SMS Policy
Pro Forma SMS Messaging Policy
This page documents Pro Forma's SMS notification program, including who receives messages, how users opt in, and how to opt out. It is published for transparency and to provide carriers, aggregators, and messaging registries with clear documentation of our consent process.
About Pro Forma
Pro Forma is a B2B SaaS managed marketing platform used by property management companies and their leasing teams. Our customers are property management companies that subscribe to Pro Forma and issue licensed user accounts to their employees. End users of the platform are leasing agents, leasing managers, regional property managers, and property management executives.
This page is maintained at the public URL https://proformahq.com/legal/sms-policy so that the consent process described below can be reviewed without requiring login credentials.
Who Receives SMS Messages
Pro Forma sends SMS messages only to authenticated users of our platform who have completed the opt-in process described in this document. Every recipient is an employee of a property management company that subscribes to Pro Forma and has been issued a licensed user account by their company administrator.
Pro Forma does not send SMS messages to:
- Residents or applicants at managed properties
- Members of the general public
- Marketing prospects or leads
- Any user who has not affirmatively enrolled within their authenticated account
User accounts are created through our identity provider on invitation from a property management company administrator. There is no public self-service signup, and there is no path for an unauthenticated person to receive SMS from Pro Forma.
What Messages Are Sent
Our SMS program is exclusively transactional. We do not send marketing, promotional, or advertising messages of any kind.
Examples of messages a user may receive:
- Notifications about tour activity at properties the user manages
- Notifications about prospect inquiries that have been escalated for human review
- Account-related notifications, such as security alerts or important account changes
Sample messages:
Pro Forma: New tour scheduled at [Property Name] on Thursday at 2:00 PM. View in app: [link]. Reply STOP to unsubscribe.
Pro Forma: A prospect inquiry at [Property Name] needs your review. Open: [link]. Reply STOP to unsubscribe.
Message Frequency
Message frequency varies based on user activity and the volume of leasing events at properties the user manages. Users who manage more properties or higher-traffic properties will typically receive more messages than users who manage a single, smaller property.
How Users Opt In
SMS enrollment is entirely optional and is not a condition of using the Pro Forma platform. Users may use every feature of Pro Forma without ever enabling SMS notifications. Users opt in through an explicit, affirmative action within their authenticated account settings.
The Opt-In Flow
- The user logs in to the Pro Forma platform at app.proformahq.com using credentials managed through our identity provider, WorkOS.
- The user navigates to Settings → Notifications, located at app.proformahq.com/settings/notifications. This page is accessible only to authenticated users.
- The user enters their mobile phone number into an empty, non-prepopulated text field. The field is blank by default. Phone numbers are never imported, suggested, autofilled, or pre-populated from any source.
- The user affirmatively checks an unchecked consent checkbox. The checkbox is unchecked by default and must be deliberately selected by the user. The checkbox is labeled with the following disclosure text, displayed in full directly adjacent to the checkbox:
"By checking this box and providing my mobile number, I agree to receive transactional SMS notifications from Pro Forma about my account and tours at properties I manage. Message frequency varies. Message and data rates may apply. Reply STOP to unsubscribe or HELP for help. View our Privacy Policy and Terms of Service."
- The user clicks "Save Changes" to complete enrollment.
A user is enrolled in SMS notifications only when all three of the following conditions are met simultaneously: a valid mobile phone number has been entered, the consent checkbox has been affirmatively checked, and Save Changes has been clicked.
Screenshots of the Opt-In Flow
[Insert annotated screenshot 1: the Settings → Notifications page in its default state, showing the empty phone number field and the unchecked consent checkbox.]
[Insert annotated screenshot 2: a close-up of the consent disclosure label as it appears next to the checkbox, with the full disclosure text legible.]
[Insert annotated screenshot 3: the page after a user has entered a phone number and checked the checkbox, with the Save Changes button visible.]
How Users Opt Out
Users may stop receiving SMS messages at any time using either of the following methods:
Reply STOP to any Pro Forma SMS message. Recognized opt-out keywords include STOP, STOPALL, UNSUBSCRIBE, CANCEL, END, QUIT, REVOKE, and OPTOUT. After replying with any of these keywords, the user receives a final confirmation message and no further SMS messages will be sent to that number.
Disable in-app. Users can also disable SMS notifications by returning to Settings → Notifications, unchecking the consent checkbox, and clicking Save Changes.
Opt-out is honored immediately. Disabling SMS notifications has no effect on the user's access to the Pro Forma platform or any other platform features.
Getting Help
Users can reply HELP or INFO to any Pro Forma SMS message to receive help information. Users may also contact our support team at support@proformahq.com for assistance with SMS notifications or any other aspect of the platform.
Message and Data Rates
Standard message and data rates from the user's mobile carrier may apply. Pro Forma does not charge users for SMS messages.
Privacy and Data Handling
Our collection and handling of mobile phone numbers and message content is governed by our Privacy Policy and Terms of Service:
Pro Forma does not share, sell, rent, or otherwise transfer mobile phone numbers or SMS opt-in data to third parties for marketing or promotional purposes. Mobile phone numbers are used solely to deliver the transactional notifications described in this policy.
Note for Carriers, Aggregators, and Registries
Pro Forma is a B2B SaaS platform. The opt-in flow described above takes place inside an authenticated application, and the Settings → Notifications page (app.proformahq.com/settings/notifications) is therefore not directly reachable without valid login credentials issued by a customer's company administrator.
This public page is published specifically to provide carrier, aggregator, and registry review teams with complete visibility into our consent process, including the exact disclosure language and the affirmative steps a user must take to enroll. Annotated screenshots of the live opt-in UI are included above.
For sandbox access, additional documentation, or any compliance questions, please contact compliance@proformahq.com..
