Effective Date: October 1st, 2024
This Privacy Policy (“Policy”) sets forth the practices of American Suncoast Management LLC (“Company,” “we,” “us,” or “our”) regarding the collection, use, processing, disclosure, and protection of personal information. We are committed to ensuring the privacy and confidentiality of information provided by our clients, tenants, and website visitors.
By accessing our website or using our services, you acknowledge and agree to the practices described in this Policy.
1. Information We Collect
We collect and process the following categories of information:
- Personally Identifiable Information (PII): This includes, but is not limited to, your name, address, email address, telephone number, date of birth, Social Security number, driver’s license or state identification number, and other identifying details necessary for providing our services.
- Financial Information: This includes payment details such as bank account numbers, credit card numbers, and financial history when processing payments for rent, property management fees, or other services.
- Rental and Employment Information: When processing rental applications or tenant screening, we may collect your rental history, employment information, income verification, credit score, criminal background, and references.
- Website Usage Data: Information related to your usage of our website, including IP address, browser type, operating system, device information, and browsing behavior. We may collect this information using cookies, web beacons, or similar tracking technologies.
- Communication Information: Information obtained through communications with you, including email correspondence, phone conversations, or chat records.
2. Purpose of Data Collection
The personal information we collect is used for the following purposes:
- Service Provision: To facilitate the leasing, management, and maintenance of rental properties, including processing rental applications, conducting background and credit checks, managing lease agreements, and administering tenant relationships.
- Communication: To communicate with you regarding inquiries, property management services, notices, lease agreements, rent payments, and customer service matters.
- Transaction Processing: To process payments for rent, application fees, maintenance services, or other related transactions.
- Legal Compliance: To comply with applicable laws, regulations, and legal processes, including responding to government or law enforcement requests, adhering to court orders, and fulfilling obligations under applicable privacy laws.
- Website Functionality and Improvements: To analyze how our website is used, to improve user experience, and to ensure the security of our online systems.
- Marketing and Promotional Activities: To send you information about our services, promotional materials, or offers that may be of interest to you, unless you opt out of such communications.
3. Legal Basis for Processing
We rely on the following legal grounds for the collection and processing of your personal information:
- Performance of a Contract: We process your personal information as necessary to fulfill our obligations under any contract, including lease agreements and property management services.
- Legal Obligation: We process personal information when necessary to comply with a legal obligation, including requirements related to fair housing, tenant protection laws, and financial reporting.
- Legitimate Interest: We process your personal information based on our legitimate interests in providing and improving our services, provided such processing is not overridden by your privacy rights.
- Consent: In cases where we rely on your consent, you have the right to withdraw your consent at any time by contacting us at support@americansuncoastmanagement.com.
4. How We Share Information
We may disclose personal information to third parties as necessary for the following purposes:
- Service Providers: We may share personal information with service providers who perform functions on our behalf, such as payment processors, background check services, IT support, or maintenance contractors. These service providers are contractually obligated to protect the confidentiality and security of the information provided and are prohibited from using the information for any purpose other than to perform services on our behalf.
- Law Enforcement and Legal Obligations: We may disclose personal information when required by law, such as to comply with a subpoena, court order, or other legal process, or in response to a request from law enforcement or government agencies.
- Business Transactions: In the event of a merger, acquisition, or sale of all or a portion of our assets, personal information may be transferred as part of the transaction. We will notify affected individuals if such a transfer occurs, along with any changes to this Policy.
- With Your Consent: We may share your personal information with third parties when you have provided explicit consent to do so.
5. Retention of Personal Information
We will retain your personal information for as long as necessary to fulfill the purposes for which it was collected, comply with legal and regulatory obligations, resolve disputes, and enforce our agreements. When the information is no longer needed, we will take appropriate steps to securely delete or anonymize it in accordance with applicable laws and regulations.
6. Your Rights Regarding Personal Information
You have the following rights with respect to your personal information:
- Access and Portability: You have the right to request a copy of the personal information we hold about you, as well as the right to request that this information be provided in a portable format, where applicable.
- Correction: You have the right to request that any inaccurate or incomplete information about you be corrected.
- Deletion: You have the right to request the deletion of your personal information, subject to legal or contractual obligations that may require us to retain certain data.
- Restrict Processing: You may request that we restrict the processing of your personal information in certain situations, such as if you believe the information is inaccurate or processing is unlawful.
- Objection to Processing: You may object to our processing of your personal information for direct marketing purposes or based on our legitimate interests.
- Withdrawal of Consent: Where we rely on your consent to process personal information, you have the right to withdraw your consent at any time.
To exercise any of these rights, please contact us at support@americansuncoastmanagement.com.
7. Security Measures
We take the security of your personal information seriously and employ appropriate technical, organizational, and administrative measures to protect it against unauthorized access, disclosure, alteration, or destruction. These measures include encryption, firewalls, and secure socket layer (SSL) technology for sensitive data. While we strive to protect your information, no security system is completely foolproof, and we cannot guarantee the absolute security of your personal information.
8. Children’s Privacy
Our services are not intended for individuals under the age of 18. We do not knowingly collect or solicit personal information from minors. If we become aware that we have collected personal information from a child under 18 without verified parental consent, we will take immediate steps to delete that information.
9. Cookies and Tracking Technologies
Our website uses cookies and similar tracking technologies to enhance user experience, analyze site traffic, and collect usage data. Cookies are small files that are stored on your device when you visit our website. You may modify your browser settings to disable cookies; however, this may affect your ability to use certain features of our website.
We may also use third-party analytics tools to help us understand how our website is used. These tools may collect information such as your IP address, browser type, referring/exit pages, and timestamps.
10. Changes to This Privacy Policy
We reserve the right to update or modify this Privacy Policy at any time in response to changes in applicable law or our business practices. Any changes will be posted on this page with the revised “Effective Date.” We encourage you to review this Policy periodically to stay informed of any updates.
11. Do Not Track Signals
Our website does not respond to “Do Not Track” signals from your browser. However, you can adjust your browser settings to limit certain tracking features.
12. Contact Information
If you have any questions or concerns regarding this Privacy Policy or your personal information, please contact us at:
American Suncoast Management
Email: support@americansuncoastmanagement.com