CapExPro

Privacy policy

Last updated November 4, 2026

CapExPro is run by Prosorus Properties LLC ("we"). This page says what we collect when you use CapExPro, what we do with it, who else handles it, and how to have it deleted. Questions go to solutions@problemsolversrus.com.

What we collect

Your account

  • Your email address and password. The password is stored scrambled (hashed); nobody can read it.
  • What you add in Settings: your name, company name, logo and your defaults.
  • Your plan and billing status.

What you enter

  • Properties: their names and addresses, year built and size.
  • Components: names, replacement costs, the year acquired, life expectancy, notes, model and serial numbers, and the vendor and warranty details you add, such as a vendor's name, phone number and email.
  • Each component's history: every change to these details, with its date, including the old values and the vendor contacts you entered. It is deleted with the component (or its property, or your account).
  • Reviews, replacements and maintenance records.

PDF reports are made from this data when you ask for one. We don't keep copies: a report file is removed the next time you make one.

Usage events

We record the days you use CapExPro and events such as "property added", "report generated", "report failed", "component replaced" or "subscription changed", with counts, timings and short error messages. They are tied to your account but hold no names, addresses, notes or other personal details. We keep them for 13 months. After that, "component replaced" and "cost changed" events (which component, its region, its age and its costs) are kept with no link to your account, as anonymous statistics of how long components last and what they cost; the others are deleted.

How you found us

When you sign up, we keep the campaign tags and the referring website of the link you arrived by. After sign-up we ask a few optional questions: how many rental units you own, your role, how you heard about CapExPro and what you want from it. You can skip them, and change your answers later.

Referrals and codes

If you sign up with another landlord's referral link or code, we record which code you used and when. The landlord who referred you is told when you join, and can see your name, your email address and whether you're on a trial or paying, as well as the reward they've earned from your payments. We email them, by your name, when you join and when your first payment counts toward their reward, unless they've turned off Referral updates; sign-up tells you this before you use the code. If you refer someone, we keep a record of each reward their payments earn you, what your bills took from it and what went over its limit, your level in the program and the moments we celebrate with you (a friend joining, a payment counting, a level reached), each also sent to you by email until you turn off Referral updates in Settings or with the email's unsubscribe link (we keep that choice with your account). To stop misuse we compare a few signals between the two accounts: whether they share a card (Stripe's card identifier, as a scrambled code, not the card number), a property address, or a network address you both signed in from (compared while you're signed in; we store only whether they matched). When someone opens a referral link, we count the opening, with nothing about who opened it. If you invite someone, we keep the name and email address you typed with the invite, so you can see whether they joined. If you use a promo or one-time code, we record which code, when, and when its discount reached your bill. A one-time code can be made for one email address: we keep that address with the code, so the code works only for it. If you sign up with a partner's code (an organization that shares CapExPro, such as a landlord association), or through a property manager who shared their CapExPro with you, your account stays linked to that partner, so we can count how many accounts each partner brings and what they pay in total. A partner is told totals only, never your name, email or anything else about your account. If your organization is a partner, we keep the contact details you give us for the partnership.

Every invite ends with a link to opt out of invites. If you use it, we keep a scrambled code (a one-way hash) made from your email address, so that nobody can invite that address to CapExPro again; it can't be turned back into the address. We delete any invites to you that are still waiting, and keep nothing else.

Feedback

What you send through Help & feedback or the occasional 0–10 question, an optional screenshot, and some details attached automatically: the page you were on, the app version, your browser and screen size, and your account status. No property data is attached, but a screenshot shows whatever was on your screen.

On the shared demo accounts, the form also asks for your email address if you'd like a reply. It's optional. We use it only to reply to that message, and other people using the demo can't see it.

Payments

Stripe takes your card details; we never see the full card number. From Stripe we get your subscription status, invoices, tax and billing address.

Analytics

PostHog records how people move through the site and the app, including session replays. Replays hide everything you type and all the text on the page, so they show where you click, not your data. It identifies you by an account number, not your name or email, and isn't used on the shared demo accounts. Vercel Web Analytics counts visits to the home page without cookies.

To turn analytics off for your account, email solutions@problemsolversrus.com from the address you sign in with.

How we use it

  • To run CapExPro: your forecasts, reports and sign-in emails, and billing once it starts.
  • For support: when you ask for help, or to fix a problem, an admin can look at your account. Admins sign in with two-step verification, and each time they open account details the reason is recorded in an audit log that can't be changed or deleted.
  • To improve the component library: we review the component names you type, with their costs and lives, grouped by name across accounts, to find components the library is missing and better default values. We never change your data.
  • Published totals: we may publish totals across all accounts, such as the number of components tracked or average costs, but never figures from one account.
  • What other users see: features that show other landlords suggestions drawn from users' data, such as typical costs in your area, only ever use data from accounts that chose to share it. Sharing is off unless you turn it on, and you can turn it off at any time.
  • To contact you about your account, the beta and important changes.

