Privacy Policy

This Privacy Policy applies to personal information WA MAC collects in connection with:

• our property management, home management, landlord support, tenant management, maintenance coordination, project management, inspection, consultation, and related services (collectively, the “Services”);
• our website, online forms, client or tenant portals, and other digital services that link to this Privacy Policy;
• rental inquiries, applications, screening, leasing, occupancy, maintenance, rent administration, and move-in or move-out activities that we administer;
• telephone calls, text messages, email, video meetings, and other communications with us;
• interactions with our employees, representatives, vendors, contractors, and service providers; and
• in-person visits, inspections, appointments, consultations, and property-related activities.

This Privacy Policy does not apply to the independent privacy practices of a property owner, third-party website, financial institution, consumer reporting agency, payment processor, property-management platform, or other entity that controls personal information for its own purposes. When another entity provides its own privacy notice, its notice governs its independent handling of personal information.

WA MAC may collect and use personal information for its own business purposes, such as administering client relationships, operating our website, selecting vendors, billing for our Services, maintaining business records, and protecting our legal rights.

WA MAC may also handle information as a property manager or service provider acting for a property owner or other client. In those circumstances, the owner or client may determine why certain information is collected and how it is used. Requests concerning information maintained for a particular property may therefore need to be referred to, or addressed in coordination with, the relevant owner or client.

The information we collect depends on your relationship with WA MAC and the Services involved. We may collect the following categories of personal information.

3.1 Contact and Identification Information

This may include your name, signature, mailing address, property address, email address, telephone number, date of birth, account username, government-issued identification, and other information used to identify or communicate with you.

3.2 Property, Ownership, Tenancy, and Occupancy Information

This may include property addresses; ownership records; lease terms; tenancy and occupancy status; household or authorized-occupant information; move-in and move-out dates; rental history; property access instructions; keys, entry codes, or security-system coordination information; parking, vehicle, pet, or animal information; emergency contacts; and other records needed to manage a property or tenancy.

3.3 Rental Inquiry, Application, and Screening Information

If you inquire about or apply for a rental property, we or our authorized providers may collect information such as your application responses, prior addresses, employment and income information, rental history, references, identification documents, Social Security number or other taxpayer identifier, credit information, eviction history, criminal-history information where legally permitted, and screening results.

WA MAC may receive a screening report or recommendation without receiving every underlying item used by the screening provider. Consumer reports are obtained and used only as permitted by applicable law and applicable owner instructions.

3.4 Financial, Transaction, and Payment Information

This may include bank-account information, payment method information, invoices, rent and fee records, payment history, refunds, owner disbursement records, security-deposit records, tax forms, insurance information, and other accounting or transaction information.

Payment card and electronic-payment information may be collected directly by an independent payment processor or property-management platform. WA MAC generally does not store complete payment-card numbers when payment is handled through such a provider.

3.5 Maintenance, Inspection, and Property-Condition Information

This may include maintenance requests, work orders, inspection notes, estimates, invoices, repair history, preventative-maintenance schedules, property-condition reports, photographs, video, measurements, damage documentation, warranty information, vendor assignments, entry records, and records of work performed.

Property photographs or video may incidentally contain personal belongings, individuals, vehicles, license plates, or other information visible at the property. We seek to limit this documentation to what is reasonably relevant to the inspection, service request, condition of the property, safety concern, insurance matter, or dispute.

3.6 Communications and Service Records

This may include emails, text messages, portal messages, correspondence, consultation requests, notes of telephone calls or meetings, complaints, instructions, approvals, service preferences, appointment details, and other communications with or about you.

3.7 Vendor and Contractor Information

For vendors and contractors, this may include business contact information, ownership information, licenses, certifications, insurance certificates, tax-identification and tax-reporting information, payment information, background or qualification information where appropriate, work assignments, performance records, photographs of completed work, and communications.

3.8 Website, Device, and Usage Information

When you use our website or digital services, we and our providers may automatically collect information such as your Internet Protocol address, browser type, device type, operating system, referring page, pages or features viewed, links selected, approximate location derived from an IP address, access times, cookie identifiers, and interactions with our website or electronic communications.

