Privacy Policy

1. Introduction

This Privacy Policy explains how Axcelsoft Information Technology Solutions ("Axcelsoft", "we", "us") handles personal information in Unitly, our rental management app for property owners, and on this website.

We have tried to write it in plain language. If anything is unclear, please contact us.

Unitly is used by property owners ("owners") and, where available, by staff members the owner gives access to. Owners use it to keep records about their properties, units, tenants, bills and payments. We handle two kinds of personal information differently:

• Your account and business information. We decide how this is used, so we are responsible for it as the personal information controller under the Philippine Data Privacy Act of 2012.
• Information you record about your tenants and their households. You, the landlord, decide what to record and why, so you are the personal information controller for it. We process it on your behalf, only to run Unitly for you. If you record information about your tenants, you are responsible for having a lawful reason to do so and for telling them how it is used.

2. Information We Collect

We collect only what Unitly needs to work:

• information you give us when you create an account and set up your business (section 3);
• information you enter about your properties, units, tenants, bills and payments (sections 4 to 8);
• some technical information about the device and connection you use to sign in (section 9).

Unitly does not collect your location, your contacts or your messages, and it does not use your microphone. It contains no advertising, and we do not use your information to build advertising profiles.

3. Account Information

When you create a Unitly account, we collect:

• your full name, email address and mobile number;
• your password. We store it only as a salted, one-way hash, so no one, including us, can read it;
• your business details: business name, owner's name, email address, mobile number and address, and your currency, time zone and language settings;
• your billing settings, such as grace days and a late-fee amount, and any payment instructions you choose to show your tenants, for example your GCash or bank account details.

Sign in with Google

If you choose to sign in with Google, Google shares with us your name, your email address and whether it is verified, your Google account ID and, for Google Workspace accounts, your organization's domain. We use these only to create your account and sign you in. We never receive your Google password.

Staff members

Where staff access is available and an owner adds staff members, we store each person's name, email address, mobile number and role.

Account security

We also keep security information about each account: when it last signed in, recent failed sign-in attempts, and whether it is temporarily locked after too many of them.

4. Property Information

For each property, Unitly stores its name, type, address, contact person and contact number, a description and an optional photo.

For each unit, it stores the unit's name or number, building and floor, type, monthly rent, security deposit, status (such as occupied, vacant or reserved) and notes.

5. Tenant Information

Owners may record the following about their tenants:

• full name, mobile number, email address and home address;
• an emergency contact's name, number and relationship;
• the type of ID presented (for example a national ID, driver's license or passport) and its number;
• a photo, scans of IDs, other documents and signed contracts;
• move-in, expected move-out and move-out dates, and the tenant's status (such as active, moving out or former);
• lease terms: rent, deposit, advance payments, due dates and contract notes;
• household members living with the tenant: name, relationship and mobile number;
• notes, including an optional note marking a former tenant as someone not to rent to again, with the reason.

ID numbers are stored encrypted. The app shows only their last four characters, and each time someone opens a full number it is recorded in the activity log.

Owners should record only information that is accurate and that they need to manage the rental.

Tenants do not use Unitly and do not have Unitly accounts. If you are a tenant, your landlord decides what is recorded about you, so please contact them first with any question or request. You can also contact us, and we will help your landlord respond.

6. Billing and Payment Information

Unitly keeps each tenant's billing records: bills, rent and other charges, discounts, late fees, due dates, deposits and advance payments.

When a payment is recorded, Unitly keeps the amount, the date, how it was paid (cash, GCash, Maya, bank transfer, cheque or other), any reference number, what it was for, notes, an optional proof of payment, the receipt number, who recorded it and, if the payment is later voided, the reason.

Unitly only keeps records of payments. It does not collect, hold or transfer money, and it never asks for card numbers, bank passwords or e-wallet PINs. See also Payment Providers.

7. Utility Information

Owners can add electricity and water charges to a tenant's bill. Unitly stores each charge's description and amount like any other charge on the bill. It does not currently record meter readings.

8. Uploaded Documents and Images

You can add a property photo, a tenant photo, scans of tenant IDs, other tenant documents, signed contracts and proofs of payment.

