Privacy Policy

Depending on how you interact with our website and services, we may collect the following types of personal information:

• First name, last name, and contact information (email address, phone number, mailing address)
• Date of birth and government-issued identification numbers (for tenant applications)
• Social Security Number or equivalent — collected only when required for lease applications or credit checks
• Financial account information for the purpose of ACH rent deposits or owner disbursements
• Employment and income information submitted as part of a rental application
• Rental history and references
• Consumer report information obtained through credit reporting agencies
• Electronic identification or routing codes related to financial transactions
• Any other information voluntarily submitted through our website contact forms or rental inquiry forms

River City Rentals & Realty obtains personal information through the following channels:

• Consumer reports from credit reporting agencies — for lease applications, loan applications, or other purposes authorized by the consumer
• Rental applications completed by prospective tenants
• Owner onboarding forms and management agreements
• Tax reporting forms (such as W-9s) required for IRS reporting or financial processing
• Online contact forms, inquiry forms, or scheduling submissions on our website
• Email, phone, and written communications with our team

We take the security of your personal information seriously and implement multiple layers of protection:

• Physical security: Physical files containing personal information are kept under lock and key with restricted access
• Electronic security: Electronic records are protected by access controls — unique credentials assigned only to authorized personnel
• SSL Encryption: All sensitive information submitted through our website is encrypted via Secure Socket Layer (SSL) technology
• Network security: Our servers are protected behind secured networks accessible only to personnel with specific access rights and confidentiality obligations
• Regular scanning: Our website is regularly scanned for vulnerabilities and malware
• Agent compliance: All agents and contractors are instructed to protect personal information in accordance with this policy and are prohibited from making unauthorized copies of consumer reports

Yes. Cookies are small files that a site or service provider transfers to your browser or device to enable the site to recognize your browser and remember certain information. We use cookies to:

• Understand visitor behavior and improve site performance
• Compile aggregate data about site traffic and interactions
• Support third-party analytics services (such as Google Analytics)

You may choose to disable cookies through your browser settings. Please note that disabling cookies may affect certain features of our website. We honor Do Not Track (DNT) browser signals — when a DNT signal is detected, we do not track, plant cookies, or use advertising targeting.

We do not allow third-party behavioral tracking on our website. We do not specifically market to children under the age of 13, in compliance with COPPA (Children’s Online Privacy Protection Act).

We do not sell, trade, or transfer your personally identifiable information to outside parties except as described in this policy. We may share information with:

• Website hosting partners and service providers who assist in operating our website, provided they agree to keep your information confidential
• Credit reporting agencies and background check providers, solely for the purpose of processing lease applications
• Property owners for whom we manage properties, to the extent necessary and as described in Section 3 above
• Government agencies or law enforcement when required by law, court order, subpoena, or governmental investigation

Our website may contain links to third-party sites, including AppFolio, Tenant Turner, and other service providers. These sites have their own independent privacy policies, and we have no responsibility or liability for their content or practices. We encourage you to review the privacy policies of any third-party sites you visit.

Within River City Rentals & Realty, access to personal information is limited to:

• The agent or broker directly servicing a transaction
• Office management personnel with oversight responsibility
• The Property Manager and Assistant Property Manager
• Staff members whose role requires access to process or support a transaction (e.g., accounting, administrative support)

Property owners do not have general access to tenant personal information in our files. Information from tenant consumer reports or lease applications may be discussed with a property owner, but copies are only provided: (1) with the tenant’s written consent; or (2) if we cease to be the property manager and files must be transferred to the owner, their attorney, or a new property manager.

You may request to view, update, or correct your personal information by contacting us via email, phone, or by logging into your AppFolio owner or tenant portal.

Personal information is disposed of securely and only with management authorization. Our disposal methods include:

• Physical documents: shredding or secure destruction
• Electronic records: secure erasure using methods that render files unreadable and unrecoverable
• Redaction: removing personal information from documents in ways that make the remaining information unable to identify an individual

If we have incorrectly reported information to a consumer reporting agency, we will promptly correct our records and request the reporting agency make corresponding corrections upon discovering and confirming the error.