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A logo with the text "RIVULET ON CLEAR CREEK" is displayed.

RentCafe Privacy Statement

By using RentCafe.com (RentCafe ILS) or any property websites powered by RentCafe (RentCafe Portal) (collectively, “RentCafe”), you acknowledge you have read and understand the latest version of the RentCafe Privacy Policy (posted at https://resources.yardi.com/legal/rentcafe-privacy-policy/), which describes RentCafe’s privacy practices and will be updated from time to time. The property may have its own Privacy Policy that describes the property’s privacy practices.

1. Information We Collect

Information you provide to us

  • Contact and inquiry information: name, email address, phone number, mailing address, and the details of your message when you ask about a property, schedule a showing, or contact us.
  • Rental application information: full name, date of birth, Social Security number or other government-issued identification number, driver's license or ID details, current and prior addresses, rental history, employer, income and employment verification, references, emergency contacts, number of occupants, vehicle information, and pet information.
  • Lease and resident information: lease terms, co-occupant names, move-in and move-out records, maintenance requests (including photos you upload), communications with our staff, and any notices or documents exchanged under your lease.
  • Payment information: bank account and routing information, debit or credit card details, and payment history. Payments are generally processed by third-party payment processors, and we do not store full card numbers on our own systems.
  • Owner information: for property owners we work with, name, contact details, tax identification information, bank account information for disbursements, and property details.
  • Vendor information: for contractors and service providers, business contact details, licensing and insurance documentation, and payment information.

Information we obtain from third parties

With your authorization, when you apply for a rental we may obtain consumer reports from consumer reporting agencies, which may include credit history, eviction records, criminal background information (where permitted by law), and identity verification. We may also receive information from your references, current or former landlords, and employers.

Information collected automatically

When you use the Site, we and our service providers may automatically collect:

  • Device and usage information: IP address, browser type, operating system, pages viewed, links clicked, referring URLs, and the dates and times of your visits.
  • Cookies and similar technologies: small data files that help the Site function, remember your preferences, and help us understand how the Site is used. See Section 6.

Property security information

Some of our properties may use security cameras in common areas, access-control systems (such as key fobs or smart locks), and visitor logs. Information from these systems is used for safety, security, and property management purposes.

2. How We Use Your Information

We use personal information to:

  • Respond to inquiries, schedule showings, and communicate about available properties;
  • Process and evaluate rental applications, including tenant screening;
  • Prepare, execute, and administer leases and related agreements;
  • Collect rent, deposits, and fees, and process refunds;
  • Handle maintenance and repair requests;
  • Send notices required by your lease or by law;
  • Provide resident and owner portal access and account support;
  • Report to and account for property owners on whose behalf we manage properties;
  • Maintain the safety and security of our properties, residents, and staff;
  • Operate, maintain, and improve the Site and our Services;
  • Detect, prevent, and respond to fraud, unauthorized access, or other illegal activity;
  • Comply with legal obligations, resolve disputes, and enforce our agreements; and
  • Send marketing communications about available properties or services, where permitted (you may opt out at any time).

3. How We Share Your Information

We do not sell your personal information. We share personal information only as described below:

  • Property owners: We share applicant and resident information with the owner of the property you are applying for or renting, as needed to manage the property.
  • Service providers: We share information with vendors who help us operate our business, such as tenant screening and consumer reporting agencies, payment processors, property management software providers, website hosting and analytics providers, maintenance contractors, and communication platforms. These providers may use your information only to perform services for us.
  • Utility and service companies: where necessary to set up or transfer utilities or services at your residence.
  • Collection agencies and credit bureaus: if amounts owed under a lease remain unpaid, as permitted by law.
  • Legal and safety purposes: with law enforcement, courts, government agencies, or other parties when we believe disclosure is required by law, subpoena, or legal process, or is necessary to protect the rights, property, or safety of us, our residents, owners, or others.
  • Professional advisors: such as attorneys, accountants, and insurers, as needed.
  • Business transfers: in connection with a merger, acquisition, sale of assets, or transfer of management of a property, personal information may be transferred to the successor or new management company.
  • With your consent: for any other purpose you authorize.

