Privacy Policy
Proactive Property Management ("we," "our," or "us") is committed to protecting the privacy of individuals who visit our website or use our services. This Privacy Policy explains how we collect, use, share, and safeguard your information. By using our services or accessing our website, you consent to the terms of this Privacy Policy.
1. Information We Collect
​We collect various types of information to provide and enhance our services, communicate effectively, and comply with legal obligations. The types of data we may collect include:
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Personal Identification Information: Including but not limited to your name, email address, phone number, postal address, and date of birth.
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Financial Information: Such as bank account details, payment history, and credit information required for application processing, rental payments, or deposits.
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Employment and Income Information: Details about your employment status, employer, job title, and income, used to assess tenancy applications.
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Property and Transaction Information: Information related to your rental property, lease terms, maintenance requests, and transaction history.
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Technical Information: Automatically collected data when you access our website, including IP address, browser type, operating system, device information, access times, and pages viewed. We may also collect information through cookies and similar technologies.
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Publicly Available Information: Information from publicly available sources that may be relevant to our services, such as property records.​​​​​
2. How We Use Your Information
​We use the information collected to operate our business, improve our services, and deliver a seamless experience. Specific uses include:
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Service Provision: Facilitating property management services, including leasing, maintenance coordination, tenant screenings, and payment processing.
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Application Processing: Assessing and managing rental applications and leases.
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Communications: Sending relevant information, updates, and promotions, responding to inquiries, and providing client support.
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Legal Compliance: Ensuring compliance with applicable laws and fulfilling contractual obligations, including disclosures for lawful requests by government authorities.
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Website Optimization: Using technical data to analyze website performance, user experience, and trends, enabling us to improve functionality and content.​
3. Lawful Bases for Processing
In jurisdictions that require a lawful basis for processing personal data, we may rely on the following bases:
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Contractual Necessity: When we need to process your information to fulfill a contract with you, such as processing a rental application or managing a lease.
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Legal Obligations: Compliance with legal requirements, such as tax reporting, court orders, or data retention laws.
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Legitimate Interests: For purposes that are within our legitimate interests, such as improving services, securing our systems, or conducting business analysis, provided these are not overridden by your rights and interests.
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Consent: Where you have provided consent for specific processing activities, such as marketing communications. You can withdraw your consent at any time by contacting us.
4. Information Sharing and Disclosure
We respect your privacy and share your information only in limited circumstances:
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With Service Providers: We work with trusted third-party vendors to perform services on our behalf, such as credit reporting, background checks, payment processing, and maintenance coordination. These vendors are bound by confidentiality agreements.
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With Property Owners and Clients: Information related to tenants and lease terms may be shared with property owners as required for effective property management.
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In Business Transfers: Should Proactive Property Management be involved in a merger, acquisition, or asset sale, your data may be transferred as part of the business transaction, in accordance with this policy.
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Legal Compliance: We may disclose your information to comply with legal obligations, protect our rights and property, prevent fraud, or in response to lawful requests by public authorities.
5. Data Retention
We retain personal information only for as long as necessary to fulfill the purposes outlined in this Privacy Policy, comply with our legal obligations, resolve disputes, and enforce our agreements. The retention period varies based on the type of data and legal or regulatory requirements. When information is no longer needed, we securely delete or anonymize it.
6. Security of Your Information
We employ a range of technical and organizational measures to protect your personal information from unauthorized access, use, or disclosure. These measures include:
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Encryption: Sensitive data is encrypted both in transit and at rest, to prevent unauthorized access.
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Access Controls: Access to your data is limited to authorized personnel who need it to perform their job functions.
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Regular Audits: We conduct regular security audits and vulnerability assessments to ensure our systems and processes remain secure.
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While we strive to use commercially acceptable means to protect your data, no method of electronic transmission or storage is entirely secure. Therefore, we cannot guarantee absolute security.
7. Your Rights and Choices
Depending on your jurisdiction, you may have the following rights concerning your personal data:
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Right to Access: Request access to the personal information we hold about you.
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Right to Correction: Request correction of inaccurate or incomplete information.
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Right to Deletion: Request deletion of your personal information, subject to legal and contractual restrictions.
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Right to Restrict Processing: Request the restriction of certain processing activities in specific circumstances.
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Right to Data Portability: Request a copy of your personal data in a commonly used format.
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Right to Object: Object to specific processing, including direct marketing.
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Right to Withdraw Consent: If we rely on your consent for processing, you may withdraw it at any time.
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To exercise any of these rights, please contact us at legal@njppm.com. We may request verification of your identity before responding to your request.
8. Cookies and Tracking Technologies
Our website uses cookies and similar tracking technologies to improve your online experience. Cookies allow us to recognize your device, personalize content, analyze site traffic, and serve targeted ads. You can control cookies through your browser settings, though disabling cookies may affect website functionality.
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Essential Cookies: Necessary for the website’s operation, enabling basic functions.
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Analytics Cookies: Help us understand how visitors interact with our website, allowing us to improve user experience.
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Marketing Cookies: Used to track user activity and provide personalized advertising.
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By using our website, you consent to our use of cookies as described in this Privacy Policy.
9. Children's Privacy
Our services are not intended for individuals under 18 years of age. We do not knowingly collect or solicit personal information from children. If we become aware that we have collected information from a minor without verification of parental consent, we will delete it promptly. If you believe we may have information from or about a minor, please contact us.
10. Third-Party Links
Our website may include links to third-party websites or services. This Privacy Policy does not apply to those third-party sites, and we are not responsible for their content or privacy practices. We recommend reviewing the privacy policies of any third-party websites you visit.
11. Changes to This Privacy Policy
We may update this Privacy Policy periodically to reflect changes in our practices, legal requirements, or other operational reasons. When we make changes, we will revise the "Last Updated" date at the top of the policy. We encourage you to review this policy regularly to stay informed about how we protect your privacy.
12. Contact Us
If you have any questions or concerns about this Privacy Policy or our data handling practices, please contact us at:
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Proactive Property Management
Email: legal@njppm.com
Phone: (973) 646-4422
Address: 1 Meadowlands Plz, Ste 200, East Rutherford, NJ 07073
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By using our website and services, you agree to the collection, use, and sharing of your information as described in this Privacy Policy.