RCP Privacy Policy

Introduction

Robert Cole Properties ("we," "our," or "us") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website or use our property management services.

Information We Collect

We collect the following types of information:

Name and Contact Information

• Full name
• Email address
• Phone number (mobile and/or landline)
• Mailing address
• Property address(es)
• Emergency contact information

Credentials and Account Information

• Account passwords and security information
• Login credentials for investor portals
• Payment information (processed securely through third-party providers)
• Bank account information for rent distribution (when applicable)

Additional Information

• Property details and rental information
• Usage data (IP address, browser type, pages visited)
• Communication records (emails, phone calls, messages)
• Marketing preferences and consent

How We Use Your Information

We use your information for the following purposes:

Marketing and Communications

• To send you information about our property management services
• To provide updates about your properties and account
• To send promotional materials, newsletters, and marketing communications (with your consent)
• To send SMS/text messages for account updates and marketing (you may opt-out by replying STOP)
• To notify you about new services, features, or special offers

SMS Opt-In: By providing your phone number, you agree to receive SMS/text messages from us. Message and data rates may apply. Reply STOP to opt-out at any time. Reply HELP for help.

Administrative and Service Delivery

• To provide, maintain, and improve our property management services
• To process transactions, rent collection, and financial distributions
• To manage your account and investor portal access
• To respond to your inquiries and provide customer support
• To coordinate maintenance, repairs, and property inspections
• To screen tenants and process lease applications
• To generate reports and financial statements
• To comply with legal obligations and regulatory requirements
• To protect our rights and prevent fraud or abuse

Information Sharing and Disclosure

We do not sell your personal information. We may share your information in the following circumstances:

Service Providers

• Payment processors for rent collection and financial transactions
• Property management software providers and technology platforms
• Maintenance and repair vendors
• Marketing and advertising service providers
• Email and SMS communication service providers
• Data analytics and reporting services
• Cloud storage and hosting providers
• Customer support and help desk services

These service providers are contractually obligated to protect your information and use it only for the purposes we specify.

Advertisers and Marketing Partners

• We may share aggregated, anonymized data with advertising partners for marketing and analytics purposes
• We may work with advertising networks to display relevant ads (you can opt-out of personalized advertising)
• We do not share personally identifiable information with advertisers without your explicit consent

Other Disclosures

• Legal Requirements: We may disclose information if required by law, court order, or in response to valid requests by public authorities
• Business Transfers: In the event of a merger, acquisition, or sale of assets, your information may be transferred as part of that transaction
• With Your Consent: We may share your information with your explicit consent for specific purposes
• Protection of Rights: We may disclose information to protect our rights, property, or safety, or that of our clients or others

Data Security

We implement appropriate technical and organizational security measures to protect your personal information against unauthorized access, alteration, disclosure, or destruction. However, no method of transmission over the Internet or electronic storage is 100% secure, and we cannot guarantee absolute security.

Data Retention

We retain your personal information for as long as necessary to fulfill the purposes outlined in this Privacy Policy, unless a longer retention period is required or permitted by law.

• Active Accounts: We retain information for active property management accounts for the duration of our business relationship and as required by law
• Inactive Accounts: After account closure, we may retain certain information for legal, regulatory, or business purposes for up to 7 years
• Marketing Data: Marketing and communication preferences are retained until you opt-out or request deletion
• Financial Records: Financial and transaction records are retained as required by law (typically 7 years)
• Legal Requirements: Some information may be retained longer if required by law or for legal proceedings

When we no longer need your information, we will securely delete or anonymize it in accordance with our data retention policies.

Your Rights

You have certain rights regarding your personal information, including:

• Right to Access: Request access to and receive a copy of your personal information
• Right to Rectification: Request correction of inaccurate or incomplete information
• Right to Deletion: Request deletion of your personal information (subject to legal and contractual obligations)
• Right to Object: Object to processing of your information for certain purposes, including marketing
• Right to Restrict Processing: Request restriction of processing in certain circumstances
• Right to Data Portability: Receive your data in a structured, commonly used format
• Right to Withdraw Consent: Withdraw consent at any time where processing is based on consent
• Right to Opt-Out: Opt-out of marketing communications and SMS messages (reply STOP to opt-out of SMS)

To exercise these rights, please contact us using the information provided in the Contact Us section below. We will respond to your request within 30 days.

Note: Some rights may be limited by legal obligations, contractual requirements, or legitimate business interests. We will inform you if we cannot fulfill your request and explain the reason.

Cookies and Tracking Technologies

Our website may use cookies and similar tracking technologies to enhance your experience. You can set your browser to refuse cookies or alert you when cookies are being sent. However, some parts of our website may not function properly if you disable cookies.

Third-Party Links

Our website may contain links to third-party websites. We are not responsible for the privacy practices or content of these external sites. We encourage you to review the privacy policies of any third-party sites you visit.

Children's Privacy

Our services are not directed to individuals under the age of 18. We do not knowingly collect personal information from children. If you believe we have collected information from a child, please contact us immediately.

Changes to This Privacy Policy

We may update this Privacy Policy from time to time. We will notify you of any changes by posting the new Privacy Policy on this page and updating the "Last updated" date. You are advised to review this Privacy Policy periodically for any changes.

Contact Us

If you have any questions about this Privacy Policy or our privacy practices, please contact us: