This policy outlines how ParkingPass.com collects, retains, and deletes personal information to provide parking management services while complying with applicable laws and privacy principles. We retain personal data only as long as necessary for the purposes for which it was collected, unless longer retention is required by law, for legitimate business purposes (e.g., dispute resolution, security), or with user consent where applicable.
Information Collected
We collect two main categories of personal information:
1. Verification Documents (for Vehicle Applications)
Property management teams determine which documents they require for application verification. These may include:
- Driver’s License
- Vehicle Registration
- Proof of Insurance
- Lease Agreement
2. Account and Service-Related Data
- User account details: Name, email, phone number, address, and other contact/profile information.
- Registered vehicles and associated records.
- Guest passes, parking permissions, and transaction/history logs.
- Account activity, communications, and support records.
Purpose of Collection
- Verification Documents: Solely to verify identity and eligibility during application review by property management. No other parties have routine access.
- Account and Service Data: To provide and manage parking services, communicate with users/residents, process guest passes, maintain accurate records for property management, enforce community rules, and support billing/dispute resolution where applicable.
Retention Periods
Verification Documents
- Temporary Storage: Stored only during the account review process, no longer than 10 days, or until approved/denied by property management.
- Approved Applications: Permanently deleted from our servers and systems upon approval.
- Declined Applications: Retained for up to 30 days to allow resubmission; then permanently deleted if not resubmitted.
Account and Service-Related Data
Retention is tied to the active use of our services and legitimate needs:
- Active User Accounts: Retained for the duration the account is active (e.g., while the user/resident is associated with the property or uses the service) plus a reasonable post-termination period (90 days after account closure, inactivity, or departure from the property, to allow for disputes, refunds, or transitions).
- Registered Vehicles and Guest Passes: Retained for the duration of registration/validity plus the post-termination period above (or longer if tied to property management records or legal holds). Historical logs may be anonymized or aggregated for analytics after this period.
- Account Activity/Transaction History: Retained for up to 2 years after the relevant activity (or longer if needed for billing, audits, fraud prevention, or legal claims), then deleted or anonymized.
- Communications and Support Records: Retained for up to 1 year after resolution, unless needed longer for legal purposes.
These periods are maximums; we delete data earlier where possible (e.g., upon verifiable user request where no exception applies, or when no longer needed for service delivery).
Security Measures
We use appropriate technical and organizational measures, including:
- Military-grade AES-256 encryption.
- Two-factor authentication for document/access controls.
- Secure deletion processes (overwriting data, removing from backups where feasible).
- Regular audits and automated verification of deletions.
Access is limited to authorized personnel and property management as needed.
Exceptions
We may retain data longer if required by law, for resolving disputes, enforcing agreements, protecting legal rights, security/fraud prevention, or complying with property management or regulatory obligations (e.g., audits). In such cases, retention is minimized and access-restricted.
User Rights and Deletion
Users may request access, correction, or deletion of their personal information consistent with applicable laws (e.g., CCPA rights where applicable). We honor valid requests unless an exception applies. Contact us at [email protected] to exercise rights.
Policy Review
We review this policy at least annually or as needed to reflect changes in practices, services, or legal requirements. Updates will be posted here.
Effective Date: May 1, 2024
