Privacy Policy

1. Data We Collect

We collect information in three main ways: (a) data you and your team enter, (b) data imported from external sources you authorize, and (c) technical data generated by your use of Vindex.

1.1 Account & organization information

• Account details, such as name, email address, job role (e.g. landlord, operations, legal, contractor, consultant, lender), and authentication identifiers.
• Organization profile, such as organization name, contact details, portfolio labels, and report branding.
• Team and permission structure, such as roles, access policies, and which properties or reports specific users can see.

1.2 Portfolio & operational data

• Property and unit data (e.g. building addresses, unit numbers, boroughs, internal building IDs) that you create or import.
• Violation and regulatory data, such as HPD and DOB violations, façade status, inspections, and correction deadlines. This may be imported from publicly available sources or uploaded by you.
• Work order and maintenance data, including scopes of work, categories, photos, invoices, statuses, scheduled dates, and contractor assignments.
• Marketplace and bid data, including bid descriptions, budgets, proposals, and vendor information entered into the Vindex marketplace.

1.3 Tenant & legal matter data

Tenant- and case-related information is typically provided by you, your legal team, or your property management system. Vindex does not independently source tenant data.

• Tenant profile context (e.g. internal identifiers, unit, building, arrears balances, risk flags) as configured by you.
• Case and judgment data, such as housing court matters, HP actions, and judgment summaries that you record or import.
• Notes and internal commentary you choose to store within the platform about tenants, matters, or negotiations.

You are responsible for ensuring that tenant and case information you upload is collected and used in accordance with applicable law (for example, fair housing, consumer reporting, and privacy laws in your jurisdiction).

1.4 Files & attachments

• Files attached to violations, work orders, tenants, marketplace bids, consultants, or contractors (e.g. photos, PDFs, scopes of work, court documents, invoices, term sheets).
• Metadata about files (such as filename, size, type) used to help you organize and search attachments.

1.5 Technical & usage data

• Device and browser data (such as browser type, operating system, and basic system configuration).
• Usage data (such as pages visited, actions taken, timestamps, error logs) to help maintain reliability and improve the product.
• Basic network information (such as IP address) used for security, session management, and audit logging.

2. How We Use This Information

• To provide and operate the Vindex platform — including managing violations, work orders, tenant risk, marketplace bids, attachments, and reports.
• To support your legal and operations workflows — for example, helping track deadlines, linked cases, work order completion, and consultant/contractor performance.
• To secure the Services and detect abuse — such as monitoring for suspicious login behavior, enforcing role permissions, and auditing access where applicable.
• To improve accuracy and usefulness of data views — including dashboards, analytics, and reports that summarize violations, work orders, and risk signals.
• To communicate with you about the Services — such as feature updates, service notices, onboarding information, and support responses.
• To comply with legal obligations — for example, where we must retain certain logs or respond to valid legal requests.

Vindex does not make housing, credit, or legal decisions on your behalf. Any decisions based on information in Vindex are made by you or your authorized advisors.

3. How We Protect & Store Data

Vindex uses industry-standard safeguards to protect information processed by the platform. While no system can be perfectly secure, we design with privacy and security as core requirements.

• Access controls — role- and permission-based access so that landlords, operations, legal, contractors, consultants, and lenders only see the portions of your portfolio they are authorized to view.
• Encrypted transport — data is transmitted over secure protocols (e.g. HTTPS/TLS) to help protect it in transit.
• Secure file storage — file attachments are stored in secured storage with controlled access via the Vindex application.
• Auditability (where enabled) — access and key actions can be logged to support compliance and internal review.
• Data retention — in a production deployment, data retention and deletion policies can be configured to align with your legal and operational requirements.

4. Sharing of Information

We do not sell personal data. Information may be shared only in the following contexts:

• Within your organization and invited users — such as staff, attorneys, consultants, and contractors you authorize to access specific properties, work orders, or reports.
• With service providers that help operate Vindex — for example, hosting providers, logging/monitoring tools, and email services. These providers are expected to handle data in line with contractual and security obligations.
• When required by law or legal process — such as responding to valid court orders, subpoenas, or other legal requests where we are legally compelled to do so.
• In connection with a business transaction — such as a merger, acquisition, or reorganization, where data may transfer as part of the transaction, subject to appropriate safeguards and continued protection.

Your use of Vindex to share documents or information with third parties (such as counsel, contractors, or lenders) is controlled by you and your organization’s policies.

5. Your Choices & Rights

Depending on how Vindex is deployed and the laws applicable to you, you may have rights over your data and the data stored about others within your portfolio.

• Access & export — you may be able to view and export data stored in Vindex, such as violations, work orders, and reports.
• Correction & updates — you can correct or update information you have entered or synced, subject to your organization’s policies and any legal record requirements.
• Deletion & retention — in a production deployment, data deletion and retention settings can be configured by your administrators; some records may need to be retained for legal or compliance reasons.
• Communications & notifications — you can typically manage preferences for non-essential emails (such as product updates), while still receiving important service and security notices.

If you are an end user of an organization that uses Vindex (for example, staff of a landlord or legal team), you should direct privacy or data access requests to your organization, which acts as the primary controller of your data.

6. Children & Sensitive Uses

Vindex is designed for professional use by adults in the context of property management, legal practice, compliance, and related operations. It is not intended for use by children or for consumer applications unrelated to housing/compliance operations.

If you believe data about a minor or other sensitive information has been added to Vindex inappropriately, please contact us so we can review and, where appropriate, take action.

7. Changes to This Policy

We may update this Privacy Policy from time to time as the Vindex platform and related regulations evolve. When we make material changes, we will adjust the "Last updated" date above and, where appropriate, provide additional notice within the application.

Contact Us

If you have questions about this Privacy Policy or how Vindex processes information, you can contact:

Email: privacy@vindexapp.com