3.9 Other Information You Provide

We may collect other information that you voluntarily provide to us or that is reasonably necessary for a requested Service. Please do not send highly sensitive information through ordinary email or text message when a secure portal or another approved method is available.

We may collect personal information:

• directly from you, including through forms, applications, agreements, communications, portals, payments, inspections, and consultations;
• from property owners, landlords, clients, tenants, occupants, applicants, guarantors, references, emergency contacts, or authorized representatives;
• from vendors and service providers, including property-management platforms, payment processors, consumer reporting agencies, screening companies, identity-verification providers, insurers, utilities, maintenance providers, communications providers, website hosts, and analytics providers;
• from public or government sources, such as property, court, licensing, corporate, tax, or other lawful public records; and
• through our website and technology, including cookies, logs, and similar technologies.

If you provide personal information about another person, you represent that you are authorized to provide it and will direct that person to this Privacy Policy when appropriate.

We may use personal information to:

• respond to inquiries and provide consultations;
• establish and administer client, owner, tenant, applicant, vendor, and contractor relationships;
• market available properties and arrange showings;
• receive and evaluate rental applications and coordinate legally permitted screening;
• prepare, administer, renew, enforce, and document leases, management agreements, work orders, and other agreements;
• collect and account for rent, fees, invoices, security deposits, owner funds, vendor payments, and other transactions;
• coordinate inspections, maintenance, repairs, improvements, emergency response, lawn care, cleaning, organization, and other property Services;
• communicate with owners, clients, applicants, tenants, occupants, vendors, contractors, insurers, and authorized representatives;
• document property condition, approvals, instructions, work performed, incidents, claims, and disputes;
• provide portal access, appointment reminders, maintenance updates, payment confirmations, required notices, and other service communications;
• verify identity, authority, credentials, licensing, insurance, or eligibility;
• maintain accounting, tax, insurance, legal, operational, and compliance records;
• administer insurance, warranty, legal, collection, possession, or other property-related matters;
• detect, investigate, and prevent suspected fraud, misuse, security incidents, unlawful activity, or violations of agreements;
• protect the safety, rights, property, and interests of WA MAC, our clients, property owners, tenants, occupants, vendors, and others;
• operate, secure, evaluate, and improve our website, technology, communications, and Services;
• send marketing communications where permitted by law and consistent with your choices;
• establish, exercise, or defend legal claims; and
• comply with applicable law, court orders, subpoenas, regulatory obligations, and lawful governmental requests.

Rental applications and screening information can contain sensitive personal information. WA MAC may use an applicant’s information to verify identity, evaluate stated qualifications, obtain a consumer report or other screening report where authorized, communicate with references, prevent fraud, and assist a property owner in making a leasing decision.

When the Fair Credit Reporting Act or a similar law applies, consumer reports will be requested and used for a permissible purpose. Required authorization, notice, and adverse-action procedures will be handled in accordance with applicable law. The consumer reporting agency that prepared a report is responsible for its own records and dispute process. Instructions for contacting the reporting agency will be provided when legally required.

Applicants should submit sensitive application and screening information only through the application process or secure system designated by WA MAC or the applicable property owner.

WA MAC and its authorized representatives may access properties and create inspection notes, photographs, video, or other documentation when authorized by an agreement, a property owner, an occupant, or applicable law. Documentation may be used to assess property condition, coordinate work, confirm completion, address health or safety concerns, administer insurance or warranties, support accounting, comply with legal duties, resolve disputes, or protect legal rights.

We may disclose relevant documentation to the property owner, authorized occupants, insurers, attorneys, inspectors, vendors, contractors, governmental authorities, or others with a legitimate need related to the property or Services. WA MAC does not use interior property documentation for unrelated public marketing without appropriate authorization.

We may communicate with you by telephone, email, text message, portal message, or other method you provide or authorize. Communications may include application updates, showing information, appointment reminders, maintenance coordination, inspection notices, emergency communications, invoices, payment notices, lease or property notices, and other messages related to our Services.

Message and data rates may apply. You may request that optional promotional text messages stop by replying STOP when that functionality is available or by contacting us. You may unsubscribe from promotional emails using the link in the message or by contacting us. Opting out of promotional communications does not prevent WA MAC from sending non-promotional communications that are reasonably necessary to administer an application, agreement, tenancy, payment, property, maintenance request, legal notice, safety issue, or existing service relationship.