• Unitly accepts JPG, PNG and WebP images and PDF documents of up to 5 MB each.
• The app uses your camera or photo library only when you choose to take or pick a photo, and only with your permission.
• Before a photo is stored, hidden details inside the file are removed, including the location where it was taken.
• Tenant photos, tenant documents, contracts and proofs of payment are stored encrypted. Property photos are stored without this extra encryption.
• Photos you open in the app are kept in your phone's memory only while you are signed in, and are cleared when you sign out.

9. Device and Technical Information

Sign-in sessions. To keep accounts secure, we record for each signed-in device a random identifier created when the app is installed, the device's name, its platform (for example Android), its IP address, and when the session started, was last used and expires. Sessions expire 30 days after you sign in.

Activity log. Each business account has an activity log of important actions, such as signing in, failed sign-ins, signing out, adding, changing, viewing or deleting records, and changes to passwords or permissions. Each entry records who did it, when, the IP address, and the device or browser used.

Server logs. Our servers log errors so we can fix them. An entry includes the time, the part of the service that failed and a reference number. The email address used to create an account may also appear in these logs.

App permissions. On Android, Unitly uses internet access, network status and, when you use it, the camera. On Android 12 and earlier it may also ask for storage access so you can pick a file. On iPhone, it asks for camera and photo library access when you use them.

Calls, texts and sharing. When you tap Call or Text on a tenant's profile, Unitly opens your phone's own phone or messaging app. It does not read your contacts, call history or messages. When you share a bill or receipt, your phone's share menu sends it; we do not see what you share or who receives it.

10. How We Use Information

We use personal information to:

• provide Unitly: keep your records, prepare bills, record payments and receipts, and show your dashboard;
• create your account, sign you in and keep it secure, including locking an account after repeated failed sign-ins and preventing misuse;
• keep an activity record your business can rely on;
• answer you when you contact us;
• find and fix problems and keep the service running;
• comply with the law and enforce our terms.

We process your information to provide the service you signed up for, to comply with legal obligations, and for our legitimate interest in keeping Unitly secure and working. We do not sell personal information, use it for advertising, or share it with advertisers.

We do not send marketing or promotional messages. If that changes, we will update this policy first, and you will be able to opt out at any time.

11. Data Storage

Your information and uploaded files are stored on secure servers operated by us or by our hosting provider.

On your phone, Unitly keeps your sign-in token in the phone's secure storage (Android Keystore or the iPhone Keychain). The app loads your records from our servers when you use it, and its data is excluded from Android device backups.

12. Data Security

We use reasonable organizational, physical and technical measures to protect personal information, including:

• encrypted connections (HTTPS) between the app and our servers;
• passwords stored only as salted one-way hashes, and sign-in tokens kept on our servers only in hashed form;
• encryption of tenant ID numbers, tenant documents, contracts and proofs of payment;
• separation between businesses, so each business can see only its own records;
• roles and permissions that control what each user can see and do;
• a temporary lockout after repeated failed sign-ins, and limits on repeated requests;
• an activity log of important actions.

No method of sending or storing information is completely secure, so we cannot guarantee absolute security. Please keep your password private and your phone locked.

If a personal data breach occurs that is likely to cause you harm, we will notify you and the National Privacy Commission as the law requires.

13. Data Sharing

We do not sell or rent personal information. We share it only:

• within your business, with staff members you give access to, according to their role;
• with service providers who help us run Unitly (section 14), only as much as they need and under an obligation to keep it confidential;
• when you choose to share: a bill or receipt you send from your phone's share menu goes to whoever you send it to;
• when the law requires it, for example to comply with a valid court order, or when needed to protect the rights, property or safety of our users, the public or us;
• if our business changes hands, for example in a merger or sale, in which case this policy will continue to apply to your information;
• with your consent.

14. Third-Party Service Providers

Unitly relies on the following third parties:

• Google provides Sign in with Google, if you choose to use it. See Google's Privacy Policy.
• Our hosting provider runs the servers that store Unitly's data, and must keep it confidential and secure.
• Google Play and the Apple App Store distribute the app. When you download it, they handle your information under their own privacy policies.

