Privacy policy

• From tenants: name, email, phone, the home and lease you're on, rent, charges and payments, repair requests and the photos you add, documents we share with you, messages, and the documents you sign.
• From applicants: name, email, phone, current address, move-in date, income, employer, who will live with you, pets and anything you write to us, plus your agreement to a background and credit check.
• When you pay: your payment is handled by our payment processor, Stripe. We never see or store your full bank account or card number. We keep a short description like "PNC ••••6789" and Stripe's reference for the payment.
• When you sign electronically: the times you opened, agreed to and signed a document, your IP address and browser, and your typed or drawn signature.
• When you sign in: your login details (your password is stored only in scrambled form), and the IP address and browser of each session, to keep accounts secure.

• To run your lease: bill rent, record payments, send receipts and reminders, and handle repairs.
• To review rental applications and make leasing decisions.
• To keep accurate financial records and meet tax and legal requirements.
• To keep the portal secure: limit repeated sign-in attempts, investigate problems and keep an audit log of changes made by our staff.

Only the service providers that help us run the portal, and only what each one needs:

• Stripe, to process rent, autopay and application fee payments.
• Resend, to deliver our emails.
• Telnyx, to deliver our text messages, if you've agreed to get them.
• DigitalOcean (and its storage service, or Cloudflare R2), which host the portal, its database and uploaded files.
• TransUnion SmartMove, for background and credit checks. You give your information for the check directly to TransUnion through their site; we receive the report you allow us to see.

We also share information when the law requires it, to enforce a lease, or with our accountant and attorney as part of running the business.

We text you only if you agree, by ticking the box in the tenant portal or on your application. The texts are about your rent, payments, autopay and repair requests; message frequency varies, and message and data rates may apply. Reply STOP to any text to stop them, START to turn them back on, or HELP for help. We keep a record of when you agreed and of the texts we send and receive.

We don't share your mobile number, or your agreement to get texts, with anyone for their marketing, and we don't sell it. Telnyx receives your number and our texts only to deliver them.

The portal uses one cookie to keep you signed in, and your browser remembers whether you prefer light or dark mode. We don't use advertising or tracking cookies.

We keep lease, payment and accounting records for as long as the law and our tax obligations require, which is generally at least seven years after a lease ends. Applications that don't lead to a lease are kept only as long as needed to answer questions about the decision and to meet fair housing record-keeping rules. Backups are kept for a limited time and then deleted.

Information travels over encrypted connections. Staff only see what their role needs, each signing link is unique to its signer, and changes made by staff are recorded in an audit log. No system is perfectly secure; if we learn of a breach that affects you, we'll tell you as the law requires.

• You can see your lease, balance, payments and shared documents in the tenant portal at any time.
• You can ask us to correct information that's wrong, or ask for a copy of what we hold about you.
• You can turn autopay off in the portal at any time.

The portal and our applications are for adults. We don't knowingly collect information from children under 13.

If we change this policy, we'll update the date at the top and, for significant changes, tell tenants by email.

Questions or requests: Chai Management: reply to any email from us, or contact the office.