Privacy Policy

Dawn Office is a property and tenant management service operated by Dawn Holdings (“we”, “us”). It is used on the web and in the Dawn Office apps for Android and iPhone by Dawn Holdings’ staff, and by tenants of the properties it manages through the tenant portal. This policy explains what personal data the service holds, why, how long it is kept and how to have it deleted. It applies to the Dawn Office Android app (package com.dawnoffice.app), the Dawn Office iPhone app and the Dawn Office website.

What we collect

• Staff accounts: name, email address or username, role, the properties you can work on, an optional WhatsApp number (for sign-in codes and alerts), your password (stored only as a one-way hash, never readable) and when you sign in.
• Tenants: the business or person name, contact phone numbers and email addresses, business type and GST details, lease terms (units, rent, deposits and dates), invoices, payments and dues, utility and meter readings, and documents the property manager uploads (for example a lease agreement). For the tenant portal: the mobile number you sign in with and when you signed in.
• Property owners: the name, phone number, email address and address recorded for a property.
• People who receive tasks on WhatsApp: name, WhatsApp number, the record that they agreed to receive task messages, and the messages, photos and files exchanged about each task.
• Files you add: photos, documents and attachments you upload (maintenance photos, task attachments, invoice logos, payment QR images). The apps use the camera or photo library only when you choose to attach a photo.
• Device and security data: for the mobile apps, an identifier the app creates when it is installed, the device name and model, operating system and app version, and — if you allow notifications — a notification token from Apple or Google. For every user, the IP address and time of sign-ins and requests, and a record of important actions (the audit log), to keep accounts secure.

What we do not do

• We do not show advertising and we do not sell personal data.
• We do not use third-party analytics, advertising or tracking tools, and we do not track you across other apps or websites.
• We do not collect your location.

How we use it

• To run the service: properties, leases, invoices, payments, utilities, maintenance and tasks.
• To sign you in and protect accounts: sign-in codes, locking an account after repeated wrong attempts, and the audit log.
• To send the WhatsApp messages the service is used for: sign-in codes, invoices and payment reminders to tenants, task messages, and alerts to staff.
• To keep the business’s accounting and tax records, as the law requires.
• To answer support requests.

Who it is shared with

• Inside the business: staff see only what their role and assigned properties allow. A tenant sees only their own records.
• Service providers working for us: the companies that host our servers and store our backups, our network and security provider, Meta (the WhatsApp Business Platform) to deliver WhatsApp messages, and Apple or Google to deliver app notifications. They process the data only to provide those services. WhatsApp messages are also covered by WhatsApp’s own terms and privacy policy.
• When the law requires it, for example a valid request from a tax or other public authority.

How it is protected

Data is stored on our servers and sent over encrypted connections (HTTPS). Passwords and sign-in codes are stored only as one-way hashes, and a sign-in code expires after 10 minutes. Access is limited by role and by property, and important actions are recorded in the audit log.

How long we keep it

• Accounts: while the account is in use. When you ask to delete your account, the sign-in is switched off at once and your personal data is erased within 30 days.
• Business records: invoices, payments, tax records and lease records are kept for as long as tax and accounting law requires, even after an account is deleted. Where these records name the person who did something, they show “Deleted user” once that account is erased.
• The audit log cannot be edited. It is kept to protect the service and meet legal duties, and may still contain the email address or username recorded at the time of an action.
• Backups: erased data can remain in our backups until they are deleted on their normal 14-day cycle.

Deleting your account

• Staff: in the app or on the web, go to Settings → My account → Delete account.
• Tenants: go to Tenant portal → Profile → Delete account.
• Without the app: use the Delete account page, which explains how to send a request.

Your choices

• Staff can see and correct their profile in Settings → My account.
• Tenants can ask their landlord or property manager to correct the details held about them, or to stop WhatsApp messages.
• People who receive tasks on WhatsApp can reply STOP to stop task messages.
• You can turn off app notifications at any time in your phone’s settings.

Children

Dawn Office is a business service and is not meant for anyone under 18.

Changes to this policy

If we change this policy we will update this page and the date at the top.

Contact

Questions about your data: dawnoffice.apps@gmail.com. You can also read our Support page.