Privacy Policy

Who we are

The Riviera Estates House Management Portal (“the portal”) is run by Riviera Estates LLC (“Riviera Estates”, “we”). We use it to manage the homes we look after for our clients. The portal is by invitation only: you can sign in only if we have invited you.

What we collect

• When you sign in with Google, Google confirms your name, your email address and that the email is verified. We use this only to match you to your invitation; the name and email we store are the ones we entered when we invited you. We never receive your Google password, and we don’t ask Google for access to your email, files, contacts or calendar.
• Information about the homes we manage, entered by us or by people we invite: property details, vendors and service providers, accounts and utilities, appliances, keys and access details, emergency contacts, maintenance records, to-dos, guest stays, budgets, expenses, approvals, insurance details, and photos or files attached to these.
• For staff: hours worked, pay rates and pay summaries.
• A record of who changed what, and when, so records can be checked.
• Our hosting provider keeps standard technical logs, such as IP addresses and pages requested, for security and troubleshooting.

How we use it

Only to run the portal and the services we provide to our clients: showing each person what their role allows, sending emails about invitations, approvals, updates, alerts and pay summaries, and keeping records accurate. We don’t sell your information, we don’t use it for advertising, and the portal has no advertising or analytics trackers.

Who can see it

What you see depends on your role. Managers see every home we manage. Homeowners see their own homes, including the hours and pay of staff who work there. Staff see what they are assigned to, and their own hours and pay. Staff never see account passwords, account numbers or financial information. Access codes, such as gate, alarm and Wi-Fi codes, are hidden from staff unless a manager turns them on for that client’s homes. A manager may also send a visiting technician a one-time link to a single code needed for a visit. Passwords and access codes are encrypted in our database.

Companies that help us run the portal

They handle information only to provide their service to us: Vercel (hosting), Neon (database), Cloudflare (file storage and backups), Resend (sending email), GitHub (running our scheduled tasks, such as nightly backups and daily emails) and Google (sign-in and our email inbox). Our database is stored in the United States, and our files and backups in North America. Some of these companies, including Google, may process information in other countries as part of providing their service.

Cookies

The portal uses only the cookies it needs to keep you signed in. It signs you out after 30 minutes without activity.

On your phone or computer

If you are staff, pages you open may be saved on your phone or computer so they can be read without signal, along with any notes or photos waiting to be sent. Signing out from the menu removes them, and so does another person signing in on the same device. If you are signed out after 30 minutes without activity, they stay on the device until you sign in again.

How long we keep it

We keep information while we provide services for that home. Our database keeps 7 days of history so it can be recovered, and our nightly backups are kept for 35 days. Our record of who changed what, including earlier values, is kept even after a record is deleted, so records can be checked; passwords and access codes are never kept in it. If someone is removed from the portal, we keep their name and email with that record. When a client stops using our services, we delete their information, or return a copy first if they ask, within 60 days, except our record of past changes and anything the law requires us to keep.

Your choices

You can ask to see, correct or delete information about you by emailing riviera.estates.management@gmail.com. Some records, such as pay records, may have to be kept where the law requires it.

Changes

If we change this policy, we’ll update the date at the top and tell active users about significant changes.

Contact

riviera.estates.management@gmail.com
777 N Bonhill Rd, Brentwood, CA 90049