Data Processing and Trust

Important Notice

This page provides a practical overview of data processing topics related to MyEstateManager. It is not a substitute for a signed agreement, privacy policy, or legal advice. Where required, customers should review the applicable Data Processing Agreement, Privacy Policy, Terms of Service, and any subprocessors or transfer documents before using the platform.

Under GDPR-style controller and processor concepts, a processor generally handles personal data on behalf of the controller, while the controller decides why and how the data is processed. The European Commission explains that a data processor processes personal data only on behalf of the controller, and that processing on behalf of an organization should be governed by a contract or other legal act.

What This Page Covers

• What types of property management data may be processed
• How MyEstateManager supports landlord and property manager workflows
• The difference between customer-controlled data and platform data
• Common customer, tenant, owner, and vendor record categories
• How data processing requests can be handled
• What customers should review before uploading data
• How to request the Data Processing Agreement
• Where to find related trust, privacy, and support information

Data Processing in Property Management Software

Property management software can contain sensitive operational records. Landlords and property managers may use MyEstateManager to organize rental properties, tenant records, lease documents, rent-related activity, maintenance requests, work orders, owner accounts, vendor records, reports, and supporting files. Because this information may include personal data, customers should understand what they upload, who can access it, how long it is needed, and which internal team members should have access.

MyEstateManager is designed to help property teams keep rental operation records more organized, connected, and easier to manage.

Customer-Controlled Data

Customers decide what property management records they add to MyEstateManager. This may include information about properties, units, tenants, owners, vendors, maintenance tasks, lease documents, rent records, and reports.

In many customer relationships, the customer determines the purpose of the rental data they upload. MyEstateManager processes that data to provide the platform, support product functionality, help maintain the service, and respond to customer requests.

Types of Data That May Be Processed

How MyEstateManager Uses Customer Data

MyEstateManager may process customer data to:

• Provide the property management software platform
• Create and manage user accounts
• Organize properties, tenants, owners, vendors, documents, and tasks
• Support rent, maintenance, work order, reporting, and document workflows
• Provide customer support
• Maintain platform reliability
• Improve product usability
• Protect accounts and platform security
• Comply with contractual or legal obligations where applicable

Property, Tenant, and Rental Data Workflows

Property and Unit Records

Customers can organize property and unit records so each rental space has a clear operational profile. This may include property details, unit information, documents, owner relationships, tenant connections, rent records, and maintenance history.

Tenant Management

Tenant data may be used to help landlords and property managers organize tenant profiles, lease records, contact details, documents, communication notes, rent-related activity, and maintenance requests.

Rent and Accounting Workflows

Rent-related records may be connected to tenants, units, properties, owner accounts, and reporting workflows. These records help customers review rent activity, balances, income-related notes, expenses, and portfolio-level information.

Maintenance and Work Orders

Maintenance data may include repair requests, urgency levels, photos, work orders, vendor notes, status updates, costs, completion records, and property history.

Document Management

Documents may be linked to the relevant property, tenant, owner, vendor, maintenance task, or report so customers can find supporting files more easily.

Security and Access Controls

MyEstateManager uses administrative, technical, and organizational safeguards designed to protect customer data. These safeguards may include:

• Account authentication controls
• Role-based access permissions, where available
• Secure hosting infrastructure
• Data access restrictions for authorized personnel
• Monitoring and logging for platform operations
• Backup and recovery processes
• Secure development and deployment practices
• Vendor review and subprocessor management
• Customer support access controls

GDPR Article 32 uses a risk-based standard for security of processing and refers to appropriate technical and organizational measures, so the final page should describe only the measures MyEstateManager actually maintains.

Customer Responsibilities

Customers are responsible for managing how they use the platform and what information they upload. This includes:

• Adding only data they are authorized to process
• Keeping user access limited to appropriate team members
• Removing users who no longer need access
• Keeping login credentials secure
• Reviewing tenant, owner, vendor, and document information before upload
• Maintaining their own legal basis for processing personal data where required
• Responding to tenant, owner, or data subject requests where applicable
• Reviewing the Data Processing Agreement and Privacy Policy

Subprocessors and Service Providers

MyEstateManager may use trusted service providers to deliver hosting, infrastructure, support, analytics, communication, payment, or other platform functions.

Customers may request current subprocessor information by contacting MyEstateManager. Where required, customers will be informed of material subprocessor changes according to the applicable agreement.

The EDPB has stated that processors should make processor and subprocessor information available and keep it up to date so controllers can fulfill their obligations under Article 28 GDPR.

International Data Transfers

If MyEstateManager or its service providers transfer personal data outside the customer country or region, the company should explain the applicable safeguards in the Data Processing Agreement or transfer documentation.

MyEstateManager may process or store data through service providers located in different countries. Where international transfers are required, MyEstateManager uses appropriate contractual and technical safeguards as described in its applicable agreements and subprocessors documentation.

The European Commission explains that Standard Contractual Clauses are used as safeguards for transfers from controllers or processors in the EU/EEA to organizations outside the EU/EEA that are not otherwise subject to GDPR.

Data Retention and Deletion

Customers should be able to understand how long data is retained and how deletion works.

Customer data is retained for as long as needed to provide the MyEstateManager service, comply with contractual obligations, support account operations, resolve disputes, or meet legal requirements where applicable.

Customers may request account closure, workspace deletion, or data export according to the applicable agreement and platform capabilities.

Data Subject and Tenant Requests

Landlords and property managers may receive requests from tenants, owners, vendors, or other individuals about their personal data. MyEstateManager can support customers by helping them locate, export, correct, or delete customer-controlled records where technically available and contractually required.

If a tenant, owner, vendor, or other individual contacts MyEstateManager directly about customer-controlled data, MyEstateManager may redirect the request to the relevant customer unless the company is legally required to respond differently.

Incident Response

MyEstateManager maintains internal processes for reviewing potential security incidents involving customer data. If an incident affects customer data, MyEstateManager will notify affected customers according to the applicable agreement and legal requirements.

Data Processing Agreement

Customers who need a Data Processing Agreement can request it from MyEstateManager.

A data processing agreement usually explains:

• The subject matter of processing
• Duration of processing
• Nature and purpose of processing
• Categories of personal data
• Categories of data subjects
• Customer and processor obligations
• Subprocessor terms
• Security measures
• Assistance with data subject requests
• Return or deletion of data
• Audit or information rights, where applicable

GDPR Article 28 is commonly associated with processor agreements and requires controller-processor processing to be governed by a contract or other legal act that sets out processing details such as subject matter, duration, nature, purpose, personal data categories, data subject categories, and controller rights and obligations.

Data Processing for Norway-Focused Property Teams

MyEstateManager supports landlords and property managers working with Norway-focused rental operations. This may include workflows for:

• Eiendomsforvaltning programvare
• Utleieadministrasjon system
• Husleie administrasjon
• Leietakerportal
• Tenant management
• Rent records
• Maintenance requests
• Work orders
• Owner reporting
• Rental documents

For customers managing properties in Oslo, Bergen, Trondheim, Stavanger, or other Norwegian cities, MyEstateManager helps organize rental records in one operational workspace.

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