Aida FieldPro for Property Management — Privacy Policy

Last updated: October 26, 2026 · Version 2026-10-pm

This Privacy Policy tells you how Applied Field Services, Inc. ("Aida", "we", "us") handles personal information in the Aida FieldPro for Property Management mobile app and PM dashboard (together, the "PM Service").

The flooring contractor edition of Aida FieldPro has its own Privacy Policy. If you use both products, each has its own.

1. Who's in charge of your information

For the people who sign in and use the PM Service (field users, Managers, Admins, Viewers), we are the data controller.

For tenant records, vendor records, work orders and visit answers that a property management company ("PM Company") logs through the PM Service, the PM Company is the data controller and we are its processor. We handle that information only to run the PM Service for the PM Company and under its instructions.

If you're a tenant and your name or details appear in the PM Service because of the property you rent, contact your property manager with any question about your information — they decide what to do with it. If you can't reach them, contact us at info@aidasoft.com.

2. What we collect about users of the PM Service

• Account: name, email, password hash, preferred language, the companies you work with, and the role each company gave you.
• Phone: the model, operating system and a device id so we can enforce the one-phone-at-a-time rule and let an Admin reset it if needed.
• Sign-in: when and where (city-level from the IP address) you signed in, so we can show you recent sign-ins and spot suspicious activity.
• Session: the actions you take in the app for reliability and support; we may log errors so we can fix them.
• Terms acceptance: the version of these Terms you accepted and when, as a record.

3. What the PM Service holds about tenants, vendors and visits

Depending on how the PM Company uses the templates it builds, the PM Service may hold:

• Properties and units: address, floor plan, status (vacant, occupied, in turnover).
• Tenants: name, contact details (email and phone), lease start / end dates, move-in / out dates. The PM Company adds these.
• Vendors: contact details, trades, work history with the PM Company.
• Work orders: issue description, trade category, status, costs, dispatch and completion times.
• Visits: the template's answers, free-text notes, Good/Bad results, photos, and the time and location of each visit and each photo.

4. Why we hold it

• To run the PM Service for the PM Company (showing visits, running reports, exporting Excel and PDF).
• To keep the one-phone-at-a-time rule honest and support secure sign-in.
• To record who did what and when, for the audit trail every PM Company needs.
• To improve the PM Service through usage patterns and errors (never by reading your visit notes or tenant details).
• To comply with the law when we have to.

5. Photos and location

• A field user may take photos during a visit. Each photo may carry the time it was taken and, when the field user allows it, where it was taken.
• The PM Company uses these to verify the inspection happened on site.
• If the field user turns off location on the phone, photos still upload but without the location stamp.
• Photos are stored in encrypted blob storage. Only the PM Company's Admins, Managers, Viewers and the field user who took the photo can view them.

6. Who we share it with

• The PM Company you work for (and the people it gave access).
• Service providers that help us run the PM Service: cloud hosting (Microsoft Azure), email delivery, error monitoring, and payment processing when applicable. They can only use the information for us.
• Law enforcement or courts when the law requires it.
• A buyer or successor if we sell or reorganize the business, under the same terms as this policy.

We don't sell your personal information. We don't share it for third-party advertising.

7. Where it lives

The PM Service is hosted in the United States. If you access it from outside the United States, your information will be sent to and processed there.

8. How long we keep it

• Account information: as long as your account is active, then up to 24 months, unless we need to keep it longer for legal reasons.
• Tenant and work-order records: as long as the PM Company holds them, or until the PM Company deletes them.
• Visits, photos and revisions: as long as the PM Company holds them. When a PM Company ends its subscription or closes its account, its data is deleted within 90 days.
• Backups: deleted data may stay in our encrypted backups for up to 35 days before it's overwritten.

A PM Company should keep tenant information only as long as it needs it for the lease, the work order it relates to, or its legal records, and delete or anonymize what it no longer needs.

9. Your rights

Depending on where you live, you may have the right to see, correct, delete or export your personal information, and to object to or restrict how we handle it. To use these rights:

• If you're a user of the PM Service, email us at info@aidasoft.com.
• If you're a tenant whose details are in the PM Service because of your property manager, contact your property manager first. If you can't reach them, contact us.

We'll respond within the time the law requires.

10. Children

The PM Service is for business use. It isn't for children under 13 and we don't knowingly collect information about them. If you believe a child's information is in the PM Service, email us and we'll remove it.

11. Security

We use industry-standard security (TLS in transit, encryption at rest, role-based access controls, audit logging). No system is perfectly secure. If we learn of a security incident affecting your information, we'll tell you and the PM Company as the law requires.

12. Cookies and local storage

The PM dashboard uses cookies and local storage to keep you signed in and remember your settings (chosen company, filters). It doesn't use advertising or cross-site tracking cookies.

13. Changes to this policy

We may update this policy. When we do, we will post the new version and ask you to accept it before you keep using the PM Service. If the change is minor, we'll just update the "Last updated" line.

14. Contact

Applied Field Services, Inc. · info@aidasoft.com