Privacy Policy

1. Who we are

Mountaintop is provided by Mountaintop Property Software LLC ("Mountaintop", "we", "us"), 7026 Corporate Way, Suite 109, Dayton, Ohio 45459, United States.

This policy explains what information the Mountaintop application at mountaintopps.app (the "Service") handles, why, who else receives it, and the choices available to you.

2. Scope and audience

Mountaintop helps property owners and the people who work with them record the condition of properties. Walkthroughs, Issues, photos and communications are kept as a trustworthy record.

Access is by invitation only. There is no public sign-up. An organization is set up by Mountaintop, and its authorized users invite staff and tenants of their properties.

The Service is currently offered as a limited pilot in the United States only.

3. Information we handle

Account information may include your email address, secure authentication records, sign-in and session information, and invitation details such as the address invited, role offered and invitation status.

Organization and property information may include organization names, memberships, roles, permissions, property names and street addresses, units or areas, and tenant relationships.

Walkthrough information may include checklists and versions, assignments, performers, reviewers, due dates, responses, observations, flags, reviewer decisions and monitored conditions.

Issue information may include the reporter, time received, property and unit, category, description, urgent-concern status, acknowledgments, assignments, priority, status changes, resolution or closure, tenant-facing Updates, Internal Notes and "Still a problem?" requests.

Photos are processed before storage: they are converted to a standard image format, resized if very large, and stripped of embedded metadata including EXIF, camera details, timestamps and GPS location. The original file, filename and capture time are not kept.

Email notices about Issues contain only the Issue number, location, category, status and a sign-in link. They do not contain the description, photos, reporter identity, Update text or Internal Notes.

The Service keeps an audit history of meaningful actions using identifiers rather than content. Our providers also keep limited technical logs needed to operate and secure their services.

The Service uses functional cookies for sign-in, may store offline walkthrough drafts in the browser, and may keep unsent Issue drafts in the browser until submitted.

The Service currently includes no analytics, advertising or third-party tracking scripts. Mountaintop does not sell personal information and does not use personal information for behavioral advertising.

4. How we use information

• Provide the Service and show authorized people the records they may see.
• Send notices and generate reports on request.
• Keep records accurate and trustworthy, including their history.
• Secure the Service, prevent misuse and investigate problems.
• Back up and recover the Service.
• Support organizations and users.
• Meet legal obligations.

5. Who can see information

• People in other organizations cannot see your organization’s information.
• Tenants see their own Issues and see other Issues only when the property side deliberately shares an Issue with occupants of a unit.
• Internal Notes are never shown to tenants.
• Former tenants keep read-only access to the tenant-facing parts of Issues they personally reported.
• Owner Admins can see their organization’s audit history.

6. Service providers

We use Supabase for sign-in, database and private photo storage; Vercel for application hosting and scheduled tasks; Resend for outbound email; and GitHub Actions for encrypted operational backups.

We may also disclose information when required by law or valid legal process, to protect rights, safety or security, or as part of a business transfer such as a merger or sale of assets.

7. Retention, archiving and deletion

Mountaintop is built to preserve an accurate history. Submitted records and their history are generally kept for integrity and audit purposes, with corrections added as new entries rather than overwriting earlier ones.

Properties are archived rather than deleted. Deactivating a person ends their access while preserving historical attribution. Closing an organization ends access without deleting its records.

Self-service permanent deletion is not generally available today. Exceptional deletion for privacy or legal reasons is handled as a controlled process. Our own encrypted backups are kept for up to 30 days.

This does not mean information can never be deleted. Requests are considered individually, and some information may need to be kept for security, record integrity, contractual obligations, dispute resolution or legal requirements.

8. Your requests

You may ask to access, correct or delete personal information about you by emailing hello@mountaintopps.com.

We will verify identity, establish the relevant account or organization relationship, record the request, safely fulfil supported access or correction requests, escalate deletion or legal questions for review, record the outcome and tell you what we did.

There is no self-service deletion control in the Service.

9. Security

We use measures designed to protect information, including server and database access controls, private photo storage with authorization checks, HTTPS, secure HTTP-only session cookies with inactivity limits, photo metadata removal and encrypted backups.

No system is perfectly secure, and we cannot guarantee absolute security.

10. Children

Mountaintop is not directed to children. Access is provided only through invitations from authorized users of an organization.

11. Location

The Service is currently offered in the United States only. Our primary database, authentication and file-storage infrastructure is hosted in the United States. Some service providers may process information from other locations.

12. Changes to this policy

We may update this policy. When we make material changes, we will post the updated policy with a new effective date. Where appropriate, we will also tell you through the Service or by email.

13. Contact

Mountaintop Property Software LLC
7026 Corporate Way, Suite 109
Dayton, Ohio 45459
United States

Privacy: hello@mountaintopps.com
Support: hello@mountaintopps.com