, and real estate recordkeeping requirements require us to be able to produce those records for several years. When information is no longer required, we delete or anonymize it.

5. Your Rights

You can request access to the information we hold about you, ask us to correct it if it is inaccurate, or ask us to delete it. We will honor these requests subject to the legal and contractual retention rules described above — for example, we cannot delete ledger entries, signed leases, or records we are required to keep for tax or landlord-tenant law compliance. To make a request, email info@evolvepropertymgmt.com from the address on file for your account.

6. Security

Traffic between your browser and our services is encrypted in transit using HTTPS. Database access is restricted using row-level security so owners and tenants only see the records that belong to them. Access by our staff is limited to people who need it to do their jobs. No system is perfectly secure, but we work to protect your information and to respond quickly if something goes wrong.

7. Children

Our services are not directed to anyone under 18. We do not knowingly collect information from children. If you believe a child has provided us with personal information, contact us and we will delete it.

8. Changes to This Policy

We may update this policy from time to time. When we do, we will change the "Last Updated" date at the top of the page. If the changes are significant, we will let portal users know by email or through an in-app notice.