Privacy Policy

Effective date: August 2026 · Replaces the version dated July 2026

Proactive Property Management LLC ("PPM," "we," "us") is a residential property management company based in Jersey City, New Jersey. This policy explains what personal information we collect, how we use it, who we share it with, and the choices you have.

1. What this policy covers

This policy applies to:

• njpropertymanager.com — this website and the forms and tools on it;
• The PPM Platform — our owner portal, resident portal, and the PPM AI Operating System, as described in our End-User License Agreement; and
• Our communications — email, text messages, and phone calls with prospective clients, owners, applicants, residents, and vendors.

It does not cover third-party sites and services we link to, which have their own policies.

2. Our role

For information about website visitors, prospective clients, owners, and vendors, PPM decides how the information is used and is responsible for it.

For information about applicants and residents at properties we manage, we generally handle it on behalf of the property owner, under our management agreement with that owner. We use it to run the property and meet our obligations — not for our own unrelated purposes.

3. Information we collect

Information you give us

• Inquiries. Name, email, phone, property address, property type, and whatever you write in a form or message.
• Owner onboarding. Legal or entity name, mailing address, ownership and entity documents, tax identification number and Form W-9 information, insurance details, banking details for owner distributions, mortgage and property records, and existing lease and tenant files.
• Rental applications. Identity and contact details, date of birth, Social Security number or other identifier, income and employment information, rental history, references, government ID, and your authorization to obtain screening reports.
• Residents. Lease information, household and occupant details, emergency contacts, payment method and bank or card details used for rent, maintenance requests with any photos or video you send, and correspondence with us.
• Vendors. Business and contact details, tax identification, insurance and license certificates, and payment details.
• Files you upload to the portal, and messages you exchange with us there.

Information collected automatically

• Website. Our hosting provider records technical information such as IP address, browser and device type, referring page, and pages visited. Where we measure traffic, we use privacy-preserving, aggregate analytics — not cross-site advertising profiles.
• Portal. Login and session records, pages and records you view, actions you take (approvals, submissions, payments), timestamps, and device and IP information. We keep these for security, auditing, and support.
• Cookies. See Section 7.

Information from other sources

• Our property-management software system, which holds property, lease, ledger, and work-order records;
• Banking and payment providers, for rent payments, owner distributions, and reconciliation;
• Tenant screening providers (consumer reporting agencies), which return credit, criminal, and eviction-history reports we request with your authorization;
• Electronic-signature providers, for executed leases, agreements, and disclosures;
• Property owners, prior managers, and prior landlords, when a property or file transfers to us;
• Public and municipal records, including rent-control registrations, certificates of occupancy, inspections, and court filings; and
• Listing platforms and referral sources, for leads about properties or units.

Calls and messages

We may record or transcribe phone calls for quality, training, and record-keeping. Where we do, we tell you at the start of the call, and you may ask us not to record. If you give us your mobile number, we may text you about your property, tenancy, maintenance, or payments; reply STOP to opt out of non-essential texts. Message and data rates may apply.

Sensitive information

Some of what we collect is sensitive — Social Security or tax identification numbers, government ID, bank account numbers, and screening report contents. We collect it only where it is needed for screening, tax reporting, payment processing, or a legal requirement, we restrict who inside PPM can see it, and we do not use it for marketing.

4. How we use information

• Respond to inquiries and prepare rental analyses and proposals;
• Onboard owners and properties, and provide management services under our agreements;
• Market and lease units, process applications, and evaluate applicants against our written, consistently applied screening criteria;
• Collect rent, process payments, issue owner distributions, and keep books and records;
• Receive, triage, and dispatch maintenance and repairs, and coordinate vendors;
• Communicate with you about your property, tenancy, request, or account;
• Meet legal, tax, licensing, insurance, fair-housing, and municipal-registration obligations, and handle disputes and legal proceedings;
• Detect, investigate, and prevent fraud, abuse, and security incidents; and
• Maintain, secure, and improve our systems — using aggregated or de-identified data where we can.

We do not use your information for automated advertising profiles, and we do not use application or resident data for purposes unrelated to the property.

5. Automation and AI

We use automation and artificial intelligence in our operations. These systems draft messages, classify and route maintenance requests, summarize documents and leases, prepare accounting and reconciliation entries, and flag items for a person to review.

Our commitments:

• A person makes decisions that affect you. We do not let an automated system make a final decision that produces a legal or similarly significant effect on you — including rental application decisions, lease renewals and non-renewals, notices, eviction filings, security-deposit dispositions, and movement of funds. PPM staff review and approve those.
• Screening stays human. Application decisions are made by our staff against published criteria, using reports from consumer reporting agencies. If we take an adverse action based on a screening report, we give you the notice the Fair Credit Reporting Act requires, including how to dispute the report with the agency that produced it.
• No model training on your data. We use AI providers under commercial terms that do not permit them to use our inputs or outputs to train their general-purpose models.
• You can ask for review. If an automated or AI-assisted output affects you and you think it is wrong, contact us and a person will review it.

