Privacy Policy

Who we are

Praedium is run by Justin Whitfield. You can reach us at support@praediumhq.com. Our servers and service providers are in the United States, so data you enter is stored and processed there.

This policy explains what we collect, why, and who sees it. It covers people who use Praedium (property managers and their staff) and people whose details are entered into it (tenants, contractors and other contacts).

What we collect

Account information. When you sign in through Clerk we store your Clerk ID, email address, first and last name, your role in the organization, your choice about the AI feature, and timestamps. Clerk holds your password or sign-in method and your session; we never see your password.

Organization information. The organization's name, phone and email, which also appear on work orders and in emails.

Records you enter. Contacts (type, name, company, address, phone, email, notes), properties and units (addresses, notes), and work orders (title, notes, due date, status, areas, line items and their priority, up to three photos per line item, contractor notes, completion notes and a cancellation reason). Each work order keeps a copy of the contractor's and tenant's name, phone and email as they were when it was created, so later edits to a contact don't change past work orders.

Activity log. Every action on a work order is recorded with the name of the person who did it and the time: office actions by the signed-in user, contractor actions under the contractor's name on the work order. Opening the contractor link is logged once per day.

API keys. The key's name, its first few characters, a hash of the key, who created it, when it was last used, and its permissions. We never store the key itself.

Technical information. Our hosting provider keeps short-lived server logs, which may include error messages, request paths and IP addresses. When something breaks, an error report goes to Sentry with the page and the technical details; cookies, what was typed into forms, contractor links and IP addresses are removed first. We count page views with Vercel Web Analytics, which uses no cookies, doesn't identify you and doesn't follow you to other sites. We don't use any of this to track or profile anyone. Praedium has no advertising.

How we use it

• To sign you in and show you your organization's data.
• To create, send and track work orders, including emailing contractors and tenants when you ask us to.
• To show contractors the work order you sent them and record what they do on it.
• To let AI assistants you authorize work with your data.
• To find and fix problems, keep the service secure, and respond to your requests.
• To meet legal obligations.

We don't sell personal information and we don't use it for advertising.

AI processing

Praedium Bot. When you use it, we send your written description and today's date to Anthropic's API, which returns a draft work order. Nothing else from your account is sent, but anything you type in the description is. The instructions we give the model tell it to leave phone numbers, emails, access codes and tenant names out of the draft, but that doesn't stop them being sent if you include them, so don't. We don't log the description or the reply. Anthropic's API terms state that API inputs and outputs are not used to train their models. You can turn Praedium Bot off in Settings; it is then hidden and refused on the server.

AI assistant access (MCP). If an admin connects an outside AI assistant with an API key, whatever that assistant reads goes to the company that runs it, under that company's terms and privacy policy. You choose that company, not us.

Who we share it with

People in your organization see all of its data.

Contractors who receive a work order link see the organization's contact details, the property address and unit, the tenant's name, phone and email, the line items, notes and photos. They also receive the work order and any cancellation by email.

Tenants receive an email naming the contractor and the property only when you tick "Notify tenant" and the tenant has an email address.

Service providers that run parts of Praedium for us:

We may also disclose information if the law requires it or to deal with abuse or a security problem.

Cookies and browser storage

Clerk sets cookies to keep you signed in. Blocking them means you can't sign in. Your browser's local storage holds only your light/dark theme and color palette choice. There are no advertising or analytics cookies. The demo keeps its sample data in your browser only. A contractor who verifies on a work order link gets a cookie that remembers that browser for 30 days; it holds only a random key.

If you're a tenant, contractor or other contact

Your details were entered by the property manager or company that uses Praedium to manage the property you live in or work on. That company decides what to collect and is responsible for it; we store and process it on their behalf. If you want your details corrected or removed, contact that company first. If you can't reach them, email us at support@praediumhq.com and we'll help route your request.

Contractors: when you open a work order link, check off items or add notes, those actions are recorded under the contractor name on the work order.

How long we keep it

We keep your organization's data for as long as the organization uses Praedium. Deleting a work order, contact, property or unit in the app removes it immediately, along with any photos attached to a deleted work order. Archiving is not deletion; archived records are still stored. Names copied into the activity log stay in the log so the history still makes sense.

You can delete your account in Settings, and it happens right away. An admin can delete the whole organization in Settings: it's locked at once for everyone and its data is removed 7 days later; until then, any admin can restore it. You can also email support@praediumhq.com and we'll do either within 30 days. Deleting your account removes your sign-in; your organizations' records stay for their other members, and your name stays in the activity log. An organization you're the only member of is deleted along with your account, right away. Deleting an organization removes all of its properties, contacts, work orders, photos, activity log, email records and API keys for everyone; once removed, its data can't be recovered. If an organization is deleted another way (for example from the sign-in provider's account settings), it's locked at once and its data is removed within 8 days.

We keep a record of the emails Praedium sends for your organization (who it went to, what kind of email, and whether it arrived) for 90 days. An address that bounced or reported our email as spam is remembered so we don't email it again. Copies already sent by email or read by an AI assistant you connected are outside our control. Our hosting provider keeps server logs for a short time, typically no more than a few days.

Security

Every database query is limited to your own organization. API keys are stored only as a hash. Photos live in private storage and are only served to signed-in members of your organization or through an active contractor link. Contractor links stop working when a work order is cancelled, archived or deleted, or while its organization is locked for deletion. No system is perfectly secure, so protect your login, your API keys and your contractor links, and tell us at support@praediumhq.com if you think something has been exposed.

Your choices and rights

You can view and edit your organization's data in the app, turn Praedium Bot off in Settings, and (as an admin) revoke API keys, download a copy of all of your organization's data, and delete the organization. Anyone can delete their own account in Settings. You can also ask for any of this by emailing support@praediumhq.com. We may ask you to confirm who you are. Depending on where you live, you may have further rights under local privacy law, including the right to complain to a privacy regulator.

Children

Praedium is a business tool for people 18 and over. It isn't directed at children, and you shouldn't enter children's personal details into it. Tell us if you believe that has happened and we'll help remove them.

Changes to this policy

We'll update this page when our practices change, and change the effective date at the top when we do.

Contact

Justin Whitfield, support@praediumhq.com