Privacy Policy

Sparks Vault ("we," "our," or "us") operates the Sparks Vault platform — a cloud-based property management service accessible at https://sparksvault.com and related subdomains. We are the data controller for personal information collected through our platform.

For privacy-related questions, contact our Privacy Officer at privacy@sparksvault.com.

Account and profile information: When you register, we collect your name, email address, phone number, and business details (company name, address, property portfolio information).

Tenant and lease data: As a property manager using Sparks Vault, you may upload or enter information about tenants, lease terms, rental amounts, and occupancy. This data is your responsibility under applicable data protection laws; we process it on your behalf.

Payment information: We collect transaction details for rent payments and platform subscriptions. Full payment card numbers are handled by our PCI-compliant payment processor (Stripe) — we do not store raw card data.

Usage data: We collect logs of features used, pages visited, clicks, and session duration to improve the platform. This includes your IP address, browser type, and device information.

Communications: Messages sent through the in-app inbox or support channels are stored to enable the service and resolve disputes.

Uploaded documents: Lease agreements, inspection reports, photos, and other files you upload are stored securely in our cloud infrastructure.

We use the information we collect to:

• Provide, operate, and improve the Sparks Vault platform
• Process rent payments and platform subscription fees
• Send transactional emails (payment receipts, lease notifications, maintenance updates)
• Provide customer support and respond to inquiries
• Detect and prevent fraud, abuse, and security incidents
• Generate anonymized, aggregated analytics about platform usage
• Comply with legal obligations
• Send product updates and marketing communications (you may opt out at any time)

For users in the European Economic Area or United Kingdom, our legal bases are:

• Contract performance: Processing necessary to provide the service you signed up for
• Legitimate interests: Fraud prevention, security, product improvement, and direct marketing (subject to your right to object)
• Legal obligation: Compliance with applicable laws and regulations
• Consent: Where we have obtained your explicit consent (e.g., optional marketing communications)

We never sell your personal data.

We share data only with trusted third-party service providers who process it on our behalf under strict data processing agreements:

• Firebase / Google Cloud: Authentication, database, and file storage
• Stripe: Payment processing
• OpenRouter / AI providers: AI Copilot features (anonymized prompts only; no personally identifiable tenant data is sent)
• SendGrid / email providers: Transactional email delivery

We may also disclose information when required by law, court order, or governmental authority, or to protect the rights, property, or safety of Sparks Vault, our users, or the public.

We retain your account data for as long as your account is active or as needed to provide services. If you cancel your subscription, we retain your data for 90 days to allow for account recovery, after which it is deleted or anonymized from our active systems.

Certain data may be retained longer when required by law (e.g., financial records, which may be retained for 7 years under tax regulations).

You may request earlier deletion by contacting privacy@sparksvault.com.

We implement industry-standard security measures to protect your data, including:

• TLS/HTTPS encryption for all data in transit
• Encryption at rest for sensitive database fields
• Role-based access controls limiting who can access what data
• Regular security audits and penetration testing
• Multi-factor authentication options for user accounts

No method of transmission over the internet is 100% secure. We cannot guarantee absolute security but are committed to protecting your information with commercially reasonable measures.

We use cookies and similar technologies to maintain session state, remember your preferences, and analyze usage patterns. Our Cookie Policy provides full details. You can manage cookie preferences through your browser settings or our cookie consent banner.

We do not use cookies to track you across third-party websites for advertising purposes.

Depending on your jurisdiction, you may have the following rights regarding your personal data:

• Access: Request a copy of the personal data we hold about you
• Rectification: Correct inaccurate or incomplete information
• Erasure: Request deletion of your personal data ("right to be forgotten")
• Portability: Receive your data in a machine-readable format
• Objection: Object to processing based on legitimate interests
• Restriction: Request that we restrict processing of your data
• Withdraw consent: Withdraw consent you previously gave

To exercise any of these rights, email privacy@sparksvault.com. We will respond within 30 days.

Sparks Vault is not directed at children under the age of 18. We do not knowingly collect personal information from minors. If you believe a child has provided us with personal information, please contact us at privacy@sparksvault.com and we will promptly delete it.

Sparks Vault operates primarily in the United States. If you access the platform from outside the U.S., your data may be transferred to and processed in the United States. We take appropriate safeguards to ensure such transfers comply with applicable law, including using Standard Contractual Clauses where required.

We may update this Privacy Policy from time to time. When we make material changes, we will notify you by email (if you have an account) and post a notice on our website at least 30 days before the change takes effect. Continued use of the platform after the effective date constitutes acceptance of the updated policy.

The most current version of this policy is always available at https://sparksvault.com/privacy.

For privacy-related questions, data subject requests, or to report a data breach:

• Email: privacy@sparksvault.com
• Support: support@sparksvault.com
• Website: https://sparksvault.com

We aim to respond to all privacy inquiries within 30 days.