Unitly does not include third-party advertising, analytics or crash-reporting tools.

15. Payment Providers

Unitly does not process rent or any other payment between owners and tenants. Recording a payment as GCash, Maya, bank transfer or another method only labels your record. Unitly does not connect to those services.

Paid Unitly plans are not available yet. When they are, subscriptions will be bought through Google Play (and through the App Store on iPhone). The store processes the payment; we receive confirmation of your subscription and its status, never your card or bank details.

16. Push Notifications

Unitly does not currently send push notifications. Reminders and alerts, such as a contract that is about to end, appear inside the app. If we add push notifications, the app will ask your permission first, and you will be able to turn them off in your phone's settings.

17. Analytics and Crash Reporting

The Unitly app does not use third-party analytics, advertising or crash-reporting tools. We use our own server logs (section 9) to find and fix problems.

This website does not use cookies, analytics or tracking tools, and it loads its fonts and images only from this site. Like any website, the server that hosts it keeps standard access logs, such as the IP address, the page requested and the time, for up to 90 days.

18. Data Retention

We keep your information for as long as your account is active.

• Deleted records. When you delete a record in the app, it is removed from view but kept in our database, so that financial history stays complete and mistakes can be undone. Files attached to a deleted record are kept too.
• Payments are never deleted. A payment recorded by mistake is voided with a reason, so your records and receipts stay accurate.
• Former tenants stay in your account with their payment history.
• The activity log is kept as a security record.

When an account ends:

• Deleting your account. If you ask us to delete your account, we do so within 30 days of confirming the request (section 19).
• Closed accounts. If an account is closed for any other reason, we permanently delete or anonymize its information within 90 days of closing it.
• Server logs are kept for up to 90 days.

We keep information longer only where the law requires it, such as records needed for tax purposes or legal claims, and only for as long as it requires.

19. Account and Data Deletion

You can ask us to delete your Unitly account and your business's data at any time by emailing support@axcelsoft.com from the email address on your account.

Our account deletion page explains the steps, and what is deleted and kept.

We will confirm that the request comes from the account owner, then delete or anonymize your account and business data within 30 days. We may keep some information for longer where the law requires it, such as records needed for tax purposes or legal claims.

Where staff access is available, an owner can remove a staff member's access at any time. Tenants who want their information corrected or deleted should contact their landlord, who can update or remove it; we will help if asked.

20. Your Rights

Under the Data Privacy Act of 2012 (Republic Act No. 10173), you have the right to:

• be informed about how your personal information is used;
• access your personal information;
• object to its processing, and withdraw your consent where we rely on it;
• have inaccurate or incomplete information corrected;
• have your information erased or blocked where the law allows;
• get a copy of your information in a commonly used electronic format;
• be compensated for damages caused by inaccurate, incomplete, outdated, false, unlawfully obtained or unauthorized use of your personal information;
• file a complaint with the National Privacy Commission.

You can correct most account, business and tenant details yourself in the app. For anything else, contact us. We will respond within 30 days and may first need to confirm your identity.

If you are a tenant, your landlord controls the information recorded about you, so please contact them first. We will help them respond to your request.

21. Children's Privacy

Unitly is meant for adults who manage rental property. It is not directed at children, and people under 18 should not create an account. Owners may record the members of a tenant's household, who can include minors (their name, relationship and mobile number); owners should record only what they need.

If you believe a child has created a Unitly account, contact us and we will delete it.

22. International Data Processing

Unitly is made for property owners in the Philippines, and Axcelsoft is based in the Philippines.

Some service providers, such as Google for sign-in, may process information in other countries. When personal information is processed outside the Philippines, we remain responsible for it and take steps to keep it protected as the Data Privacy Act requires.

23. Changes to This Policy

We may update this policy as Unitly changes. When we do, we will change the "Last updated" date at the top of this page. If a change is significant, we will let you know in the app or by other appropriate means before it takes effect.

24. Contact Information

For questions about this policy, or to make a privacy request, contact:

You can also contact the National Privacy Commission of the Philippines.