S&S Property Management Privacy Policy

Effective Date: March 6, 2025.

1. Introduction

S&S Property Management ("we," "us," or "our") is committed to protecting the privacy of our applicants and residents ("you" or "users"). This Privacy Policy explains how we collect, use, and disclose your personal information in connection with our property management services.

2. Information We Collect

We collect various types of information, including:

• Applicant Information:

  • Contact information (name, address, phone number, email address)
  • Date of birth
  • Social Security number or other government-issued ID
  • Employment history and income information
  • Credit history and background check information
  • Rental history
  • References
  • Pet information
  • Vehicle information

• Resident Information:

  • Contact information (as above)
  • Lease agreements and related documents
  • Payment history
  • Maintenance requests and service records
  • Communication history with [property] and S&S Property Management
  • Emergency contact information
  • Video surveillance footage (if applicable and legally compliant)
  • Online portal usage data

3. How We Use Your Information

We use your information for the following purposes:

  • Processing rental applications
  • Managing lease agreements
  • Collecting rent and processing payments
  • Providing maintenance and other services
  • Communicating with you
  • Conducting background checks and credit checks
  • Complying with legal obligations
  • Improving our services
  • Preventing fraud.
  • Security monitoring.

4. Sharing Your Information

We may share your information with:

  • Service providers (e.g., background check companies, maintenance contractors)
  • Credit reporting agencies
  • Law enforcement or government agencies (when required by law)
  • Our legal and financial advisors
  • Potential buyers in the event of a sale or merger of our business.

5. Data Security

We implement reasonable security measures to protect your information from unauthorized access, use, or disclosure. These measures include:

  • Encryption
  • Secure online servers
  • Access controls
  • Regular security audits
  • Data minimization

6. Data Retention

We retain your information for as long as necessary to fulfill the purposes outlined in this Privacy Policy, unless a longer retention period is required or permitted by law.

7. Your Rights

Depending on your location, you may have certain rights regarding your personal information, including:

  • The right to access your information
  • The right to correct inaccurate information
  • The right to delete your information (subject to legal limitations)
  • The right to restrict the processing of your information
  • The right to data portability
  • The right to object to the processing of your information.
  • The right to opt out of certain communications.

8. Cookies and Tracking Technologies

We may use cookies and similar technologies to collect information about your use of our website or online portal. You can manage your cookie preferences through your browser settings.

9. Children's Privacy

Our services are not intended for children under the age of 18. We only collect minimal information about children for the purpose of maintaining occupancy standards.

10. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. We will notify you of any material changes by posting the new policy on our website or by other means.

11. Contact Us

If you have any questions about this Privacy Policy, please contact us at:

  • S&S Property Management
  • 129 S. 11th St Nashville, TN 37206
  • 615-227-8646
  • info@sandsprops.com

Important Considerations:

  • State and Local Laws: Pay close attention to state and local privacy laws, as they can vary significantly. For example, California has the California Consumer Privacy Act (CCPA) and the California Privacy Rights Act (CPRA).
  • Fair Housing Laws: Ensure that your data collection and use practices comply with fair housing laws. Do not collect or use information in a way that could discriminate against protected classes.
  • Background Checks: If you conduct background checks, comply with the Fair Credit Reporting Act (FCRA) and any applicable state laws. Provide applicants with the required disclosures and obtain their consent.
  • Video Surveillance: If you use video surveillance, comply with all applicable laws and regulations. Post clear notices about the use of surveillance.
  • Online Portals: If you provide online portals, ensure they are secure and that you have appropriate security measures to protect user data.
  • Legal Counsel: It is strongly recommended that you have this Privacy Policy reviewed by legal counsel to ensure compliance with all applicable laws.

Key Areas to Customize:

  • Specific Data Collection: Add details about any unique data you collect.
  • Third party vendors: list the vendors you share data with, and what that data is.
  • Your Security Measures: Provide specific details about the security measures you have in place.
  • Your Data Retention Policies: Be specific about how long you retain different types of data.
  • Your Contact Information: Ensure your contact information is accurate and up-to-date.
  • State Specific Laws: Add any sections that are required by your state.
  • Cookie Policy: If you use cookies, a separate cookie policy can be helpful.