PermitGuard Privacy Policy

Effective date: 2026-06-01

Last updated: 2026-06-01

1. Introduction & Scope

This Privacy Policy explains how Martello Systems LLC ("Martello Systems," "we," "us," or "our") collects, uses, shares, and protects personal information when you use PermitGuard at permitguard.us and related applications and services (the "Service"). It applies to information we process about visitors, account holders, and short-term-rental ("STR") hosts who use the Service.

By using the Service, you agree to the practices described in this Policy. This Policy is incorporated into and subject to our Terms of Service. If you do not agree with this Policy, please do not use the Service.

2. Information We Collect

Account information. When you register, we collect information such as your name, email address, password (stored in hashed form), and business or property-manager details you provide.
Listing and permit data you enter. We collect the information you input about your STR listings and compliance, such as property addresses, listing identifiers, jurisdiction, permit and license numbers, application status, fees, renewal and deadline dates, and related notes.
Phone number (for SMS). If you opt in to text alerts, we collect the mobile phone number you provide and your messaging preferences and consent records.
Payment information (via Stripe). Subscription payments are processed by Stripe, Inc. We do not collect or store your full payment card numbers. Stripe processes your payment details directly; we receive limited information such as a transaction identifier, the last four digits and card brand, subscription status, and billing metadata.
Usage, device, and log data. We automatically collect information such as IP address, browser and device type, pages and features used, referring URLs, timestamps, and diagnostic/log data.
Cookies and similar technologies. We and our providers use cookies and similar technologies as described in Section 6.
Communications. If you contact us (for example, at support@permitguard.us), we collect the content of your messages and our correspondence.

We do not intentionally collect sensitive categories of personal information, and we ask that you not submit them. "Verify Now" lookups query public/third-party registry data; results we display are derived from those sources rather than collected from you.

3. How We Use Information

We use personal information to: provide, operate, and maintain the Service and your account; track and display your permit and compliance information and generate reminders and alerts; perform "Verify Now" and registry lookups you request; process subscriptions, billing, and payments through Stripe; send transactional and account communications and, where you opt in, SMS alerts; provide customer support; monitor, secure, debug, and improve the Service; detect and prevent fraud, abuse, and security issues; and comply with legal obligations and enforce our agreements. We do not use your data for automated decisions producing legal or similarly significant effects without human involvement, and we do not sell your personal information.

4. Legal Bases for Processing (EEA/UK)

Where the GDPR or UK GDPR applies, we process personal information on the bases of: performance of a contract (to provide the Service and process your subscription); legitimate interests (to secure, improve, and analyze the Service and prevent fraud, balanced against your rights); consent (for optional communications such as SMS alerts and certain cookies, which you may withdraw at any time); and legal obligation (to comply with applicable laws, including tax and recordkeeping requirements).

5. How We Share Information

We share personal information only as described below. We do not sell your personal information, and we do not share it for cross-context behavioral advertising.

Service providers (processors). Stripe, Inc. (payment processing and subscription billing); Brevo (transactional and notification email delivery); Twilio (SMS/text message delivery); and hosting and infrastructure providers that operate the Service.
Public/third-party registries. When you use "Verify Now," your request may be sent to third-party or public data sources to retrieve permit or registration information.
Legal and safety. We may disclose information if required by law or legal process, or to protect the rights, property, or safety of Martello Systems, our users, or others, or to enforce our Terms.
Business transfers. If we are involved in a merger, acquisition, financing, or sale of assets, your information may be transferred as part of that transaction, subject to this Policy.
With your direction. We share information when you ask us to or otherwise consent.

6. Cookies & Analytics

We use cookies and similar technologies to keep you logged in, remember your preferences, secure the Service, and understand how the Service is used. We may use privacy-respecting analytics to measure traffic and feature usage in aggregate. You can control cookies through your browser settings; disabling some cookies may affect functionality. Where required by law, we will request your consent for non-essential cookies.

7. Data Retention

We retain personal information for as long as your account is active and as needed to provide the Service, then for a reasonable period afterward to comply with legal, tax, accounting, and recordkeeping obligations, resolve disputes, and enforce our agreements. When information is no longer needed, we delete or anonymize it. You may request deletion as described in Section 9; certain records (such as billing records) may be retained where required by law.

8. Security

We use reasonable administrative, technical, and organizational measures designed to protect personal information, including encryption in transit, hashed passwords, access controls, and reputable infrastructure and payment providers. However, no method of transmission or storage is completely secure, and we cannot guarantee absolute security. You are responsible for keeping your account credentials confidential. If we become aware of a breach affecting your personal information, we will notify you and authorities as required by law.

9. Your Privacy Rights

Depending on where you live, you may have rights to: access a copy of the personal information we hold; correct inaccurate information; delete your personal information; port/export your data; object to or restrict certain processing; withdraw consent where processing is based on consent; and non-discrimination for exercising your rights.

California residents (CCPA/CPRA). You have rights to know, access, correct, and delete personal information, and to opt out of any "sale" or "sharing" — note that we do not sell or share personal information as those terms are defined.

EEA/UK residents (GDPR/UK GDPR). You have the rights listed above and the right to lodge a complaint with your local data protection authority.

To exercise any right, email support@permitguard.us. We will verify your request and respond within the timeframes required by applicable law.

10. SMS / Phone Data Handling & Opt-Out

If you opt in to SMS alerts, we use your mobile number solely to send the messages you have authorized (such as permit deadline reminders and account alerts) and to maintain consent and opt-out records. We do not sell or share your phone number, and mobile opt-in data is not shared with third parties for their marketing purposes. We share your number with our SMS provider (Twilio) only to deliver these messages. Message frequency varies, and message and data rates may apply. You can opt out at any time by replying STOP to any message, reply HELP for help, or adjust your notification settings. Opting out of SMS does not stop essential email communications about your account.

11. Children's Privacy

The Service is intended for users who are at least 18 years old and is not directed to children. We do not knowingly collect personal information from anyone under 18. If we learn that we have collected such information, we will delete it. If you believe a minor has provided us information, contact support@permitguard.us.

12. International Users

We operate in the United States, and the Service is intended primarily for U.S.-based STR hosts. If you access the Service from outside the United States, you understand that your information will be processed in the United States, where data-protection laws may differ from those in your country. By using the Service, you consent to this transfer and processing, subject to this Policy and applicable law.

13. Changes to This Policy

We may update this Privacy Policy from time to time. When we make material changes, we will update the "Last updated" date and may provide additional notice. Your continued use of the Service after the changes take effect constitutes acceptance of the updated Policy.

14. Contact

If you have questions or requests regarding this Privacy Policy or your personal information, contact Martello Systems LLC — PermitGuard, at support@permitguard.us (permitguard.us).