1. Introduction
This Privacy Policy explains how HUNTSVILLE POH, LLC, a limited liability company organised in the State of Utah, United States, handles information when you visit our website, apply for a tenancy, enquire about property management, or otherwise deal with our office. The company developer name behind this service is HuntsvillePOH, and the operating company is known legally as HUNTSVILLE POH, LLC.
We operate as a rural property office. We collect rent, coordinate maintenance, inspect homes and manage leases for single-family houses, duplexes and small multi-unit buildings in and near Utah County. Because much of that work touches personal details, we take care to be transparent about what we gather, why we gather it, and how you can control it.
This policy describes the practices that apply to information collected through this website and through the ordinary management and tenancy work we carry out. By reading this document, you will understand the standards we hold for your data from the moment it reaches our ledger desk until the time we no longer need it.
We invite you to read the whole policy. If any part is unclear, you may contact the office using the details at the end of this page, and we will do our best to explain our practices in plain words.
2. Who This Applies To
This policy applies to several groups of people. It covers owners who place a rental property under our management. It covers tenants and applicants who seek or occupy a home we manage. It covers contractors and trades who carry out work on our behalf. It also covers visitors to this website who may have no relationship with the company at all.
For each group, the information we hold differs in detail, but the guiding rules remain the same. We only collect what we genuinely need for the purpose at hand. We store it only as long as the law or the practical need of the tenancy requires. We protect it with reasonable safeguards, and we do not sell it to anyone.
When this policy refers to the company, we, our or us, it means HUNTSVILLE POH, LLC. The developer label HuntsvillePOH is used on this website as the production name of the developer that built the site, and it does not change any of the obligations described here.
3. Information We Collect
We collect information in a few different ways. Some details you give us directly. Some details we gather automatically when you use our site or send us a message. Some details we receive from third parties such as credit bureaus or previous landlords when you apply for a tenancy.
The nature of the data depends on the relationship. A visitor who simply browses our website provides far less information than a tenant applicant who goes through a full screening for a lease. In every case we aim to collect the minimum needed for the job.
We do not require you to provide information simply to read the ordinary pages of this website. However, when you submit our contact form we receive the name, email address, subject line and message you send. When you become an owner, a tenant or an applicant, the range of details naturally widens to support the legal and financial obligations of the rental relationship.
4. Personal Information
Personal information is any data that identifies you as an individual. In the course of our property management work we may hold your full name, current and previous addresses, phone numbers, email addresses and date of birth.
For the purposes of running a tenancy, screening an applicant or entering a management agreement, we may also collect proof of identity such as a drivers license number or passport data, employment details and employer references, income information, bank account and routing numbers where a tenant pays by automatic transfer, and a record of your tenancy history including previous landlords and current or past rent amounts.
We treat all of these details as private and keep them on files that only staff who need them for the property work can see. We never use personal information for marketing to owners or tenants without clear consent, and we never sell a list of names or contact details to a third party.
5. Rental and Property Data
Because we manage physical homes, our records also include information about the properties themselves. That means property addresses and related identifying numbers, the occupancy history of each unit, and the schedule of rent amounts and due dates.
We also hold tenancy documents such as signed leases, move-in and move-out condition reports, notices we have served, maintenance work orders and their invoices, and inspection records with photographs that show the interior or exterior condition of a home.
Some of that property data is not personal to you as an individual, such as the address of a building we manage. Other parts, like a lease bearing your name and a rent amount, are both property records and personal records at the same time. In all cases we safeguard the whole file and only release it on a lawful basis, such as responding to you, complying with a court order, or enforcing a term of the lease in the manner the law allows.
6. Technical and Usage Data
When a browser loads this website, our hosting service may record standard technical details that are common to nearly every site on the internet. These include the internet protocol address of the device making the request, the type of browser and operating system in use, the date and time of the visit and the pages that were viewed.
