Privacy & Data Protection Policy

Backbone Properties by b6e (b6e.com)

Last updated: January 2025

Backbone Properties ("Backbone", "we", "us", "our") operates a technology-first property management service for landlords, property owners and tenants. We take data protection seriously and process personal data in accordance with the Swiss Data Protection Act (revDSG) and, where applicable, the EU General Data Protection Regulation (GDPR).

This policy explains what personal data we collect, how we use it, and what rights you have.

1. Controller

Backbone Properties by b6e
Zurich, Switzerland
Email: privacy@b6e.com

2. Categories of Personal Data We Process

We process only data necessary for property management, communication and service delivery.

2.1 Website Visitors

  • IP address, device information, browser, operating system
  • Cookies and usage analytics
  • Contact form data (name, email, message)

2.2 Tenants

  • Name, address, email, phone number
  • Rental contract details, payments, deposit information
  • Maintenance requests, communication history
  • Documents (leases, invoices, protocols)

2.3 Property Owners / Landlords

  • Name, email, phone number
  • Property and portfolio data
  • Reporting and financial information
  • Document exchanges and instructions

2.4 Communication Channels

  • Message content (WhatsApp, Email, SMS)
  • Attachments (photos, videos, documents)
  • Metadata (timestamps, delivery status)

3. How We Use Personal Data

We use personal data strictly to operate and optimize property management processes.

3.1 Core Processing Purposes

  • Handling tenant communication and requests
  • Creating and managing rental contracts
  • Payment, deposit and bookkeeping workflows
  • Maintenance and repair coordination
  • Identity verification (where legally required)
  • Sending legally required notices or updates

3.2 AI-Supported Processing

Backbone uses AI systems to:

  • Classify incoming communication
  • Route requests to responsible teams
  • Generate drafts of responses
  • Detect missing documents or deadlines
  • Provide analytics to property owners

All AI actions operate under human supervision where legally required.

3.3 Website Analytics

We use privacy-friendly analytics tools without storing personal identifiers where possible.

4. WhatsApp Business Data Processing

Backbone uses WhatsApp Business ("WABA") exclusively for tenant communication, maintenance updates, appointment coordination, and contractual notifications.

4.1 Legal Basis (DSG/GDPR)

  • Contract fulfillment (Art. 6(1)(b) GDPR)
  • Legitimate interest: efficient communication (Art. 6(1)(f) GDPR)
  • Consent (opt-in) where required for templates or proactive messages

4.2 Required Opt-In for WhatsApp

Before starting a conversation via WhatsApp, tenants must agree to:

"By messaging us on WhatsApp, you agree that your messages may be processed for property management purposes according to our Privacy Policy at b6e.com/privacy."

For outbound messages, we use only Meta-approved templates.

4.3 Data Stored

  • Message content
  • Attachments (photos, videos, PDFs)
  • Metadata (timestamps)

4.4 Meta Platforms

  • WhatsApp processes data on Meta systems
  • We do not allow advertising or profiling
  • Messages are encrypted end-to-end

5. Data Sharing

We share personal data only with trusted partners and only when necessary.

5.1 Service Providers

  • Hosting + database: Supabase (EU)
  • Automation: n8n (EU)
  • Communication: WhatsApp Business, email providers
  • Maintenance companies (only when required for repairs)
  • Legal and accounting partners

All partners operate under strict data processing agreements.

5.2 Legal Obligations

We may share data with authorities when required by law (e.g., rental law obligations, debt collection).

5.3 No Sale of Data

We do not sell or exchange personal data with third parties.

6. Data Retention

We retain personal data only as long as needed:

  • Rental contracts: 10 years (Swiss bookkeeping law)
  • Communication logs: 2–5 years
  • Maintenance documentation: duration of legal liability
  • Website logs: 6–12 months
  • WhatsApp conversations: until tenancy ends or deletion is requested (unless legally required otherwise)

7. International Transfers

Where data is processed outside Switzerland or the EU (e.g., Meta systems), we rely on:

  • Adequacy decisions
  • Standard contractual clauses
  • Supplementary safeguards

8. Data Security

  • Encryption in transit and at rest
  • Access control and role-based permissions
  • Audit logs
  • Secure infrastructure hosted in EU data centers
  • Regular backups
  • Zero-trust internal architecture

9. Your Rights

You may exercise the following rights at any time:

  • Access to your data
  • Correction of inaccurate data
  • Deletion ("right to be forgotten")
  • Data portability
  • Restriction of processing
  • Objection to processing
  • Withdrawal of consent

To exercise rights: privacy@b6e.com

10. Cookies & 11. Children's Data

Cookies

We use minimal cookies. You may disable cookies in your browser settings.

Children's Data

We do not knowingly process data of minors under 16 except when required for tenancy agreements and only with guardian involvement.

12. Changes & 13. Contact

We may update this policy when necessary. The latest version is always available at: b6e.com/privacy

Contact Us

Backbone Properties by b6e
Zurich, Switzerland
Email: privacy@b6e.com