6. Who we share information with

We do not sell personal information, and we do not share it for cross-context behavioral advertising. We share it only as follows:

• Service providers who help us operate, under contracts that limit them to our instructions. By category, and the main providers in each: property-management software (Buildium); cloud hosting and database infrastructure (Supabase, Vercel); banking connectivity and payments (Plaid, Baselane); electronic signature (PandaDoc); transactional email (Resend); workflow automation (n8n); and AI providers (Anthropic, OpenAI). This list may change as our systems change.
• Tenant screening providers, when you apply and authorize a report.
• Property owners, who receive information about their property, its leases, residents, financials, and maintenance.
• Vendors and contractors, who receive the contact and access details needed to complete work at a unit.
• Professional advisors — attorneys, accountants, and insurers — where reasonably needed.
• Government, courts, and law enforcement, where required by law, subpoena, or court order, or to establish or defend legal claims.
• A successor, in connection with a merger, acquisition, financing, or sale of assets. We would tell you if your information becomes subject to a different policy.

7. Cookies and tracking

The website uses only what it needs to function; the portal uses cookies to keep you signed in and to protect your session. We do not use third-party advertising cookies or cross-site trackers on our own properties. Where we measure traffic, we use aggregate, privacy-preserving analytics. We treat a Global Privacy Control or similar browser signal as a valid opt-out request. You can block or delete cookies in your browser, though the portal will not work without session cookies.

8. How long we keep information

Record	Retention
Website inquiries that do not become clients	Up to 24 months
Rental applications and screening records	At least 3 years, per fair-housing recordkeeping requirements
Leases, tenancy files, and security-deposit records	7 years after the tenancy ends
Financial, accounting, and tax records	7 years after the transaction or year-end
Portal access and audit logs	Up to 2 years
Call recordings and transcripts	Up to 12 months, unless part of a dispute or claim

We keep records longer where an active dispute, claim, audit, or legal hold requires it. After that, we delete or de-identify them.

9. How we protect information

We encrypt data in transit and at rest with our infrastructure providers, restrict access on a least-privilege basis with role-based permissions, require multi-factor authentication for staff systems that support it, log access to sensitive records, and review our vendors' security practices. No system is perfectly secure. If a breach affects your personal information, we will notify you and the appropriate authorities as required by New Jersey and federal law.

10. Your rights and choices

Subject to verification and to records we are legally required to keep, you may ask us to:

• Confirm and access the personal information we hold about you;
• Correct inaccurate information;
• Delete information we no longer need to keep;
• Provide a portable copy in a usable electronic format; and
• Opt out of sale, targeted advertising, or profiling with legal effects — none of which we do.

How to make a request. Email contact@njppm.com with "Privacy Request" in the subject line, or call (973) 330-8261. We will verify your identity, which may mean asking for information that matches our records. We respond within 45 days and may extend once by another 45 days if we tell you why. There is no charge for a reasonable request.

Appeals. If we decline your request, we will explain why. You may appeal by replying to our response or emailing us with "Privacy Appeal" in the subject line; we will decide within 45 days. If we deny the appeal, New Jersey residents may contact the New Jersey Division of Consumer Affairs.

These rights are provided to New Jersey residents under the New Jersey Data Privacy Act. We extend the same rights to residents of other states with comparable privacy laws.

Authorized agents. You may use an authorized agent; we will ask for proof of authorization and may still verify your identity directly.

No retaliation. We will not deny you housing, services, or a different level of service for exercising these rights.

11. Communication preferences

You can unsubscribe from marketing email using the link in any such message, and reply STOP to opt out of non-essential texts. We will still send you the operational messages your tenancy, ownership, or account requires — rent notices, maintenance updates, statements, and legal notices — because those are part of the service.

12. Children

Our site and portal are intended for adults. We do not knowingly collect personal information directly from children under 13. Information about minor occupants is provided by the adults on the lease and is used only to administer the tenancy.

13. Third-party sites

We link to services we do not operate, including our property-management portal provider, payment providers, and social media platforms. Their privacy practices are their own and we do not control them.

14. Where information is processed

PPM operates in the United States and our providers process information in the United States. If you contact us from outside the U.S., you understand your information will be handled here.

15. Changes to this policy

If we change this policy, we will post the updated version on this page with a new effective date. For material changes affecting owners or residents, we will also notify you through the portal or by email.

16. Contact

See also: End-User License Agreement · Terms of Use · Accessibility Statement