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Privacy Policy

Last updated 30 September 2026

PropNotice, operated by errorHandle LLC, monitors published New York City and New York State agency records for properties its customers identify, and notifies the people those customers designate. This policy describes what we collect about both groups — the people who hold accounts, and the people who only ever receive a message.

What we collect

  • Account data: name, email address, optional phone number, password (stored only as a memory-hard hash), sign-in timestamps and IP addresses used for security.
  • Recipient contact details: the name, mobile phone number and email address of each person a customer designates to receive alerts. A recipient may have no account with us at all; we hold these details because a customer entered them in order to have us notify that person.
  • Consent records: for each recipient and each messaging channel, whether consent is pending, confirmed or revoked; the date and time it was confirmed or revoked; how it was given (a confirmation link or a replied keyword); the exact version of the disclosure that was displayed; and, as evidence that a person rather than a machine confirmed it, a one-way hash of the IP address and the browser or client identifier that submitted the confirmation. We keep the hash, not the address.
  • Messaging delivery information: for each message, the channel, the destination in masked form, the provider's message identifier, the delivery status the carrier reports (queued, sent, delivered, undelivered or failed) and any carrier error code. When a number opts out we record the number, that the opt-out came from a replied keyword rather than from an administrator, and when — so that a STOP is honoured permanently and provably.
  • Organization data: properties you add, nicknames, ownership entity names, unit counts, team membership and roles.
  • Government records: published agency records matched to your properties, stored with the raw source payload for audit.
  • Workflow content: work orders, notes, tasks, materials, uploaded documents, photographs and signatures.
  • Operational data: notification delivery status, audit log entries and error diagnostics.

How we use it

To match your properties to agency records, deliver the alerts you configure, operate the workflow features, and secure and support the service. We do not sell personal data, we do not use it for advertising, and we do not use your content to train third-party models.

Recipient contact details, consent records and messaging delivery information are used for four things and nothing else:

  • To send the compliance alerts a recipient has confirmed they want, on the channel they confirmed.
  • To check, before every single message, that a confirmed and unrevoked consent exists for that number on that channel. A message is not sent if it does not.
  • To honour STOP permanently, and to prove afterwards that consent existed when a message was sent and that an opt-out was acted on when it arrived.
  • To tell the customer whose recipient it is whether a message was delivered, and to return a message credit when a carrier rejects one.

SMS and mobile messaging information

PropNotice does not share, sell, or provide mobile phone numbers, SMS opt-in information, or messaging consent data to third parties or affiliates for marketing or promotional purposes.

No mobile information will be shared with third parties or affiliates for marketing or promotional purposes. Text messaging originator opt-in data and messaging consent are not shared with any third party, and are excluded from every other category of sharing described in this policy.

We do not sell or share your SMS opt-in data or personal information with third parties for marketing purposes.

That is not a general statement with exceptions behind it. Specifically: your mobile phone number, your consent record and your messaging delivery information are excluded from any permission elsewhere in this policy or in our terms to share information with affiliates, partners, advertisers or marketing services. There is no such sharing, we do not operate an advertising business, and SMS consent granted to PropNotice covers compliance alerts from the organization that invited you and nothing else. We will not pass your number to another company so that it can contact you.

One kind of processing is necessary and we would rather name it than leave it implied. To deliver a text message or a WhatsApp message at all, the destination number and the message body must be handed to a messaging service provider, which transmits it to your mobile carrier. We use Twilio for this. Twilio processes that information on our instructions in order to carry the message and to report back whether it arrived; it is not permitted to use it for its own marketing, and we do not permit it to sell it. Your carrier also necessarily handles the message, under its own terms with you. If we change messaging provider we will update this policy.

The messaging programme itself. Text message alerts are sent by PropNotice, operated by errorHandle LLC. They tell a recipient about compliance activity at properties the organization that invited them monitors. Message frequency varies with that activity, because it depends on what the agencies publish about those buildings, so there is no fixed number per week or month. Message and data rates may apply under your own plan with your mobile carrier; PropNotice charges recipients nothing. Reply STOP to unsubscribe at any time and HELP for help. SMS consent is optional and is not required to use PropNotice monitoring, which works the same either way. For questions about the programme or about this policy, contact help@propnotice.com.

Tenant and occupant information

Agency records and work orders can contain apartment numbers and, where you enter them, occupant names and signatures. Treat this as sensitive. PropNotice never places tenant detail in an SMS message, restricts document access to permitted members, and records every document view and download in an access log.

Sharing

We share data only with the processors needed to run the service, and only so that they can perform that service for us. Today those are Amazon Web Services, which hosts the application in its US East region; Supabase, which hosts the PostgreSQL database; Microsoft, whose Graph API sends the email we deliver; Twilio, which carries text and WhatsApp messages when a recipient has consented to them; and Stripe, which processes payment for optional paid add-ons. An optional AI summarisation provider is used only if your administrator enables it, and it is off unless switched on.

None of these is a marketing partner and none of them receives data for its own purposes. We have no affiliates we share customer or recipient data with. Beyond the processors named above, we disclose personal data only where the law requires it or to protect the service and its users from abuse — and, as stated under SMS and mobile messaging information above, mobile numbers and consent records are outside any sharing permission in any case.

Retention, export and deletion

Organization administrators can request a full data export or deletion of organization data from Settings. Deletion requires administrator confirmation.

Organization data is retained for 30 days after a deletion request or a cancellation, so that you can export it or reverse the decision, and is deleted after that. Three things are kept longer and deliberately: audit entries showing who accessed or changed data, because deleting them would erase the record of what happened to other people's information; records we are required to keep by law or for accounting; and backups, which age out on their own schedule within 35 days. Published agency records are public documents and remain available from the agency regardless of what we hold.

Security

Tenant data is isolated at the database level with row-level security, transport is encrypted, secrets are held in the platform secret store, download links are short-lived and signed, and security-sensitive actions are written to an immutable audit log.

If you only ever received a message from us

You can stop messages yourself at any time by replying STOP. It takes effect immediately and applies to that channel across every organization using PropNotice — a STOP sent by text message stops text messages from all of them, not only the organization that invited you. If you also receive WhatsApp alerts, reply STOP on WhatsApp to end those as well. Reply HELP for help. You do not need an account to do either, and you do not need to contact us first.

Your contact details were entered by the organization that asked us to notify you, so that organization can also correct or remove them. If you would rather deal with us directly — to ask what we hold about you, or to have it deleted — contact help@propnotice.com and we will act on it within 30 days. Two things survive a deletion request and we would rather say so: the record that a number opted out, because deleting it would allow a future message to that number, and audit entries showing what happened to the data.

Contact

PropNotice, operated by errorHandle LLC, is the controller of the personal data described here. For privacy questions, an export, or a deletion request, contact help@propnotice.com. We respond to requests about your own personal data within 30 days. We have not appointed a data protection officer, and we do not currently offer services in jurisdictions that would require one.