Privacy Policy

1. Information We Collect

Personal Contact Information

When you request our services or schedule an assessment, we collect:

• Full name and preferred contact name
• Primary and alternative phone numbers
• Email address(es)
• Preferred contact method and timing
• Emergency contact information

Property Information

To provide effective home management services, we collect:

• Property address and detailed location information
• Property type, size, and key characteristics
• Estimated property value (for service tier recommendations)
• Property access codes, key locations, and security information
• Utility account information and shut-off locations
• Insurance provider and policy information
• Homeowners association details (if applicable)

Service-Related Information

• Service preferences and specific concerns
• Travel schedules and extended absence periods
• Authorized persons for property access
• Vendor preferences and existing contractor relationships
• Service history and property maintenance records

Website and Communication Data

• Website usage information and IP address
• Form submissions and inquiry details
• Email communications and response preferences
• Service feedback and satisfaction surveys

2. How We Use Your Information

Primary Service Delivery

• Scheduling and conducting property assessments
• Providing ongoing Guardian or Peace of Mind services
• Coordinating with vendors and service providers
• Responding to emergencies and urgent situations
• Preparing property reports and maintenance recommendations

Communication and Updates

• Sending service confirmations and appointment reminders
• Providing monthly property reports and updates
• Notifying you of maintenance needs or property issues
• Sharing seasonal maintenance reminders
• Conducting satisfaction surveys and service improvements

Business Operations

• Maintaining accurate service records and documentation
• Processing payments and billing
• Improving our services and training our team
• Ensuring compliance with insurance and licensing requirements

Legal and Safety Purposes

• Responding to legal requests or court orders
• Protecting the safety of our clients, staff, and property
• Investigating suspected fraud or security breaches
• Complying with applicable laws and regulations

3. Information Sharing and Disclosure

Authorized Service Providers

We may share limited information with trusted service providers who assist in delivering our services:

• Vetted Contractors: Only necessary contact and property access information
• Emergency Services: Property and contact information during urgent situations
• Technology Providers: Encrypted data for system operations (payment processing, scheduling)
• Insurance Providers: As necessary for claims or coverage verification

Legal Requirements

We may disclose information when required by law:

• Court orders, subpoenas, or legal proceedings
• Government agency requests with proper legal authority
• Emergency situations involving immediate threat to safety
• Investigation of suspected criminal activity

Business Transfers

In the unlikely event of a business sale or merger, your information would be transferred only to a qualified home services company that agrees to honor this privacy policy.

What We Never Share

• Your information with marketing companies or advertisers
• Property access codes or security information outside our team
• Personal information for any commercial purposes unrelated to your service
• Client lists or contact information with competitors

4. Data Security Measures

We implement comprehensive security measures to protect your information:

Physical Security

• Property access codes stored in commercial-grade encrypted systems
• Physical keys secured in monitored lockboxes with audit trails
• Office computers password-protected with automatic locking
• Paper records stored in locked, fireproof filing systems

Staff Security Training

• Annual privacy and security training for all team members
• Signed confidentiality agreements with strict penalties
• Background checks and bonding for all staff
• Regular security protocol reviews and updates

Incident Response

In the event of any security incident:

• Immediate containment and investigation procedures
• Client notification within 24 hours of discovery
• Coordination with law enforcement if required
• Full transparency about the scope and resolution

5. Property Access Information

Given the sensitive nature of property access information, we maintain additional security protocols:

Alarm and Security Codes

• Stored using military-grade encryption separate from other data
• Accessible only to your assigned property manager and company owner
• Regular code change recommendations and coordination
• Immediate code changes if security is compromised

Key Management

• Professional lockbox systems with tamper-evident seals
• GPS tracking and audit logs for all key access
• Immediate key replacement if keys are lost or compromised
• Smart lock recommendations for enhanced security

Access Protocols

• All property entries logged with date, time, and purpose
• Photo documentation of property condition during visits
• Immediate notification of any security concerns
• Coordination with your security system provider as needed

6. Your Privacy Rights

You have comprehensive rights regarding your personal information:

Access and Review

• Request a complete copy of all information we have about you
• Review all service records and property documentation
• Receive information about how your data has been used
• Access provided within 48 hours of request

Correction and Updates

• Correct any inaccurate or outdated information immediately
• Update contact preferences and communication methods
• Modify property access information and security codes
• Add or remove authorized persons for property access

Deletion and Restriction

• Request deletion of personal information (subject to legal requirements)
• Restrict how your information is used or shared
• Opt out of non-essential communications
• Suspend data processing during service interruptions

Data Portability

• Receive your data in a structured, machine-readable format
• Transfer service records to another provider if desired
• Obtain copies of all property reports and documentation

Exercising Your Rights

To exercise any of these rights, contact us using the information in Section 12. We will respond within 48 hours and complete most requests within 7 business days.