WA MAC may record calls, virtual meetings, inspections, or other communications only when there is a legitimate business purpose and recording is permitted by applicable law. We will provide notice or obtain consent when legally required. If you do not wish to participate in a recorded communication, you may ask whether a non-recorded method is reasonably available.

WA MAC may disclose personal information to the following categories of recipients, as reasonably necessary for the purposes described in this Privacy Policy.

9.1 Property Owners, Clients, and Authorized Representatives

We may disclose applicant, tenant, property, maintenance, payment, communication, and other relevant information to the owner of a managed property, our client, or a person the owner or client has authorized. Owners and clients may independently control information they receive and are responsible for their own use of that information.

9.2 Vendors, Contractors, and Property-Service Providers

We may provide information needed to quote, schedule, access, perform, document, warrant, or pay for work to maintenance personnel, plumbers, electricians, HVAC providers, landscapers, cleaners, restoration companies, locksmiths, inspectors, security providers, movers, organizers, and other property-service providers. We seek to limit the information provided to what is reasonably necessary for the assignment.

9.3 Operational and Technology Providers

We may disclose information to providers that support our operations, including property-management and tenant-portal platforms, application and screening providers, payment processors, banks, accounting providers, cloud-storage providers, website hosts, scheduling tools, customer-relationship systems, communications providers, electronic-signature services, analytics providers, cybersecurity providers, mailing services, and customer-support tools.

These providers may process information under their agreements with WA MAC or, in some cases, under their own terms and privacy notices.

9.4 Professional Advisers and Insurers

We may disclose information to attorneys, accountants, auditors, consultants, insurance carriers, claims administrators, collection providers, and other professional advisers when reasonably necessary for services, compliance, claims, disputes, or protection of legal rights.

9.5 Governmental, Regulatory, and Legal Recipients

We may disclose information when we reasonably believe disclosure is required or permitted by law, regulation, subpoena, court order, legal process, governmental request, licensing obligation, or reporting requirement. We may also disclose information to establish, exercise, or defend legal rights; investigate suspected unlawful conduct; enforce an agreement; collect an amount due; address an emergency; or protect the rights, safety, or property of any person.

9.6 Business Transactions

Information may be reviewed or transferred in connection with an actual or proposed merger, acquisition, financing, reorganization, sale of assets, transfer of management rights, or similar business transaction, subject to appropriate confidentiality and legal requirements.

9.7 At Your Direction or With Your Consent

We may disclose information to another person when you direct us to do so, authorize the disclosure, or intentionally use a Service that requires the disclosure.

WA MAC does not sell personal information for money. WA MAC also does not knowingly sell or share personal information of individuals under 18.

Some website analytics or advertising technologies can be treated as a “sale,” “sharing,” or use for targeted advertising under certain state privacy laws even when no money is exchanged. WA MAC will provide any notice or opt-out method required by an applicable law based on the technologies actually in use. If our website does not display a privacy-choice link or consent tool, you may contact us using the information in Section 19 to ask about current website tracking practices.

We and our website providers may use cookies, pixels, tags, local storage, log files, and similar technologies to operate and secure our website, remember preferences, understand website use, measure performance, and improve our Services.

Your browser may allow you to block or delete cookies. Blocking certain cookies may affect website functionality. Browser-based “Do Not Track” signals are not interpreted consistently across the industry. We respond to browser-based opt-out preference signals when required by applicable law and technically supported by the systems we use.

Where permitted by law, WA MAC may use contact information to provide information about available properties, Services, promotions, or other matters that may be of interest. You may opt out of promotional emails or text messages as described in Section 8.

We will not condition the provision of ordinary Services on your agreement to receive promotional communications when applicable law prohibits that condition. Requests to stop marketing do not require us to delete operational records or prevent necessary service, contractual, or legal communications.

WA MAC uses reasonable administrative, technical, and physical safeguards designed to protect personal information against unauthorized access, loss, misuse, alteration, or disclosure. Depending on the information and system involved, safeguards may include access restrictions, passwords, multifactor authentication, secure transmission or storage, vendor controls, staff confidentiality obligations, record-disposal procedures, and incident-response measures.

