Privacy Policy

01 · Information this website handles

• Applicant acknowledgments. Your name, email address, acknowledgment and electronic-consent selections, the criteria version, a receipt identifier, submission time, IP address, and browser information. The receipt also identifies the criteria with a document hash.
• Owner sign-in. When an administrator uses Google sign-in, Google provides basic identity information, including an account identifier, name, email address, email-verification status, and, when available, a profile image. This information establishes the administrator’s session and checks approved access.
• Applicant notices. Authorized administrators enter applicant contact information, the property and decision, reasons, reporting-agency details, and any applicable credit-score disclosures. Saved versions include the notice content and creation time. Sending records include the attempt status, provider email identifier when available, and acceptance time.
• Property operations. Applications include contact details, self-reported income and housing history, requested move-in dates, and criteria acknowledgments. Maintenance requests include contact details, repair descriptions, and access notes. Owners store lease templates and draft versions. Payment requests store payer contact information, amounts, due dates, status, and Stripe checkout references. Private resident and payment links should only be shared with their intended recipients.
• Listing photos and publishing. Owners upload property photos and captions. Published listings show active photos publicly. Draft and removed photos require owner access. Downloads let owners share listing text and photos with their selected listing services; this website does not automatically submit them.
• Lease signatures and branding. We store the exact lease PDF, signer names and email addresses, signature images, consent wording and version, email-verification and signing timestamps, document fingerprints, and request IP address and browser details. Signing links and verification codes are stored as hashes, not plaintext. The completed PDF includes signatures and an audit record. Owners may upload PNG or SVG logos; logos are converted to PNG before display and are included in PDF snapshots. Signed records remain retained when a workspace item is removed so the agreement and audit history are not silently erased.
• Technical information. Hosting and email providers process request, security, and delivery information necessary to operate their services. This can include IP addresses, browser details, timestamps, and email delivery events.

This website does not request identity-document uploads, Social Security numbers, bank account numbers, or payment-card information. Avoid including unnecessary sensitive information in notice reasons or support messages.

Tenant accounts

Clerk manages tenant sign-in, verified email addresses, account security, and session cookies. The property database stores your Clerk account identifier, owner-approved property access, contact phone, selected payment-record permissions, and maintenance requests. Changing your account email does not automatically change which property records you can access. Creating an account does not grant access to the owner workspace or another tenant’s records.

You can manage account information and security in tenant account settings. Removing an account or portal access does not automatically erase payment, maintenance, lease, or audit records. Contact the property owner for record corrections or deletion requests.

02 · How information is used

Information is used to record acknowledgments, provide receipts, prepare and send applicant correspondence, maintain version history, restrict owner access, troubleshoot problems, and support rental-related recordkeeping. The website does not automatically decide whether an applicant qualifies for housing.

Google identity information is used for sign-in and access control. The Google connection requests only basic identity scopes; it does not request access to Gmail messages, Drive files, contacts, or calendars. Google passwords are entered with Google, not collected by this website.

03 · Storage and service providers

• Clerk processes tenant account and authentication information and provides the tenant sign-in and account-management components. See Clerk’s Privacy Policy.
• Vercel hosts the website, processes server requests, and stores normalized listing photos in private Blob storage. Embedded photo metadata is removed during upload.
• Neon stores property records, applications, maintenance requests, lease drafts, frozen and signed lease PDFs, signature evidence, branding versions, payment records, activity history, and applicant-notice versions in a database.
• Resend processes email recipients, message content, and email delivery information. Acknowledgment receipts are sent to the applicant and privately copied to the property owners. Adverse-action notices are sent to the recipient confirmed by the administrator.
• Stripe processes payments in its hosted checkout when configured. Payer email, payment amounts, and request identifiers are shared with Stripe. Card and bank details are entered directly with Stripe, not stored by this application.
• Google authenticates approved administrators. Basic session information is held in an encrypted, HTTP-only browser cookie. Google access and refresh tokens are not stored in the notice database.

Property owners can access records needed to administer the rental. Applicants receive their own email correspondence; they do not receive access to the private workspace or other applicants’ records. Information may also be disclosed when required by law or to address a security incident or legal claim.

The website does not sell personal information or use Google identity information for advertising. Its use and transfer of Google user data follows the Google API Services User Data Policy, including its Limited Use requirements where applicable.

Automatic ACH payments

For automatic rent payments, we retain the agreed amount, dates, installment count, acceptance time, authorization text, and Stripe references for the bank setup and recurring schedule. We retain invoice activity and cumulative refund history, and queue copies of accepted payment terms to the payer through Resend. Stripe collects and verifies bank details and provides the bank mandate. We do not store bank account or routing numbers. Private enrollment links permit bank setup and stopping future payments; share them only with the named payer.

04 · Cookies and security

Owner and tenant sign-in use cookies for session management and protection against forged sign-in requests. The website does not include advertising or analytics trackers. Service providers may maintain their own operational logs.

Private workspace access is restricted to approved Google accounts. Requests use HTTPS on the production site, and credentials remain on the server. These measures reduce risk, but no internet service can guarantee absolute security. Sign out when using a shared device.

05 · Retention, corrections, and deletion

Property operations records and saved notice versions remain in the database until removed through an administrative process; there is no automatic deletion schedule currently configured. Removed listing photos remain stored so owners can restore them; removal from a listing is not permanent deletion. Email receipts and notices may remain in the owners’ and recipients’ mailboxes and in service-provider records. Editing a notice creates a new version and does not erase earlier versions.

You may contact the property owner to request access to, correction of, or deletion of information associated with you. The owner may need to verify your identity and retain information needed for applicable legal obligations, disputes, or rental recordkeeping. Deleting a website record does not recall emails already sent.

Administrators may sign out to clear the active session and may manage the app’s connection through their Google Account connections. Removing the Google connection does not delete applicant notices. Contact the owner to remove an approved account or address records separately.

06 · Questions and updates

Contact the Back Acres property owner at dallaspeters@gmail.com. For privacy requests, identify the record or account involved. Please do not email Social Security numbers, full financial account numbers, passwords, or complete consumer reports.

Updates to this policy will appear on this page with a revised effective date. This policy covers this website; rental-listing services, screening agencies, Google, and other providers have their own privacy policies.