Privacy Policy
PropLog — Property Maintenance Management Platform
Last updated: February 2026
Operated by: DEVOPSPLANT PTY LTD (ABN 34 668 360 996), trading as PropLog.
1. About This Policy
This Privacy Policy explains what personal information we collect, how we use it, and your rights regarding that information. We've written this in plain English because we believe transparency matters.
PropLog is an early-stage product and this policy will evolve as we grow. We'll notify users of significant changes via email or in-app notice.
2. Who We Are
PropLog is a property maintenance management platform used by real estate agencies, property managers, landlords, tradespeople, and tenants across Australia. We provide a system of record for property maintenance — tracking issues, photos, timelines, and accountability.
Contact us:
- Email: privacy@proplog.com.au
- Website: https://proplog.com.au
3. What Information We Collect
3.1 Account Information
When you create an account or are invited to the platform, we collect:
- Name — to identify you within the platform
- Email address — for authentication, notifications, and account recovery
- Phone number (optional) — for SMS notifications about maintenance issues
- Profile picture — provided via your authentication provider (e.g. Google avatar)
- User role — tenant, agent, tradesperson, or landlord
3.2 Organisation Information
For property management agencies and businesses:
- Organisation name and contact details (email, phone, address)
- Australian Business Number (ABN) — for business verification
- ABN registered entity name — retrieved during verification
3.3 Property Information
- Property addresses (street, unit, city, state, postcode)
- Landlord and tenant associations with properties
- Tenancy dates (start/end)
3.4 Maintenance Issue Data
- Issue details — title, description, category, urgency level
- Photos — initial report photos, before/after work photos uploaded by tenants and tradespeople
- Timeline events — status changes, comments, assignments, and completion records
- Scheduled dates for tradesperson visits
3.5 Tradesperson Information
- Business name, ABN, and licence number
- Specialties and availability status
- Contact preferences (email, SMS, phone)
- Job history within the platform
3.6 Technical & Security Data
- IP addresses — logged in verification audit trails
- Authentication tokens — managed by our authentication provider (Auth0)
- SMS delivery records — message type, delivery status, timestamps
- Email verification tokens — temporary tokens for organisation email verification
3.7 What We Do NOT Collect
- We do not store passwords (authentication is handled by Auth0)
- We do not collect payment card details (subscriptions are managed through Stripe)
- We do not use tracking cookies, advertising pixels, or analytics tracking
- We do not collect data for marketing profiling
4. How We Use Your Information
We use your information to:
- Provide the service — manage properties, track maintenance issues, coordinate tradespeople, and communicate with tenants
- Send notifications — transactional SMS and email about issue updates, job assignments, and completion requests (not marketing)
- Verify businesses — validate organisation details via ABN lookup and email verification
- Maintain security — audit logging for verification events, access control, and accountability
- Improve the platform — understand how the service is used to fix bugs and improve features
We do not sell your personal information. We do not use your data for advertising.
5. SMS and Email Communications
SMS (via Twilio)
- SMS messages are transactional only — we send notifications about maintenance issues, job assignments, and completion requests
- You can opt out of SMS notifications in your account settings
- We enforce rate limits to prevent excessive messaging
- SMS delivery status is logged for reliability monitoring
- We only send to validated Australian mobile numbers
Email (via Mailgun)
- Emails are transactional only — issue notifications, invitations, verification emails, and account-related communications
- We do not send marketing emails or newsletters
6. Third-Party Services
We use the following third-party services to operate PropLog:
| Service | Purpose | Data Shared |
|---|---|---|
| Auth0 (Okta) | Authentication & identity | Email, name, profile picture |
| Twilio | SMS notifications | Phone number, message content |
| Mailgun (Sinch) | Email notifications | Email address, message content |
| AWS S3 | Photo storage | Uploaded photos (stored in Australia, ap-southeast-2 region) |
| Stripe | Payment processing | Billing details, subscription status |
Each of these providers has their own privacy policy and data processing agreements. We select providers that offer appropriate security and privacy protections.
7. Data Storage and Security
Where Your Data Is Stored
- Database and application servers — hosted in Australia
- Photo storage — AWS S3 in the ap-southeast-2 (Sydney) region
- Authentication data — processed by Auth0, which may store data in multiple regions as part of their global infrastructure
Security Measures
We take reasonable steps to protect your information:
- All data transmitted over HTTPS (encrypted in transit)
- Authentication via industry-standard JWT tokens with cryptographic verification
- Role-based access controls — users only see data relevant to their role
- Photo access controlled via time-limited signed URLs (expire after 15 minutes)
- Organisation verification system (email, domain, and ABN verification)
- Audit logging for security-sensitive events
- Address masking — organisations can configure automatic hiding of property addresses from tradespeople after job completion
We are a small team building an early-stage product. While we implement reasonable security measures, no system is 100% secure. We are honest about this.
8. Data Sharing
We do not sell or rent your personal information.
We may share data in these circumstances:
- Within your organisation — team members in the same organisation can see relevant property and issue data based on their role
- Between roles — tenants, agents, tradespeople, and landlords can see information necessary for maintenance coordination (e.g. a tradesperson sees the property address for an assigned job)
- With third-party service providers — as described in Section 6, solely to operate the platform
- Legal requirements — if required by Australian law, court order, or regulatory authority
- Business transfer — if PropLog is acquired or merged, your data may transfer to the new entity (we would notify you)
9. Your Rights
You have the right to:
- Access your personal information held by PropLog
- Correct inaccurate or outdated information
- Request deletion of your account and associated personal data
- Opt out of SMS notifications
- Ask questions about how your data is handled
To exercise any of these rights, contact us at privacy@proplog.com.au.
We will respond to requests within 30 days. Some data may need to be retained for legal or operational reasons (e.g. maintenance records that form part of a property's history).
10. Data Retention
- Account data — retained while your account is active. Deleted upon request, subject to operational requirements.
- Maintenance records — retained as part of the property's maintenance history. This is a core function of PropLog (maintenance records are an asset for property owners).
- Photos — retained as part of the maintenance record unless deletion is requested.
- Audit logs — retained for security and accountability purposes.
- SMS/email logs — retained for delivery monitoring and troubleshooting.
11. Cookies and Tracking
PropLog does not use tracking cookies, advertising cookies, or third-party analytics.
We use authentication tokens (JWT) stored in your browser's local storage to keep you signed in. These are not cookies in the traditional sense — they are solely for authentication and session management.
12. Children's Privacy
PropLog is not intended for use by anyone under the age of 18. We do not knowingly collect information from children.
13. Australian Privacy Law
PropLog operates under Australian law. We comply with the Australian Privacy Principles (APPs) under the Privacy Act 1988 (Cth) to the extent applicable.
If you believe we have breached your privacy, you can contact us at privacy@proplog.com.au. If you are not satisfied with our response, you may lodge a complaint with the Office of the Australian Information Commissioner (OAIC) at https://www.oaic.gov.au.
14. Changes to This Policy
We may update this policy as PropLog evolves. When we make significant changes, we will:
- Update the "Last updated" date at the top
- Notify affected users via email or in-app notice
We encourage you to review this policy periodically.
15. Contact Us
If you have questions about this Privacy Policy or how we handle your data:
- Email: privacy@proplog.com.au
- Business: DEVOPSPLANT PTY LTD (ABN 34 668 360 996), trading as PropLog
- Website: https://proplog.com.au