This technical data helps us understand whether the website is working correctly, roughly how many people use it, and which pages matter most. It does not identify you by name on its own, and we do not go to special lengths to combine it with your personal details.
If you contact us by email, the handling service also keeps the standard header information that any email carries, including your email address and the time of sending, so that we can reply. We treat correspondence about a tenancy or an enquiry as part of our ordinary records.
7. How We Use Information
We use the information we hold for clearly defined purposes that flow from our work as a property manager. Principally, we use it to screen applicants for a tenancy, to prepare and perform leases, to collect rent and manage arrears, to arrange and supervise maintenance, and to schedule inspections.
We also use your information to communicate with you. That includes sending notices the law requires for a lease, sharing monthly statements with owners, replying to your questions, and contacting you or your emergency contact in the event of a problem at the property such as a leak or a security issue.
We may use technical data to maintain and improve the website, diagnose faults and keep the site secure. And we may use information where we need to protect our legal rights, comply with a regulatory or court obligation, or prevent and detect fraud or unlawful activity that touches a property under our care.
8. Lawful Basis for Processing
In regions governed by privacy laws that ask for a lawful basis, we rely on a small set of grounds for holding and using your data. The first is performance of a contract. Where we have entered a management agreement with an owner, or a lease with a tenant, we process the details needed to perform that agreement.
The second is compliance with a legal obligation. Rental law in the United States and in the State of Utah sets out records we must keep, notices we must send and periods we must observe, and we process data to satisfy those duties.
The third is our legitimate interest in running a lawful and professional business, such as keeping our records accurate, securing our systems and answering your enquiries, provided our interest does not override your own rights. Where consent is required, such as for certain marketing or for optional data, we ask for it separately and we honour a withdrawal at any time.
10. Service Providers and Vendors
Like most businesses, we rely on a set of service providers to carry out the daily operations of an office and of rental ownership. These include the technology service that hosts and delivers this website, the software we use to keep and reconcile the rent ledger, email providers that let us correspond, and screening services that help us verify applicants credit and court records.
Each provider receives only the data it needs to perform its specific task, and we expect each one to protect the data it touches. We review our principal providers for reasonable security and contract practices and we prefer those that limit their use to our instructions.
Contractors who carry out maintenance on managed homes receive practical details about the property and the fault. They do not receive your sensitive banking or screening files unless a specific job truly requires it, and even then we share only the narrowest detail for the task in hand.
11. Data Retention
We keep personal and property records only as long as they are needed for the purpose for which they were collected, or as long as a law, a contract or a legitimate business need requires us to keep them.
For tenancy records, the retention period commonly runs for the term of the lease and then for the period during which a dispute about rent, damage or a deposit could still be raised. For an owner whom we no longer serve, we keep the file that proves the management relationship and its ending for a reasonable period, and we then close and dispose of it.
Technical usage logs are held for a short window, usually measured in days or weeks, after which they are routinely removed. Screening files for applicants who do not proceed are kept long enough to answer a dispute about the decision but no longer than is reasonable, and are then securely erased.
12. Data Security
We apply reasonable physical, administrative and technical safeguards to the records we hold. Paper leases and ledgers are kept in a secure part of the office, and access to the files is limited to the staff who need them for the work.
Electronic records are held on systems that use passwords, access controls and secure connections, and past correspondence and backup copies are protected on the same footing. We train the people in our office to treat tenant and owner records as confidential and to share them only on a proper basis.
No method of transmission over the internet or storage on a machine is ever completely guaranteed, and we cannot promise absolute security. What we do promise is a level of care that is reasonable and proportionate to the sensitivity of the data, judged against the standards an ordinary careful property office would apply.
13. Cookies and Tracking
This website does not rely on advertising cookies or on cross-site tracking to build a profile of you. Because the site is a light and informative resource for owners and tenants, we avoid heavy tracking that would not serve a clear need.
Standard web technologies may still place small files, such as required session or security tokens, that keep the site functioning and help us spot faults. These files are limited in their purpose and generally do not reveal who you are by name.
Your browser provides settings that let you clear or block files of this kind. If you disable them, the parts of the site that read like a plain document will usually still work, since they do not depend on tracking to display their content.
14. Privacy for Children
Our services and this website are directed to adults who own, manage or rent housing. They are not aimed at children, and we do not knowingly collect personal information from children under the age of thirteen without the involvement of a parent or guardian.
Where a child lives in a managed home, any detail we hold about that child comes to us through the adult tenant on the lease and is limited to what the tenancy legally requires, such as the number and age of occupants where the lease or the building rules call for it.
If you believe that a child has given us personal information without permission being proper, please contact the office using the details at the end of this policy and we will review the record and remove any data that should not be there.
15. Third-Party Links
This website may include links to other sites, such as the websites of listing portals, government offices or trade contractors that we work alongside. These outside sites have their own privacy policies, and the terms of this policy do not apply to anything that happens once you leave our pages.
When you follow a link to a third party, that party sets its own rules about the information it collects and how it uses that information. We encourage you to read the privacy notice on any outside site before you share details with it.
We are not responsible for the content or the data-handling practices of any linked site, and a link from us does not mean we endorse the privacy approach of that site. Your decision to leave our pages and engage with another owner of your data is your own.
16. Your Rights and Choices
Depending on where you live, you may hold a set of rights over the personal information we keep about you. Common rights include the right to ask what data we hold, to receive a copy of it, and to ask us to correct a record that is wrong or to complete one that is incomplete.
You may also, in appropriate circumstances, ask that we delete data we no longer need, limit how we use it, or stop a use that relies on our legitimate interest. Where we process data on your consent, you may withdraw that consent at any time, and withdrawal does not undo the lawful basis of work we did before you withdrew it.
To exercise any of these rights, simply contact the office at the address or email listed at the end of this policy and describe the request. We will confirm who you are so we do not hand your records to a stranger, and we will respond within the time a governing law allows. We will not penalise you for making such a request.
17. State and US Law Notices
Our office is based in the State of Utah within the United States, and the company operates under the laws of Utah and of the United States. Consumers in the United States who have concerns about how a business handles their data may direct those concerns to the relevant state or federal agency.
Different states in the United States have begun to pass their own privacy statutes, and some grant residents additional rights such as the right to ask whether a business sells or shares their data for a targeted purpose. We confirm that we do not sell personal information, and we do not share it for the kind of behaviourally targeted advertising that many of those laws control.
Because we serve owners and tenants drawn largely from Utah County and the surrounding region, we expect most of our users to be Utah residents, but we honour reasonable requests from any visitor who follows this policy, wherever they call home.
18. Changes to This Policy
We will review this Privacy Policy from time to time to keep it in step with our work and with the law. When we make a material change, we will update the last-updated date at the top of this page and, where it is sensible, draw it to your attention when you next visit the site.
If a change narrows the rights you hold under an earlier version, we will take extra care to let you know and, where the law requires consent, we will ask for it again. Any change we make takes effect from the date it is posted on this page unless we say otherwise.
We encourage you to check this page now and again, because your decision to keep using our site or to keep your tenancy or management arrangement with us after a change is posted tells us that you accept the revised terms.
19. Contact Us
If you have a question about this Privacy Policy, about a record we hold, or about a request to access or correct your data, the quickest line is the office contact details below. Please say what your message concerns so we can route it to the right person.
Operating company: HUNTSVILLE POH, LLC.
1287 E 1200 S, Springville - 84663-3809, United States (US).
Email: agent@huntsvillepoh.hair
Telephone: +19208568473
We are glad to respond to a genuine privacy enquiry and we will answer it without delay. For owners and tenants, this policy works side by side with the Terms of Service and with the lease or management agreement that governs your particular arrangement with the company.