Smart Management · last updated 1 October 2026
Smart Management is self-hosted software. It runs on a server controlled by the person who installed it, and that person is the only user. There is no hosted service operated by anyone else, and no account is created with any third party.
With the user's explicit consent through Google's standard sign-in screen, the app requests one permission:
https://www.googleapis.com/auth/gmail.readonly — read-only access to Gmail.It uses this for two things, both limited to mail exchanged with the managing agent's domain:
It reads no other category of mail for any other purpose. Files attached to that mail are kept when they are documents of the property — an invoice, a lease, a statement, a photograph — so they can be opened from the application instead of searched for in the mailbox. They are stored on the same self-hosted server as everything else and are never sent anywhere. Signature images, logos and other decoration are recorded by name and size only, and their contents are not downloaded.
The app cannot send, delete, modify, move or label mail, because it never requests the permissions that would allow it to. It does not ask for or store a Google password.
Onto the user's own server, and nowhere else. Message content and statement documents are stored in a database and a file directory on that machine.
The external services contacted are Google's own APIs, to authenticate and to read the mailbox; a public exchange-rate source used to display amounts in a second currency, to which no personal data is sent; and — only if the user turns the feature on — the Anthropic API, described in the next section.
The user can choose to have each conversation with the managing agent summarised: what was asked, what was answered, what was finally agreed, and what each side still has to do. The feature is off until the user supplies their own Anthropic API key and, for the first batch, confirms after being shown the estimated cost.
With the same key, the user can also have conversations that concern a tenancy read for a tenancy record: when a tenant moved in or out and why, the state the apartment was left in, what happened to the security deposit, and any charges still owed and by whom. These are suggestions shown to the user, who confirms or dismisses each one. This starts only when the user asks for it the first time; after that, new conversations are read as they arrive.
When either is on:
Removing the API key turns the feature off immediately. Conversations remain importable and searchable without it.
The OAuth tokens Google issues are encrypted before being written to disk. The refresh token never leaves the server process and is never sent to a browser. Sign-in sessions use short-lived tokens that are rotated, and reuse of an old one invalidates the whole session family.
For as long as the user keeps it. Disconnecting Gmail inside the app deletes the stored tokens immediately and revokes them with Google. Deleting the installation, its database and its document directory removes everything the app has ever stored.
Access can be withdrawn at any time, either from within the app or from Google Account permissions. Withdrawal takes effect immediately; the app then has no access to the mailbox at all.
Smart Management's use of information received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements.
The software is not directed at children and collects nothing from them.
If this policy changes, the date at the top of this page changes with it. Questions about it can be sent to the contact address listed on the Google consent screen for this application.