7. Cookies and Website Tracking

Essential Cookies

Our website uses essential cookies to:

• Remember your form submissions and prevent data loss
• Maintain security during your session
• Provide basic website functionality

Analytics Cookies

With your consent, we use analytics cookies to:

• Understand how visitors use our website
• Improve website performance and user experience
• Measure the effectiveness of our content

Managing Cookies

• You can control cookies through your browser settings
• Disabling cookies may limit some website functionality
• We do not use cookies for advertising or marketing tracking

Third-Party Tracking

We do not allow third-party advertising networks to track visitors to our website. Any third-party services we use are bound by strict privacy agreements.

8. Third-Party Services

Service Providers We Use

We work with carefully selected third-party providers who meet our privacy standards:

• Payment Processing: Encrypted processing with PCI DSS compliance
• Email Services: Professional email providers with encryption and security
• Scheduling Systems: Secure appointment booking with data protection
• Cloud Storage: Encrypted backup services with access controls
• Communication Tools: Secure messaging and reporting platforms

Vendor Privacy Requirements

All contractors and service providers who may access your property information must:

• Sign comprehensive confidentiality agreements
• Undergo background checks and bonding
• Agree to use information only for authorized services
• Report any privacy incidents immediately
• Delete information when services are completed

Third-Party Links

Our website may contain links to third-party sites. We are not responsible for the privacy practices of these sites and recommend reviewing their privacy policies before sharing information.

9. Data Retention

Active Service Period

While you are an active client, we retain all information necessary to provide effective service:

• Contact and property information for ongoing service delivery
• Service history and maintenance records for continuity
• Communication records for reference and quality assurance
• Access codes and security information (updated regularly)

Post-Service Retention

After service termination, we retain information as follows:

• Contact Information: 12 months for potential re-engagement
• Service Records: 7 years for legal and insurance purposes
• Property Access Codes: Deleted immediately upon service termination
• Financial Records: 7 years per accounting requirements

Legal and Insurance Requirements

Some information must be retained longer due to:

• Professional liability insurance requirements
• State licensing and bonding obligations
• Tax and financial record regulations
• Potential legal claims or disputes

Secure Deletion

When information is no longer needed, we ensure secure deletion:

• Digital data overwritten using DoD 5220.22-M standards
• Physical documents shredded and disposed of securely
• Backup systems purged according to retention schedules
• Verification of complete deletion from all systems

10. Children's Privacy

Executive Home Management services are designed for adults and property owners. We do not knowingly collect personal information from children under 13 years of age.

Family Information

When providing services to families with children, we may collect:

• General family composition for service planning (number of children, ages)
• Emergency contact information for family safety
• Special considerations for child safety (pool safety, hazard awareness)

Child Safety Protocols

• Extra security measures for homes with children
• Coordination with babysitters or childcare providers when needed
• Special attention to child-safe maintenance recommendations
• Immediate parent notification of any safety concerns

If a Child Contacts Us

If we discover that we have inadvertently collected information from a child under 13, we will delete it immediately and contact the parent or guardian.

11. Privacy Policy Changes

Notification of Changes

We are committed to transparency about any changes to our privacy practices:

• Minor Changes: Updated policy posted with "Last Updated" date
• Material Changes: Direct email notification to all clients
• Major Changes: 30-day advance notice with explanation
• Emergency Changes: Immediate notification if required for security

Your Options When Policies Change

• Continue service under the new policy
• Request modifications to how your data is handled
• Terminate service if you disagree with changes
• Receive full refund for any prepaid services

Version History

We maintain a complete history of policy changes available upon request, including:

• Date and nature of each change
• Reason for the modification
• How it affects existing clients
• Options available to clients