Privacy Policy

This Privacy Policy explains what personal data the Oaktree property management platform (oaktree.lv) collects, how we use it, and the limited circumstances in which it is processed. We collect only the data needed to operate the service, and we do not sell or share your personal data with third parties for their own purposes.

Who is responsible for your data

We operate the platform and act as the data processor for the information that organizations (property owners and building administrators) store in it. Each organization that uses the platform is the independent data controller for the tenant, occupant, and building data it enters and manages.

What data we collect

Depending on how you use the platform, we may collect and store:

• Account and identity data — name, email address, phone number, role, and an encrypted password.
• Property data — buildings, units, leases, and occupancy details.
• Financial data — invoices, expenses, reserve fund balances, and transaction records (amounts in EUR).
• Maintenance data — tickets you submit, including descriptions and any photos you attach.
• Documents — files you upload such as receipts, lease documents, and invoice PDFs.
• Technical data — log entries, timestamps, and similar information generated when you use the service.

How we use your data

We use your data only to provide and operate the platform: to manage accounts and access, generate and deliver invoices, handle maintenance requests, store documents, send service notifications, and keep the service secure. We do not use your data for advertising and we do not sell it.

Data sharing

We do not share or sell your personal data with third parties for their own purposes. Data is processed only by the infrastructure providers strictly necessary to run the service — our hosting and storage provider and our transactional email provider — who act on our instructions and may not use the data for any other purpose.

Organization responsibility

Each organization controls the tenant and occupant information it enters into the platform. We are not responsible for how an organization's administrators or staff handle, share, or disclose that information. Any disclosure of tenant data by an organization's own users is the responsibility of that organization, which acts as the independent data controller.

Data retention

We retain data for as long as the relevant organization keeps its account active and as required to meet legal, accounting, and audit obligations. Some records, such as financial and audit history, are retained permanently for compliance.

Security

We protect your data with measures including encrypted passwords, access controls that isolate each organization's data, encrypted connections, and time-limited links for file access. No system is perfectly secure, but we work to safeguard your information.

Your rights

Subject to applicable law, you may request access to, correction of, or deletion of your personal data. As most data is entered and managed by your organization, please contact your organization's administrator first; you may also contact us using the details below.

Contact

If you have questions about this Privacy Policy or how your data is handled, contact us at privacy@oaktree.lv.