Privacy Policy

PRIVACY POLICY

Wise Move Property Management

Serving the Greater Vancouver, Washington & Portland, Oregon Metro Area

Effective Date: June 25, 2026 | Last Updated: June 25, 2026

** IMPORTANT LEGAL NOTICE **

This Privacy Policy template is provided for general guidance purposes only and does not constitute legal advice. Property management laws and privacy regulations change frequently. Wise Move Property Management strongly recommends that a licensed Washington State attorney review this policy before publication to ensure full compliance with all applicable federal and state laws. This document should be customized to reflect your actual data practices before use.

1. Introduction

Wise Move Property Management ("Wise Move," "we," "us," or "our") is committed to protecting the privacy and security of all personal information we collect and process in connection with our property management services. This Privacy Policy explains how we collect, use, disclose, and safeguard information about prospective tenants, current tenants, applicants, property owners, vendors, and visitors to our website (collectively, "you").

This policy applies to all personal information collected through our website, rental applications, lease agreements, maintenance communications, text messaging programs, and any other interactions with Wise Move Property Management.

2. Scope & Legal Framework

This policy is designed to comply with the following applicable laws and regulations:

Federal Laws

Gramm-Leach-Bliley Act (GLBA)", "Governs the collection and disclosure of nonpublic personal financial information obtained during the rental application and lease process.:
FTC Red Flags Rule (16 C.F.R. § 681)", "Requires detection and response to identity theft red flags in connection with covered accounts, including rental accounts that permit periodic payments.:
Fair Credit Reporting Act (FCRA)", "Governs the use of consumer reports (credit checks, background checks) obtained from consumer reporting agencies for tenant screening.:
Social Security Act -- 42 U.S.C. § 405(c)(2)(C)(viii)", "Restricts use of Social Security Numbers (SSNs) collected for property management purposes; SSNs may not be used, disclosed, or compelled to be disclosed except as permitted by law.:
Fair Housing Act (FHA)", "Prohibits collection or use of data in a manner that discriminates on the basis of race, color, national origin, religion, sex, familial status, or disability.:
Americans with Disabilities Act (ADA)", "Governs accessibility of digital services and prohibits certain forms of data collection related to disability status.:

Washington State Laws

Washington My Health My Data Act (SB 1155, codified at RCW Chapter 70.372)", "Governs the collection, sharing, and use of consumer health data by regulated entities operating in Washington State. This law may apply when health-related information is collected in connection with disability accommodations or other property management activities.:
Washington Consumer Protection Act (RCW 19.86)", "Prohibits unfair or deceptive acts or practices in trade or commerce, including deceptive privacy practices.:
Washington Data Breach Notification Law (RCW 19.255.010)", "Requires notification to affected individuals and the Washington State Attorney General in the event of a security breach involving personal information.:
Washington Privacy Act (SB 5062, if applicable)", "Applies to controllers and processors that meet certain volume thresholds; compliance measures are incorporated to the extent applicable.:
Washington Residential Landlord-Tenant Act (RCW 59.18)", "Governs the collection and use of tenant personal information within the landlord-tenant relationship.:
Washington Commercial Tenant-Landlord Act (RCW 59.04)", "Governs similar obligations for commercial tenancy relationships.:

3. Information We Collect

3.1 Information You Provide to Us

We collect the following categories of personal information directly from you:

Applicant & Tenant Identification Information:

Full legal name, date of birth, and government-issued photo ID details
Social Security Number or Individual Taxpayer Identification Number (collected solely for purposes of tenant screening, credit reporting, and tax documentation as required by law)
Current and previous addresses and rental history
Employment information including employer name, address, and income verification.
Emergency contact information

Financial Information:

Bank account information for rent payment processing (ACH/EFT)
Credit card or debit card information for payment processing
Income documentation (pay stubs, tax returns, bank statements)
Credit history and credit scores obtained through authorized consumer reporting agencies

Lease & Contract Information:

Signed lease agreements and addenda
Rental application forms and supporting documents
Pet information, vehicle information, and occupant details

Maintenance & Service Requests:

Descriptions of maintenance issues, including photographs submitted by tenants
Access preferences and scheduling information
Records of maintenance performed by vendors or staff

Health & Accommodation Information (Restricted):

Reasonable accommodation requests related to disability under the Fair Housing Act
Note: Health-related information is collected only to the minimum extent necessary to process accommodation requests and is subject to heightened protections under the Washington My Health My Data Act.

Communications:

Emails, text messages, voicemails, and letters exchanged with our staff
Records of disputes, complaints, and resolution outcomes

3.2 Information Collected Automatically

When you visit our website, we may automatically collect:

IP address and approximate geographic location
Browser type, operating system, and device identifiers
Pages viewed, links clicked, and time spent on pages (via cookies and analytics tools)
Referring website URLs

3.3 Information from Third Parties

We may receive personal information from:

Consumer reporting agencies (credit bureaus, background check providers) -- subject to FCRA requirements
Previous landlords or property managers providing rental references
Government agencies (courts, law enforcement) as required or permitted by law
Payment processors and financial institutions

4. How We Use Your Information

4.1 Primary Business Purposes

We use personal information collected to:

Evaluate rental applications and conduct tenant screening
Execute, administer, and enforce lease agreements
Process rent payments and maintain financial records
Coordinate and document property maintenance and repairs
Communicate with tenants, applicants, and property owners regarding lease matters
Comply with court orders, legal process, and governmental requests
Enforce our legal rights and protect against fraudulent activity
Prepare and file required tax documentation (e.g., Form 1099)
Detect and prevent identity theft in accordance with our Identity Theft Prevention Program (FTC Red Flags Rule)