4. Tenant Screening and Consumer Reports

If you apply to rent a property, we may obtain a consumer report about you with your written authorization. Screening is conducted in accordance with the federal Fair Credit Reporting Act (FCRA) and applicable state and local laws. If we take adverse action on your application based in whole or in part on information in a consumer report, we will provide you with an adverse action notice that includes the name and contact information of the consumer reporting agency and a description of your rights, including your right to obtain a free copy of the report and to dispute its accuracy.

We are committed to complying with the federal Fair Housing Act and all applicable fair housing laws. We do not use personal information to discriminate on the basis of any protected characteristic.

5. Text Messages and Phone Calls

If you provide your mobile number, you consent to receive calls and text messages from us about your inquiry, application, lease, account, maintenance requests, and property notices. Message and data rates may apply. You may opt out of non-essential text messages at any time by replying STOP. We will not send marketing text messages without your express consent.

6. Cookies and Tracking Technologies

We use cookies and similar technologies to operate the Site, remember your preferences, and analyze Site traffic. We may use third-party analytics services (such as [Google Analytics]) that collect information about your use of the Site. You can control cookies through your browser settings; disabling cookies may affect how the Site functions.

Some browsers offer a "Do Not Track" signal. Because there is no uniform standard for these signals, the Site does not currently respond to them. [Where required by law, we honor Global Privacy Control (GPC) signals.]

7. Data Security

We use reasonable administrative, technical, and physical safeguards designed to protect personal information, including encryption of sensitive data in transit, access controls limiting information to personnel who need it, and secure storage and disposal practices. Sensitive information such as Social Security numbers and bank account details is accessed only as needed for screening, payment, or legal compliance. However, no method of transmission or storage is completely secure, and we cannot guarantee absolute security.

If a data breach affecting your personal information occurs, we will notify you as required by applicable law.

8. Data Retention

We keep personal information for as long as needed for the purposes described in this Privacy Policy, including for the duration of your application or tenancy and afterward as required to comply with legal, accounting, tax, and fair housing recordkeeping obligations, resolve disputes, and enforce our agreements. Applications and screening records for applicants who do not become residents are retained for [the period required by law / X years] and then securely deleted or destroyed. Consumer report information is disposed of in accordance with the FCRA Disposal Rule.

9. Your Choices and Rights

  • Access and correction: You may request access to or correction of personal information we hold about you by contacting us.
  • Marketing opt-out: You may unsubscribe from marketing emails using the link in the email, or reply STOP to marketing texts.
  • Portal account: You may review and update certain account information through your resident or owner portal.

State privacy rights. Depending on where you live, you may have additional rights under state law, such as the right to know what personal information we collect, to request deletion, to correct inaccuracies, and to opt out of certain processing. To make a request, contact us using the information in Section 12. We may need to verify your identity before fulfilling your request, and some information may be exempt from deletion where we must retain it by law or to fulfill a lease. We will not discriminate against you for exercising your privacy rights.

10. Children's Privacy

The Site is not directed to children under 13, and we do not knowingly collect personal information online from children under 13. Information about minor occupants of a rental (such as names and ages listed on an application or lease) is collected only from the adult applicant or resident and only as needed to administer the lease.

11. Third-Party Links

The Site may contain links to third-party websites, such as listing services, payment portals, or screening providers. We are not responsible for the privacy practices of those websites, and we encourage you to review their privacy policies.

12. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. When we do, we will revise the "Last Updated" date above and, for material changes, may provide additional notice. Your continued use of the Services after an update means you accept the revised policy.

13. Contact Us

If you have questions about this Privacy Policy or wish to exercise your privacy rights, please contact us: