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Privacy policy

How Coldwell Banker Properties collects, uses and protects personal information.

Last updated [DATE]

This policy explains how Coldwell Banker Properties collects, uses, shares and protects personal information through this website. It also explains your choices and rights. Coldwell Banker Properties is an independently owned Coldwell Banker franchise brokerage and property manager.

Information we collect

We collect information that you give us, information created when you use the site, and limited technical information needed to operate and protect the site.

Rental applications

We collect your name, contact details, date of birth, current address and how long you have lived there, current rent, landlord reference, preferred home, household and occupancy information, employment and income information, rental history, references, and answers about your application. We also collect the photo identification, proof of income and free credit report that you upload. We do not charge an application fee.

Tour requests, questions and listing inquiries

We collect your name, email address, phone number, the home you asked about, preferred tour details, your message and any other information you choose to provide.

Owner rental-analysis requests

We collect the owner's name and contact details, the property address, property details, management needs and other information included in the request.

Contractor job applications

We collect the applicant's name, contact details, city and state, work experience, availability, answers to application questions, and any resume, work sample or other document the applicant provides.

Accounts

There is no public sign-up. We create an applicant account when a rental application is submitted. Tenant and owner accounts are also available to eligible users. Accounts are hosted on a separate platform at app.[DOMAIN]. We collect account contact details, login and security records, and information needed to provide the account service.

Saved homes and technical information

Saved homes stay in your browser through local storage. They are not sent to us unless you later include them in a form or account action. Our hosting and security services may process your Internet Protocol address, browser type, device information, request time, requested page and security signals. Cloudflare Turnstile also checks whether a form submission is likely to be made by a person.

How and why we use information

  • We respond to questions, arrange tours and communicate about homes.
  • We process rental applications under our written screening criteria.
  • We verify identity, income, rental history and application information.
  • We create and operate applicant, tenant and owner accounts.
  • We prepare rental analyses and respond to owners.
  • We review contractor job applications.
  • We send confirmations and service messages.
  • We prevent spam, fraud, misuse and security incidents.
  • We keep records, meet legal duties and handle disputes.
  • We improve the site and understand general site use.

Where a law requires a legal basis, we rely on steps requested before a contract, performance of a contract, compliance with law, consent, and our legitimate interests in operating and protecting the business. The basis depends on the information and why we use it. You may withdraw consent where consent is the basis. Withdrawal does not affect earlier lawful use.

Credit reports and screening

An applicant may upload a credit report obtained from a source that provides free credit reports. We use it only to evaluate the application, verify information, keep required records and handle a dispute. We do not obtain a separate screening report without the applicant's authorization when authorization is required.

The Fair Credit Reporting Act (FCRA) may apply when we use a consumer report from a consumer reporting agency. If we take adverse action based in whole or in part on such a report, we provide the notice required by the FCRA. The notice explains the reporting agency's contact information, that the agency did not make the decision, and the applicant's rights to a free copy and to dispute inaccurate or incomplete information. We also give a clear explanation when a decision is based only on a report supplied by the applicant.

Who receives information

We disclose personal information only as needed for the purposes in this policy.

  • Google. Google processes form data in Google Sheets and uploaded files in a private Google Drive folder.
  • Brevo. Brevo sends confirmation and service emails.
  • Cloudflare. Cloudflare Pages hosts the site. Cloudflare Turnstile provides spam and abuse protection.
  • Property owners. We may give the owner of the home information needed to evaluate an application, arrange a tour, manage the home or meet legal duties. An owner receives information only for that owner's home.
  • Screening providers. We share information with a screening provider only with the applicant's consent and when a screening service is used.
  • Professional advisers and authorities. We may disclose information to lawyers, auditors, insurers, regulators, courts or law enforcement when reasonably needed to protect rights, comply with law or respond to a valid legal request.
  • Business transfers. Information may be transferred as part of a merger, financing, sale or transfer of all or part of the business, subject to applicable law.

We do not sell personal information. We do not share personal information for cross-context behavioral advertising. We do not use advertising tracking pixels.

Retention

Uploaded rental-application files are kept in a private Google Drive folder and deleted 90 days after submission by default. We may keep a file longer when law requires it, when a dispute or investigation is active, or when the applicant asks us to keep it for an active application.

Rental-application form records in Google Sheets are kept for [APPLICATION RECORD RETENTION PERIOD]. Tour requests, questions and listing inquiries are kept for [INQUIRY RETENTION PERIOD]. Owner rental-analysis requests are kept for [OWNER REQUEST RETENTION PERIOD]. Contractor job applications are kept for [CONTRACTOR APPLICATION RETENTION PERIOD]. Account records are kept while the account is active and for [ACCOUNT RETENTION PERIOD] after it closes. Security logs are kept for [SECURITY LOG RETENTION PERIOD]. We may keep a limited record longer when needed to meet a legal duty, enforce an agreement or resolve a dispute.

Cookies, local storage and analytics

The site uses local storage to keep saved homes in your browser. Cloudflare may use necessary cookies or similar technology for security and network operation. We do not currently use advertising cookies or tracking pixels.

We may add privacy-respecting analytics provided by [ANALYTICS PROVIDER]. If added, the service may collect limited device and usage information so we can understand site performance and general use. We will update this policy and provide any notice or choice required by law before using analytics in a way that changes our practices.

Security

We use administrative, technical and physical safeguards designed for the sensitivity of the information. Application files are stored in a private Google Drive folder with access limited to people who need them. Internet transmission and storage cannot be guaranteed to be completely secure. Please do not send sensitive documents by ordinary email unless we ask you to do so through a secure process.

California notice at collection and privacy rights

California residents may have rights under the California Consumer Privacy Act, as amended by the California Privacy Rights Act (CCPA/CPRA). During the previous 12 months, we may have collected the categories described above: identifiers; customer records; protected classification information that an applicant chooses or is required to provide; commercial information; internet or other electronic activity; professional or employment information; financial information; and sensitive personal information such as account login details, identification documents, precise information shown in documents, and information used for housing applications.

We collect these categories from you, your browser or device, references you provide, property owners, and service providers involved in your request. We use them for the business and commercial purposes described in this policy. We disclose them to the categories of recipients listed above. We keep each category for the periods described in the Retention section.

We do not sell personal information or share it for cross-context behavioral advertising. We have not done so during the previous 12 months. We do not knowingly sell or share the personal information of anyone under 16. We use and disclose sensitive personal information only for permitted purposes, such as processing an application, providing requested services, preventing fraud and meeting legal duties.

Where the CCPA/CPRA applies, you may ask us to know the categories and specific pieces of personal information we collected, know the sources, purposes and recipients, delete personal information, or correct inaccurate personal information. You also have the right to opt out of sale or sharing, but we do not sell or share personal information as those terms are defined by the CCPA/CPRA. You have the right not to receive discriminatory treatment for exercising a privacy right.

You may use an authorized agent. We may verify your identity and the agent's authority before completing a request. Some information may be exempt, and we may keep information when law permits or requires it.

Privacy rights in other states

Residents of other states may have rights under a state consumer privacy law when that law applies to us and to the information involved. These rights may include access, correction, deletion, a portable copy, and an appeal if we deny a request. Some laws also provide choices about targeted advertising, sales or certain profiling. We do not sell personal information or use it for targeted advertising. We will explain any applicable right, exception and appeal process when we respond.

Children's information

This site is not directed to children under 13. We do not knowingly collect personal information directly from a child under 13 through this site. A parent, guardian or applicant may provide household information about a child when needed for a housing application or tenancy. If you believe a child under 13 submitted information directly, contact us so we can review and delete it when required.

How to make a privacy request

Use our contact page or email [EMAIL]. Describe the right you want to exercise and the state where you live. We may ask for information needed to verify your identity. We will respond within the time required by applicable law.

Changes to this policy

We may update this policy when our practices or legal duties change. We will post the revised policy here and change the “Last updated” date.