CoHost Pro — Privacy Policy

1. Who We Are

CoHost Pro (“we,” “us,” “our”) is a property management platform operated by NetAesthetics LLC, a company registered in Washington, D.C., United States. This Privacy Policy explains how we collect, use, share, and protect personal information when you use our platform, fill out forms hosted on our domain (such as /forms/<company>/contact or /apply/<company>), or otherwise interact with us.

This policy applies to:

• Property managers (and their team members) who use the CoHost Pro platform to manage their property-management business
• Homeowners who apply to list properties through partner property managers, or who complete onboarding sessions through our platform
• Form submitters — anyone who fills out a public form hosted at /forms/<company>/<form-type>

It does not cover:

• Property managers’ own marketing websites (linked to from our forms but operated by them under their own privacy practices)
• Third-party services we link to but do not control (e.g., Google’s reCAPTCHA terms, Google Maps Platform terms)

2. Information We Collect

2.1 From property managers and their team

• Name, email, phone, role within the company
• Company information: name, slug, addresses, website URL, branding assets (logo, brand colors, welcome video)
• Authentication credentials (managed via our authentication provider; we do not see plaintext passwords)
• Activity within the platform: who performed which action when (audit log)

2.2 From homeowners (applications and onboarding)

• Name, email, phone, mailing address
• Property details: address, type, bedrooms, bathrooms, sleeps, square footage, photos
• Identity verification information when required by the property manager
• Banking information for revenue distribution (encrypted at rest)
• Tax-related information (e.g., W-9 / W-8 details) when applicable
• Photos and videos of properties

2.3 From form submitters (contact and similar public forms)

• Name (first and last)
• Email
• Phone (when provided)
• Property address (when provided)
• Free-text message content
• Marketing-source information when present (referer header, UTM parameters)

2.4 Automatically when you visit

• IP address
• Browser and device information (user agent string)
• Referrer URL (where you came from before reaching us)
• Pages visited and approximate time spent
• Approximate geographic region (derived from IP)

2.5 From cookies and analytics — only when you grant consent

On public form pages (/forms/* and /apply/*), if you accept the consent banner:

• Google Analytics 4— anonymized session data, event interactions, conversion attribution. Sent to the property manager’s own GA4 property when they have configured one.
• Microsoft Clarity — behavioral session recordings (mouse movement, scroll, click patterns), heatmaps. Form input values are masked by default and never recorded in plain text.

If you decline the banner, neither service runs and no analytics cookies are set.

3. How We Use Your Information

• Operate the CoHost Pro platform and provide the services you have requested
• Route form submissions and applications to the relevant property manager
• Send transactional emails (account creation, password reset, application status updates, onboarding reminders)
• Improve product reliability, performance, and user experience
• Analyze form completion patterns and identify usability friction (only with consent)
• Detect and prevent fraud, spam, abuse, and unauthorized access
• Maintain audit logs for security and compliance
• Comply with legal and regulatory obligations

4. How We Share Your Information

We do not sell your personal information. We share it with the following categories of third parties, each acting as a service provider or processor on our behalf:

Each of the above operates under its own privacy practices. We choose providers we believe are reputable, but we do not control their internal policies. Links to their privacy policies are available on their websites.

We may also disclose personal information if required by law, court order, or to protect the rights, property, or safety of CoHost Pro, our users, or others.

5. Data Retention

• Form submissions: retained for as long as the property manager’s account is active, plus a reasonable backup window (typically 30 days) after deletion or account closure
• Onboarding data: retained while the homeowner remains an active client of the property manager; deleted on request from the homeowner or property manager subject to legal retention requirements
• Audit logs: retained as long as needed for security investigations, compliance obligations, and incident response
• Rate limit and operational logs: retained briefly (typically less than 24 hours) and used only to enforce abuse-prevention limits
• Analytics data: subject to Google Analytics and Microsoft Clarity retention policies (typically up to 14 months for GA4 by default; up to 1 year for Clarity by default). Property managers configure their own retention windows in their analytics consoles.

You can request deletion of your personal information at any time — see Your Rights.

6. Security

We use industry-standard practices to protect your information:

• Transport encryption (HTTPS / TLS) for all data in transit
• Encryption at rest for sensitive fields (banking information, tax identifiers)
• Role-based access controls within the platform
• Row-level security on the database, enforced per account
• Audit logging of administrative actions
• Spam and bot prevention via reCAPTCHA, server-side rate limiting, and behavioral signals
• Per-action body size limits and content security headers on public surfaces

No system is perfectly secure. If we discover a breach affecting your personal information, we will notify affected users in accordance with applicable law.

8. International Data Transfers

We are a US-based service. Personal information is processed and stored primarily in the United States and may be subject to US laws and government access requests. If you access our service from outside the United States, your information will be transferred to, stored in, and processed within the US.

Where required by law, we rely on appropriate safeguards for cross-border transfers, including Standard Contractual Clauses (SCCs) and the EU-US Data Privacy Framework where applicable.

9. Cookies and Similar Technologies

When you visit our public form pages (/forms/* and /apply/*), we may use cookies and similar technologies, but only after you grant consent through the banner shown on first visit. The categories include:

• Strictly necessary — required for the form to function (CSRF protection, captcha state, consent state itself); always active
• Analytics — Google Analytics, Microsoft Clarity; active only when consent is granted
• Functional — your interaction preferences with the platform

You can change your consent at any time by clicking “Privacy choices” in the form footer. We do not use cookies for advertising or third-party retargeting.

10. Children’s Privacy

Our service is not directed to children under 16. We do not knowingly collect personal information from children. If we learn we have collected information from a child without parental consent, we will delete it promptly. If you believe we have inadvertently collected information from a child, please contact us at privacy@cohost.pro.

11. Changes to This Policy

We may update this policy from time to time. The “Last Updated” date at the top reflects the most recent revision. Significant changes will be communicated via email to active platform users at least 30 days before they take effect, where feasible. Your continued use of the platform after a change constitutes acceptance of the updated policy.

12. Contact Us

For privacy questions, requests, or complaints:

• Email: privacy@cohost.pro
• Mail: NetAesthetics LLC, 2001 L Street N.W., Suite 500, Washington, DC 20036

If you are in the EEA, UK, or Switzerland and we have not satisfactorily resolved your concern, you have the right to lodge a complaint with your local data protection authority.