No method of transmission, electronic system, or storage method can be guaranteed to be completely secure. You are responsible for protecting passwords, access codes, and account credentials assigned to you and for notifying us promptly if you believe your account or communications with WA MAC have been compromised.

WA MAC retains personal information for as long as reasonably necessary for the purpose for which it was collected and for legitimate operational, contractual, accounting, tax, insurance, legal, security, and dispute-resolution needs.

Retention periods vary based on the type of record, the property and client relationship, applicable agreements, limitation periods, legal requirements, pending claims or disputes, and instructions from a property owner or client. For example, leases, management agreements, accounting records, invoices, maintenance records, inspections, photographs, communications, and related business records may be retained during the relationship and for up to seven years afterward, or longer when required by law, an unresolved matter, a litigation hold, an insurance need, or another legitimate business reason.

When information is no longer reasonably needed, we may delete, destroy, deidentify, or anonymize it in accordance with our record-management practices. Backup copies may remain for a limited period until overwritten or deleted through ordinary system processes.

Depending on where you live and the law that applies, you may have the right to request that WA MAC:

• confirm whether we process personal information about you;
• provide access to or a copy of certain personal information;
• correct inaccurate personal information;
• delete certain personal information;
• provide certain information in a portable format;
• restrict or object to certain processing;
• permit you to opt out of certain sales, sharing, targeted advertising, or profiling; or
• allow you to appeal a decision concerning a privacy request.

These rights are not absolute. Exceptions may apply to information needed to perform an agreement, administer a property or tenancy, comply with law, complete a transaction, maintain security, protect legal rights, retain required records, or act on behalf of a property owner or client. WA MAC may direct a request to the relevant owner, client, screening provider, payment processor, or other entity when that entity controls the information.

To submit a request, contact us using the information in Section 19 and state that you are making a “Privacy Request.” Please describe the request, identify your relationship with WA MAC and any relevant property, and provide sufficient information for us to locate the applicable records.

We may take reasonable steps to verify your identity and authority before acting on a request. This may include matching information you provide with our records or requesting additional documentation. An authorized agent may submit a request when permitted by applicable law, but we may require proof of authority and direct verification with the individual. WA MAC will not unlawfully discriminate against an individual for exercising an applicable privacy right.

Some states provide additional privacy rights to their residents, but many state comprehensive privacy statutes apply only to businesses that satisfy specified revenue, data-volume, or business-activity thresholds and contain exemptions for particular information.

To the extent a comprehensive state privacy law applies to WA MAC and your information, WA MAC will honor the rights required by that law. This may include rights under the Indiana Consumer Data Protection Act or another applicable state law. Submitting a request does not establish that a particular statute applies.

California residents may also request information concerning certain disclosures of personal information to third parties for the third parties’ own direct-marketing purposes where California’s “Shine the Light” law applies. Requests should identify the applicable calendar year and be submitted using the contact information in Section 19.

Our website and Services are not directed to children under 13, and WA MAC does not knowingly collect personal information online directly from children under 13 without legally sufficient authorization. Information about minors may be provided by a parent, guardian, applicant, tenant, property owner, or client when relevant to authorized occupancy, emergency contacts, household administration, or the provision of Services. If you believe a child has submitted personal information directly to us inappropriately, please contact us.

Our website, communications, or portals may contain links to or integrations with third-party services. Those services may collect information directly from you and handle it under their own privacy policies. WA MAC does not control and is not responsible for an independent third party’s website, security, or privacy practices. We encourage you to review the applicable privacy notice before providing information to a third party.

Questions, concerns, and privacy requests may be submitted to:

WA Management & Consulting
Email: contact@wa-mac.com
Telephone: (463) 333-3896

Please do not include a Social Security number, complete financial-account number, password, access code, or other highly sensitive information in an ordinary email.

WA MAC may update this Privacy Policy periodically to reflect changes in our Services, technology, information practices, or legal obligations. The “Last Updated” date at the beginning of the Policy identifies the most recent revision. When appropriate, we may provide additional notice of a material change through our website, a portal, email, or another reasonable method.

Your information will be handled in accordance with the version of this Privacy Policy in effect at the relevant time, subject to applicable law.