We don't sell your information, and we don't use it for advertising.

Who else handles it

These companies process data for us, only to provide their service:

  • Supabase: the database, sign-in and file storage.
  • Vercel: hosting, and Web Analytics on the home page.
  • Stripe: payments and sales tax.
  • Resend: sends account emails such as sign-up confirmations and password resets.
  • PostHog: product analytics and session replays.

We may also share information when the law requires it.

Cookies

These are all the cookies CapExPro sets. Those marked Supabase and PostHog come from the sign-in and analytics services above. Your colour theme is saved in your browser, not in a cookie.

sb-<project>-auth-tokenSupabase
Keeps you signed in. A long session is split into numbered parts (.0, .1).
Until you sign out, 400 days at most
sb-<project>-auth-token-code-verifierSupabase
Checks that a sign-up or password-reset link opens in the browser that asked for it.
Until the link is used, 400 days at most
cxp_source
Remembers the campaign tags and website of the link you arrived by, for sign-up.
30 days, or until you finish signing up
cxp_invite
Remembers a beta invite's code between its link and sign-up.
30 days, or until you finish signing up
cxp_ref
Remembers a referral link's code so sign-up can use it.
90 days
cxp_signup_email
Shows the address we sent your confirmation email to, on the check-your-email page.
1 day, or until you finish signing up
capexpro_goodbye_charge
After you delete your account, shows its last charge on the goodbye page.
10 minutes
capexpro_analytics_off
On the shared demo accounts, stops analytics from loading.
Until you sign out or close the browser
admin_tz
Admins only: shows the admin console's times in your time zone.
1 year
ph_<project>_posthogPostHog
Analytics: a random visitor id, or your account number once you sign in, and the current visit.
1 year

How long we keep it

  • Your account and everything in it: until you delete the account, or until we delete it after it has been dormant (no subscription) for 14 months, or 14 days after the paid period of a cancelled monthly subscription. We email you before we do; the Terms of service give the details.
  • So that each landlord gets one free trial: on your account, and after it is deleted, we keep a scrambled code (a one-way hash) made from its sign-in email address and, if it subscribed, from the card identifier Stripe gives us. Neither can be turned back into the address or the card; we only check whether a new sign-up or card matches. We keep them for as long as we offer free trials.
  • Usage events: 13 months. After that, "component replaced" and "cost changed" events are kept with no link to your account, as anonymous statistics.
  • An email address left with a message from a shared demo account: 13 months from the day it was sent. Then we delete the address and keep the message. To have it deleted sooner, email solutions@problemsolversrus.com.
  • An invite you made that nobody joined with: 12 months from the day you made it, or until you delete it.
  • The scrambled code of an address that opted out of invites: until you ask us to remove it, by emailing solutions@problemsolversrus.com from that address.
  • Who referred an account, and with which code: the record stays when either account is deleted, with nothing that names that person (a custom code chosen by a referrer who deleted their account is removed from it); it keeps the Stripe customer number that the account's invoice records carry, so totals by code and partner stay right. The same for promo, one-time and partner codes; an email address a one-time code was made for stays with the code until we delete the code.
  • Share CapExPro rewards: while your account exists. When it's deleted, your balance ends and the records of each reward stay as amounts only, with nothing that names you.
  • Backups: overwritten within 30 days.
  • Invoices: Stripe keeps them as long as tax law requires.

Deleting your account, and your other choices

To delete your account, use Delete my account in Account › Profile, or email solutions@problemsolversrus.com from the address you sign in with. We cancel any subscription and delete the account, your properties, components, reviews and files within 30 days; backup copies expire within 30 days after that. We keep usage events and feedback messages, without anything linking them to you; screenshots you sent are deleted. Ask us if you want your feedback messages removed too.

When an account is deleted, by you or by us, we send one email to its sign-in address confirming it. We keep a short record of each deletion: when and why it happened, how many properties the account had, its subscription status, and whether that email went out. It doesn't include your name or email address.

You can also ask us for a copy of your data, or to correct it. Most of it you can change yourself in the app.

Children

CapExPro is for adults running rental properties. It isn't meant for anyone under 18.

Changes

We'll post changes here and update the date at the top. If a change matters, we'll email you before it takes effect. See also the Terms of service.

Contact

Prosorus Properties LLC, 797 Sam Bass Rd. #1823, Round Rock, TX 78681. solutions@problemsolversrus.com.