OpenQuarters Privacy Policy
Last updated: July 7, 2026
Draft — pending legal review. This policy was prepared in good faith to accurately describe how OpenQuarters currently handles data. It has not yet been reviewed by an attorney. It should be reviewed by qualified legal counsel before or shortly after launch, and updated as the product and business entity evolve.
Introduction
OpenQuarters ("OpenQuarters," "we," "us," or "our") provides property-management software that helps independent landlords manage their properties, units, leases, residents, payments, and related records. This Privacy Policy explains what information we collect, how we use it, who we share it with, and the choices you have.
By using OpenQuarters, you agree to the practices described in this policy. If you do not agree, please do not use the service.
OpenQuarters is currently operated as an individual/sole-proprietor business based in the United States, and is in the process of forming a limited liability entity. This policy will be updated to reflect the operating entity once formed.
Who this policy covers
OpenQuarters serves several types of users, and we handle information differently depending on the role:
- Landlords / property owners ("Owners") who create accounts to manage their properties.
- Residents / tenants ("Residents") whose information is entered by their Owner, and who may create their own account to access a resident portal.
- Prospective tenants ("Leads") who submit inquiries through public property listing pages.
Importantly, much of the Resident information in OpenQuarters is entered by Owners about their tenants. If you are a Resident, your landlord may have created records about you in OpenQuarters. Questions about why your landlord uses OpenQuarters, or about the accuracy of information they entered, should be directed to your landlord.
Information we collect
Information you provide directly
Account information (Owners and Residents): name, email address, and a password (passwords are handled through our authentication provider and are stored in hashed form — we never see or store your plaintext password).
Property and business records (entered by Owners): property addresses and details, units, lease terms, rent amounts, and related documents.
Resident information (entered by Owners and/or Residents): resident names, email addresses, phone numbers, lease associations, charge and payment records, deposit records, and maintenance requests.
Payment records: OpenQuarters currently allows Owners to record payments (for example, the amount, date, and method of a rent payment). At this time, OpenQuarters does not process card or bank-account transactions and does not collect or store payment card numbers or bank account numbers. If we add online payment processing in the future, we will update this policy and use a dedicated, industry-standard payment processor.
Communications: if you contact us for support, we receive the information you include in your message.
Lead inquiries: if you submit an inquiry through a public property listing, we collect the name, email, and message you provide.
Information collected automatically
When you use OpenQuarters, we and our service providers may automatically collect limited technical information, such as your IP address, browser type, device information, and log data about how you interact with the service. This information is used to operate, secure, and improve the service (for example, to prevent abuse and rate-limit requests).
How we use information
We use the information we collect to:
- Provide, operate, and maintain the OpenQuarters service.
- Create and manage accounts and authenticate users.
- Enable Owners to manage properties, leases, residents, and payment records.
- Send transactional communications, such as email confirmations, password resets, resident portal invitations, and payment receipts.
- Respond to support requests.
- Protect the security and integrity of the service, including preventing fraud, abuse, and automated attacks.
- Comply with legal obligations.
We do not sell your personal information, and we do not use your information to serve third-party advertising.
How information is shared
We share information only as described below:
Service providers (sub-processors). We rely on trusted third-party providers to operate OpenQuarters. These providers process data on our behalf and are permitted to use it only to provide services to us. Our current key providers include:
- Supabase — database hosting, authentication, and file storage.
- Vercel — application hosting and delivery.
- Resend — sending transactional emails.
- Cloudflare — bot-protection and security services on public forms.
Between Owners and their Residents. By design, an Owner can access the records associated with their own organization, including information about their Residents. A Resident who accesses the resident portal can see records related to their own tenancy. OpenQuarters uses database-level access controls to keep each organization's data separated from other organizations.
Legal and safety. We may disclose information if required by law, subpoena, or other legal process, or if we believe in good faith that disclosure is necessary to protect our rights, your safety or the safety of others, or to investigate fraud or abuse.
Business transfers. If OpenQuarters is involved in a merger, acquisition, or sale of assets, information may be transferred as part of that transaction. We will notify you of any such change in ownership or control of your personal information.
How we protect information
We take reasonable measures to protect your information, including:
- Encryption of data in transit (HTTPS).
- Row-level security controls that isolate each organization's data.
- Hashed storage of passwords and sensitive tokens.
- Server-side access controls and rate limiting on sensitive and public endpoints.
No method of transmission or storage is completely secure, and we cannot guarantee absolute security. You are responsible for keeping your account credentials confidential.
Data retention
We retain information for as long as your account is active or as needed to provide the service, comply with our legal obligations, resolve disputes, and enforce our agreements. Owners control much of the data they enter and can delete records within the service. If you close your account or wish to have your information deleted, contact us at the email below and we will respond consistent with applicable law.
Your choices and rights
Depending on where you live, you may have rights regarding your personal information, such as the right to access, correct, or delete it, or to object to certain processing. In particular, California residents have rights under the California Consumer Privacy Act (CCPA), including the right to know what personal information we collect and the right to request deletion. We do not sell personal information.
To exercise any of these rights, contact us at the email below. We may need to verify your identity before responding. If you are a Resident and your request concerns information entered by your landlord, we may direct you to your landlord, who controls that information.
International users
OpenQuarters is based in the United States and is intended for use by landlords and residents in the United States. Our service providers store and process data in the United States. If you access OpenQuarters from outside the United States, you understand that your information will be transferred to and processed in the United States, which may have different data-protection laws than your country.
Children's privacy
OpenQuarters is not directed to children under 13, and we do not knowingly collect personal information from children under 13. If you believe a child has provided us information, please contact us and we will take appropriate steps to delete it.
Changes to this policy
We may update this Privacy Policy from time to time. When we do, we will revise the "Last updated" date above. If we make material changes, we will provide notice as appropriate (for example, by email or through the service). Your continued use of OpenQuarters after an update means you accept the revised policy.
Contact us
If you have questions about this Privacy Policy or how your information is handled, contact us at:
Email: support@openquarters.com
This document is a draft prepared to describe OpenQuarters' current data practices in good faith. It is not legal advice and has not been reviewed by an attorney. OpenQuarters should obtain legal review before relying on this policy in production.