Privacy & Data Protection Policy
Effective & Last Updated: September 2026 | Propvexa Services LLC (Austin, Texas)
Propvexa Services LLC (“Propvexa”, “we”, “our”, or “us”) operates as a premier property preservation, REO asset care, and commercial facility maintenance contractor. We recognize that our institutional partners, loan servicers, asset managers, and trade vendors entrust us with confidential commercial data, real estate access credentials, and visual inspection records. This policy outlines our stringent data protection standards governed by Texas and United States federal law.
1 Regulatory Scope & Legal Framework
This Privacy Policy applies to personal, corporate, property, and technical data collected through our public website (propvexaservicesllc.com), electronic mail, mobile field applications, contractor onboarding portals, and written service agreements.
Our governance framework complies with:
- Texas Data Privacy and Security Act (TDPSA): Governing consumer privacy rights and personal data processing in the State of Texas.
- Gramm-Leach-Bliley Act (GLBA): To the extent Propvexa receives Non-Public Personal Information (NPI) from financial institutions and mortgage servicers regarding real property accounts.
- HUD & GSE Guidelines: Department of Housing and Urban Development (HUD), Federal National Mortgage Association (Fannie Mae), and Federal Home Loan Mortgage Corporation (Freddie Mac) data handling and inspection documentation protocols.
2 Categories of Information We Collect
We collect only the minimum necessary information required to quote, mobilize, execute, inspect, and invoice property maintenance and preservation services:
A. Client & Institutional Account Information
Corporate name, department, authorized representative name, professional business email address, direct telephone numbers, corporate headquarters address, accounts payable contact details, and vendor identification numbers.
B. Real Property Asset Records & Access Credentials
Physical property street addresses, parcel identification numbers, legal descriptions, occupancy verification records, gate access codes, key codes, mechanical and digital lockbox combinations, utility configurations, alarm codes, and historical maintenance logs.
C. Photographic & Geospatial Inspection Documentation
High-resolution digital photographs and videos captured before, during, and after work order completion. These files contain embedded EXIF metadata, including UTC timestamps, camera serial numbers, and high-precision GPS latitude/longitude coordinates to substantiate proof of performance.
D. Trade Subcontractor & Vendor Records
Business entity registration filings, IRS Form W-9 (including Employer Identification Numbers or Social Security Numbers), Certificates of Commercial General Liability and Workers’ Compensation Insurance, trade license credentials, driver’s licenses for background checks, and bank routing/account details for electronic ACH remittance.
E. Automated Technical & Browsing Data
Anonymized Internet Protocol (IP) addresses, device hardware identifiers, browser user-agent strings, referral headers, and network performance logs gathered strictly to ensure site security and prevent automated distributed denial-of-service (DDoS) attacks.
3 Photographic Privacy & Chain-of-Custody Standards
Field photography is the cornerstone of property preservation verification. Propvexa enforces strict privacy protocols regarding photographic records:
- Third-Party Privacy Protection: Field crews are trained to avoid capturing non-essential personal effects, family portraits, personal mail, financial documents, or neighbor properties unless required to document property line encroachments or code enforcement citations.
- Incidental PII Handling: If incidental personal identifiable information (such as personal mail found during an abandoned property cleanout) must be photographed to document vacancy status, the digital file is restricted to authorized QC analysts and loan servicers.
- Encrypted Cloud Storage: Photo packages are transmitted over encrypted TLS 1.3 channels and archived in immutable cloud storage clusters with strict role-based access.
4 Strict Non-Sale & Anti-Brokering Guarantee
Propvexa Services LLC DOES NOT sell, rent, commercialize, or trade personal data, property records, or customer contact information to third-party data brokers, telemarketers, or consumer profiling platforms under any circumstances.
Information sharing is restricted exclusively to the following operational necessities:
- Vetted Field Subcontractors: Authorized independent trade crews receive strictly the property location, work order scope, and access codes needed to execute the assigned task. Subcontractors are bound by written confidentiality covenants.
- Financial & Merchant Partners: Secure transmission of payment instructions, ACH remittances, and invoice settlements through PCI-DSS Level 1 compliant banking institutions.
- Auditors & Legal Entities: External CPA auditors, insurance claims adjusters, or government regulatory bodies when mandated by valid legal process or court order.
5 Information Security Safeguards
We implement comprehensive technical, administrative, and physical security measures engineered to protect commercial and property data:
6 Data Retention & Statutory Schedules
We maintain records in accordance with statutory, regulatory, and insurance requirements:
- Property Preservation & Inspection Logs: Retained for a minimum of seven (7) years following job completion to substantiate HUD, Fannie Mae, and Freddie Mac audit defenses and code enforcement compliance.
- Financial & Invoicing Records: Retained for seven (7) years in compliance with IRS, Texas Comptroller, and commercial accounting regulations.
- Contractor Verification Records: Active W-9s, COIs, and vendor agreements retained for the duration of the vendor relationship plus seven (7) years following termination.
- General Web Inquiries: Unconverted quote inquiries and non-essential customer inquiries purged after twenty-four (24) months.
7 Your Rights Under Texas Law (TDPSA)
If you are a Texas resident or authorized commercial representative, you hold specific statutory rights regarding personal data collected by Propvexa:
- Right to Confirm & Access: The right to confirm whether we process your personal data and access a copy of such data.
- Right to Correct: The right to correct inaccuracies in your personal information.
- Right to Delete: The right to request deletion of personal information provided by or obtained about you, subject to mandatory legal, contractual, and regulatory preservation exceptions.
- Right to Data Portability: The right to obtain a digital copy of your data in a portable, readily usable format.
- Right to Non-Discrimination: We will never deny services, charge different rates, or degrade service quality because you exercise your privacy rights.
Responses to verified consumer requests will be delivered within forty-five (45) days of receipt as mandated by Texas statute.
8 Children's Online Privacy Protection Act (COPPA)
Our website and commercial services are strictly directed to commercial businesses, adult property owners, institutional lenders, and professional contractors. We do not knowingly solicit or collect data from individuals under eighteen (18) years of age.
9 Policy Revisions & Notifications
Propvexa reserves the right to amend this Privacy Policy periodically to reflect technological advancements, statutory revisions, or updates to institutional investor guidelines. Revisions will be published on this page with an updated "Effective & Last Updated" date.
10. Privacy Officer & Corporate Contact
For questions regarding this policy, to exercise your Texas statutory privacy rights, or to submit a formal data inquiry, please contact our dedicated compliance office: