Privacy Policy

1. Introduction

Welcome to IMMODESK, a property management platform operated by SMOVECITY HOLDING (“we”, “our”, or “us”). We are committed to protecting your personal data and respecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our platform.

By using IMMODESK, you agree to the collection and use of information in accordance with this policy. If you do not agree with our policies and practices, please do not use our services.

2. Information We Collect

2.1 Personal Information

We collect information that you provide directly to us, including:

• Account information (name, email address, phone number)
• Property details (addresses, descriptions, financial information)
• Tenant information (names, contact details, lease agreements)
• Payment information (processed securely through a PCI-DSS Level 1 payment provider)
• Documents and files you upload to the platform
• Communication data (messages, support requests)

2.2 Automatically Collected Information

When you access our platform, we automatically collect:

• Device information (IP address, browser type, operating system)
• Usage data (pages visited, features used, time spent)
• Cookies and similar tracking technologies

3. How We Use Your Information

We use the collected information for the following purposes:

• To provide, maintain, and improve our services
• To process your transactions and manage your subscription
• To send you notifications about your properties and tenants
• To respond to your requests and provide customer support
• To detect, prevent, and address technical issues and security threats
• To comply with legal obligations and enforce our terms
• To send you marketing communications (with your consent)

4. Data Sharing and Disclosure

We do not sell your personal information. We may share your information in the following circumstances:

• Service Providers: Third-party vendors who perform services on our behalf (hosting, payment processing, analytics)
• AI Providers: When a landlord uses applicant screening, the documents uploaded for an application are read by an AI model (Anthropic) so they can be checked. Anthropic processes them on our behalf under a data-processing agreement, which may involve processing outside the EU under the European Commission’s standard contractual clauses, and does not use them to train its models. The AI takes no decisions; the landlord does.
• Legal Requirements: When required by law or to protect our rights and safety
• Business Transfers: In connection with any merger, sale, or acquisition
• With Your Consent: When you explicitly authorize us to share your information

5. Data Security

We implement appropriate technical and organizational measures to protect your personal data, including:

• Encryption of data in transit and at rest
• Regular security assessments and updates
• Access controls and authentication mechanisms
• Secure cloud infrastructure hosted in the European Union

However, no method of transmission over the Internet is 100% secure. We cannot guarantee absolute security but strive to use commercially acceptable means to protect your data.

6. Your Rights (GDPR)

If you are in the European Economic Area, you have the following rights:

• Access: Request access to your personal data
• Rectification: Request correction of inaccurate data
• Erasure: Request deletion of your data
• Portability: Request transfer of your data
• Restriction: Request restriction of processing
• Objection: Object to processing of your data
• Withdraw Consent: Withdraw consent at any time

To exercise these rights, please contact us at hello@immodesk.eu

7. Data Retention

We retain your personal data for as long as necessary to provide our services and comply with legal obligations. When you delete your account, we will delete or anonymize your data within 90 days, except where we are required to retain it for legal or regulatory purposes.

Product usage records described in section 7a are deleted automatically after 90 days.

7a. Product Usage Analytics

When you are signed in to a landlord account, we record which pages of the application you open and how long you spend on each one. We use this only to understand where the product is confusing or where setup stalls, so that we can improve it.

• What we record: the page path, the time spent on it, and an identifier for your browsing session.
• In the app: we record when you open the app, at most once every half hour, so that we can see whether ImmoDesk is still used after setup. This record does not include the screens you open.
• App version: for every account, including tenants, we record which version of the app you last opened and whether it runs on iPhone or Android, so that we can see who still needs an update.
• Website visits: we count how often each page of our website is viewed per day and which website the visit came from, without cookies and without any personal data.
• How you found us: when you create an account, we keep the first page of your visit, the website that sent you and any campaign label in the link, so we can see which pages help landlords.
• What we do not record: your IP address, your browser fingerprint, or anything you type. We do not record any activity in the tenant portal.
• Lawful basis: our legitimate interest in improving the service.
• Retention: these records are deleted automatically after 90 days.
• Not used for automated decisions: we do not use this data to make decisions about your account.

You may object to this processing at any time by contacting us, and we will exclude your account.

8. Cookies and Tracking

We use cookies and similar technologies to:

• Keep you signed in
• Remember your preferences
• Understand how you use our platform
• Improve our services

You can control cookies through your browser settings. However, disabling cookies may limit your ability to use certain features.

Product analytics: we use PostHog, with data hosted in the European Union, to see which screens and steps of ImmoDesk are used, on the website and in the app. For signed-in users this is based on our legitimate interest in improving ImmoDesk. Events are linked to your account ID, never to your name or email address, and session recordings mask all text on screen and everything you type. You can switch this off at any time in Settings under Usage analytics. On our public website, PostHog runs only after you accept analytics cookies.

Error reports: when something goes wrong on the website or in the app, PostHog also receives the error, the screen it happened on and the app version, so we can fix it. Email addresses and bank account numbers are removed from error messages before they are sent. The same Usage analytics switch turns this off.

9. Children's Privacy

Our services are not intended for individuals under 18 years of age. We do not knowingly collect personal information from children. If you believe we have collected information from a child, please contact us immediately.

10. International Data Transfers

Your information may be transferred to and processed in countries other than your country of residence. We ensure that such transfers comply with applicable data protection laws and implement appropriate safeguards.

11. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of any changes by posting the new policy on this page and updating the “Last updated” date. We encourage you to review this policy periodically.

12. Contact Us

If you have any questions about this Privacy Policy or our data practices, please contact us: