Overview
Valix ("we", "us", "our") operates the Valix property management platform. This Privacy Policy describes how we collect, use, and protect your information when you use our service. We do not sell your information.
Information We Collect
- Account information: Name, email, phone, company name, role.
- Property data: Addresses, units, lease terms, tenant records, and financials you enter into the platform.
- Payment information: Processed via Stripe and Plaid. We do not store card numbers or bank logins.
- Usage and diagnostic data: Server logs of requests (including IP address and browser user agent), an audit log of account actions, and error reports.
Rental applicants and residents
When you apply for a rental through a Valix application page (/apply), we collect what the form asks for: your name, email, phone, date of birth, desired move-in date and rent, income, employment history and rental history (including landlord references), and your confirmation that you are an adult and accept our Terms and this policy.
When you use a tenant, owner, investor or contractor portal, we collect your account details and what you do in the portal: payments, maintenance requests and photos, messages, documents and signatures.
Valix processes this information for the property manager you applied to or work with, on their instructions. The property manager decides how it is used, for example to evaluate an application. Questions about a decision should go to the property manager; we will help them answer requests about your information.
How We Use Your Information
- To operate the platform and provide the features you have configured
- To send transactional emails (invoices, notifications, receipts)
- To improve the product and debug issues
- To comply with legal obligations
Children's privacy
Valix is not directed to children under 13, and we do not knowingly collect personal information from them. Accounts, portals and rental applications are for adults 18 and over. A property manager may record the name of a minor household member as an occupant on a lease; we hold that name only as part of the property manager's records. If you believe a child has given us personal information, email privacy@valixpm.com and we will delete it.
Third-party services and cookies
These services receive personal data to provide part of Valix. Any service your browser contacts directly receives your IP address and browser user agent, as every website does.
- Microsoft Azure: Hosting, database, file storage and email delivery. Receives: All data stored in Valix, and the address, subject and content of every email Valix sends. When: Always; this is where Valix runs.
- Google Maps Platform: Address suggestions in the property address form (Places autocomplete) and Street View photos of a property in the manager app. Receives: Your IP address and browser user agent, the characters you type into the address field, and the property address shown in a Street View image. When: When the address form opens, and when a page shows a property's Street View photo.
- OpenStreetMap Foundation: Map tiles for the dashboard map. Receives: Your IP address and browser user agent, and the map area being viewed. When: Only after you select “Show map” on the dashboard.
- Stripe: Card and bank payments on tenant payment pages (Stripe.js), and Valix subscription billing. Receives: Your IP address and browser user agent, payment details you enter into the Stripe form, the payment amount, and, for autopay, the payer’s name and email. When: When a payment form opens. Card numbers go directly to Stripe; Valix does not store them.
- Plaid: Connecting a bank account for ACH payments (Plaid Link). Receives: Your IP address and browser user agent, and the bank login details you enter into Plaid. When: When you choose to connect a bank account on a payment page.
- Sentry: Error diagnostics and performance monitoring. Receives: Technical details of an error or of a sampled page load or request: the page address, timings, browser and device type, the code location, and your Valix user ID. Reports from your browser are relayed through Valix’s own server, so Sentry does not receive your IP address from your browser. Sentry session replay is not used. When: When an error occurs, and for a small sample of page loads and requests (performance monitoring).
- Anthropic, OpenAI and Google: AI features (see below). Receives: The text or document sent to an AI feature, with the instructions needed to process it, including some records processed automatically (for example maintenance requests when they are submitted, and a weekly review of expense totals for anomalies). When: When you use an AI feature, and when Valix runs an automatic AI check on your records.
- TransUnion (SmartMove): Tenant screening when a property manager requests it. Receives: The applicant’s name and email address, so TransUnion can invite the applicant; the applicant enters the identity details needed for the report on TransUnion’s own screen. When: Only when a property manager orders a screening.
- Google and Microsoft sign-in: Signing in to Valix with a Google or Microsoft account. Receives: Your sign-in request; Google or Microsoft returns your name and email address to Valix. When: Only if you choose Sign in with Google or Sign in with Microsoft.
Valix uses only the cookies needed to sign you in and keep your session secure. We do not use advertising or analytics cookies.
AI features
Some Valix features use AI providers: Anthropic, OpenAI and Google. A feature sends the provider the text, document or record details it needs, with the instructions needed to process it. Some features run when you use them; others run automatically on records in the account, as listed below. The AI assistant names its provider next to the message box.
- AI assistant: your messages go to the AI provider to generate the answer. Valix does not store the conversation; we log only the number of tokens used.
- Features you start (for example lease abstraction, scanning and comparison, invoice and notice extraction, payment matching and data migration): the document or text you submit, and the record details the feature needs (for payment matching, the tenant's name and open charges), go to the provider. The result is saved to the record you are working on or shown to you.
- Automatic features: maintenance request triage when a request is submitted, including by a resident in the tenant portal (the request's title and description); property summaries when a property is created or its details change (the property's name, unit count, occupancy, monthly revenue and open maintenance count); an expense anomaly check when the dashboard loads (recent expense descriptions, categories and amounts, with the property name); and a weekly expense anomaly check (each property's name, address and weekly expense totals). Triage results and summaries are saved to the request or property; anomaly results are shown on the dashboard or recorded in the account's AI insights log.
Do not include tenant personal or payment details in an AI assistant message.
Email delivery and tracking
Invoice emails contain a small image (a read receipt) that tells us when the email was opened, and the pay link in the email records when it was clicked. With each open or click we store the time, the browser user agent and your IP address in coarse form (shortened so it identifies a network area, not a device). These records are deleted after 13 months.
Access by Valix staff
Your data is private to your account and shared only with your property manager. Valix staff access an account only with the account holder's approval (through an audited support-access flow) or where required for security or legal reasons. Every access is logged.
Data Security
All data is encrypted in transit (TLS 1.2+) and at rest. Access to production data is restricted to authorized personnel, and every Valix staff access to an account is recorded in an audit log.
Retention
- Account data is kept for the life of the account.
- Email open and click records are deleted after 13 months.
- Rental application data is kept for as long as the property manager needs it for fair-housing record keeping.
Your Rights
To access, correct, export or delete your information, email privacy@valixpm.com. If your information is held for a property manager, we will pass your request to them and help them respond.