Privacy Policy

1. Introduction

FIFOTech Professional Service Inc. (“FIFOTech,” “we,” “us,” or “our”) is committed to protecting the privacy and security of all personal and business information collected through our Property Management services. This Privacy Policy applies specifically to vendors, contractors, and service partners who engage with our property management division, including those who register through the Vendor Agreement Form.

2. Information We Collect

In the course of providing property management services, we may collect the following information:

Vendor & Contractor Information

• Identity Information: Full name, company legal name, and contact person details
• Contact Details: Phone number, email address, mailing address (street, city, state, zip code)
• Business Information: Business type (Sole Proprietor, LLC, Corporation, Partnership), EIN/Tax ID number, business license number
• Professional Details: Area of expertise, owned tools and equipment, years of experience, service coverage area
• Payment Preferences: Preferred payment method (Bank Account, Zelle) for compensation purposes

Service & Property Data

• Work order details, service records, and job completion documentation
• Property addresses and site-specific information related to assigned jobs
• Photographs and documentation submitted as part of invoice packages
• Communication records between vendors and our property management team

Technical Data

• IP address, browser type, and device information when accessing our website
• Website usage data and interaction patterns

3. How We Use Your Information

We use the collected information for the following purposes:

• Vendor Onboarding: To process and evaluate vendor registration applications
• Service Coordination: To assign work orders, coordinate property maintenance, and manage service delivery
• Payment Processing: To process compensation via the vendor’s preferred payment method (ACH direct deposit or Zelle)
• Quality Assurance: To review work completion, verify documentation, and maintain service standards
• Communication: To contact vendors regarding work assignments, schedule changes, and service updates
• Compliance: To meet legal, regulatory, and tax reporting requirements (including IRS 1099 reporting)
• Record Keeping: To maintain accurate records of vendor agreements, service history, and payment transactions

4. Information Sharing & Disclosure

We do not sell, trade, or rent your personal information. We may share information in the following limited circumstances:

• Property Owners & Clients: Relevant vendor information may be shared with property owners, mortgage holders, or bank clients as necessary for service coordination and quality verification
• Payment Processors: Payment details are shared with authorized financial institutions to process vendor compensation
• Insurance Providers: Business and service information may be shared for insurance verification and claims purposes
• Government Authorities: Tax-related information (EIN, payment records) may be reported as required by law
• Legal Obligations: When required by law, court order, or governmental regulation

5. Data Retention

We retain vendor and contractor information for the duration of the business relationship and for a reasonable period thereafter as required for legal, tax, and audit purposes. Payment records and tax-related documents are retained in accordance with IRS guidelines (typically seven years). Service records and work order documentation are retained for a minimum of three years following completion.

6. Data Security

We implement robust security measures to protect your information, including:

• Encrypted data transmission (SSL/TLS) for all form submissions
• Secure storage of sensitive business and payment information
• Access controls limiting data access to authorized personnel only
• Regular security audits and vulnerability assessments

While we strive to protect your information, no method of electronic transmission or storage is 100% secure. We encourage vendors to exercise caution and protect their own credentials.

7. Vendor Rights

As a vendor or contractor, you have the right to:

• Access: Request a copy of the personal and business information we hold about you
• Correction: Request corrections to inaccurate or outdated information
• Deletion: Request deletion of your information, subject to legal and contractual retention requirements
• Opt-Out: Opt out of non-essential communications at any time
• Portability: Request your data in a portable, commonly used format

To exercise any of these rights, please contact our property management team at partners.property@fifotechps.com.

8. Cookies & Tracking

Our website may use cookies and similar technologies to enhance your experience. These may include essential cookies for form functionality and analytics cookies to understand how vendors interact with our platform. You may adjust your browser settings to manage cookie preferences.

9. State-Specific Rights

Depending on your state of residence, you may have additional privacy rights under state laws such as the California Consumer Privacy Act (CCPA) or the Virginia Consumer Data Protection Act (VCDPA). These rights may include:

• The right to know what personal information is collected and how it is used
• The right to request deletion of personal information
• The right to opt out of the sale of personal information (we do not sell personal data)
• The right to non-discrimination for exercising your privacy rights

10. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements. Updated versions will be posted on this page with a revised “Last updated” date. Vendors will be notified of material changes through email or a notice on our website.