4.2 Legal Bases for Processing

We process your personal information on the following legal bases:

Contract Performance", "Processing necessary to enter into or perform a lease or property management agreement with you.:
Legal Obligation", "Processing required to comply with applicable federal and Washington State laws, including GLBA, FCRA, Fair Housing laws, and Washington landlord-tenant statutes.:
Legitimate Interests", "Processing necessary for our legitimate business interests in operating a property management company, including fraud prevention, property security, and business communications -- where such interests do not override your rights.:
Consent", "Where required by law (e.g., SMS communications, certain health data processing), we obtain your explicit consent prior to processing.:

4.3 GLBA Financial Privacy

As a property management company, we may qualify as a "financial institution" under the Gramm-Leach-Bliley Act with respect to certain financial services (e.g., collecting financial information for rent processing or tenant screening). In connection with such activities, we will:

Provide you with a GLBA-compliant privacy notice prior to or at the time of establishing a covered relationship
Describe the categories of nonpublic personal information we collect and share
Provide opt-out rights for sharing with non-affiliated third parties where required
Maintain safeguards consistent with the GLBA Safeguards Rule

5. Disclosure and Sharing of Personal Information

5.1 Permissible Disclosures

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

Property Owners", "We share tenant and applicant information with property owners we manage on behalf of, as necessary for the performance of our property management agreement.:
Service Providers", "We share information with vendors and contractors (e.g., maintenance personnel, payment processors, software providers) who perform services on our behalf under written data protection agreements.:
Consumer Reporting Agencies", "We may report payment history and tenancy information to credit bureaus as permitted by the FCRA.:
Legal Requirements", "We disclose information when required by law, subpoena, court order, or governmental authority, or to protect the safety of persons or property.:
Business Transfers", "In the event of a merger, acquisition, or sale of assets, personal information may be transferred as part of that transaction with appropriate protections.:

5.2 Restrictions on Sharing

We do not share personal information with third parties for their own marketing purposes. Social Security Numbers collected from applicants and tenants are used only for purposes permitted by law and are never sold or shared for marketing purposes.

5.3 Washington My Health My Data Act

To the extent we collect consumer health data (as defined in RCW 70.372.010) -- including health-related information submitted in connection with disability accommodation requests -- we will:

Collect such data only with your prior authorization
Refrain from sharing consumer health data with third parties except as required for accommodation processing or by law
Provide you with the right to access, correct, and delete consumer health data we hold
Maintain a consumer health data privacy policy consistent with RCW 70.372 requirements

6. SMS / Text Messaging Program

REQUIRED DISCLOSURE: By providing your mobile phone number and opting into our text messaging program, you consent to receive recurring automated text messages from Wise Move Property Management regarding your tenancy, maintenance updates, lease communications, and other property management matters.

6.1 Consent to Receive Messages

By providing your mobile telephone number and affirmatively opting in (via written consent, online form, or reply to an opt-in message), you are consenting to receive text messages from Wise Move Property Management. Consent is not a condition of renting or receiving any service from us.

6.2 Types of Messages

You may receive text messages regarding:

Rent payment reminders and confirmations
Maintenance request status updates and scheduling notifications
Lease renewal notices and deadline reminders
Property access notices (inspections, repairs)
Emergency notifications related to your unit or property
General tenancy communications from our management team

6.3 Message Frequency

Message frequency varies based on your tenancy activity and property-related events. You may receive up to approximately [INSERT NUMBER, e.g., 4-8] text messages per month during active tenancy periods. Message frequency may increase during lease renewal periods, maintenance events, or emergency notifications.

6.4 Your Personal Information & SMS

Your personal information, including your mobile phone number, will NOT be shared with third parties for their own marketing purposes. Phone numbers collected for the SMS program are used solely for property management communications as described in this policy.

6.5 How to Opt Out

You may opt out of our text messaging program at any time by:

Replying STOP to any text message you receive from us
Contacting us in writing at the address or email listed in Section 12 below After texting STOP, you will receive one final confirmation message and will receive no further text messages unless you re-opt-in.

6.6 Help

For assistance with our text messaging program, reply HELP to any text message or contact us directly at the information provided in Section 12. Texting HELP will return information about the program and how to contact us.

6.7 Message and Data Rates

Message and data rates may apply. You are responsible for any fees charged by your mobile carrier for sending and receiving text messages. Wise Move Property Management is not responsible for carrier charges.

6.8 Supported Carriers

Our text messaging program is compatible with most major U.S. wireless carriers. Carrier support may vary. For technical assistance, contact your mobile carrier or reply HELP.

7. Data Security

7.1 Safeguards Program (GLBA Safeguards Rule Compliance)

Consistent with the FTC's GLBA Safeguards Rule (16 C.F.R. Part 314), we maintain a comprehensive written Information Security Program that includes:

Designation of a qualified individual responsible for overseeing and implementing our information security program
Risk assessment processes to identify internal and external threats to personal financial information
Design and implementation of safeguards to control identified risks, including encryption of sensitive data in transit and at rest
Regular testing and monitoring of the effectiveness of our security controls
Evaluation and oversight of service provider arrangements
Establishment of incident response procedures for security breaches

7.2 Identity Theft Prevention Program (FTC Red Flags Rule)

We maintain a written Identity Theft Prevention Program designed to detect, prevent, and mitigate identity theft in connection with covered accounts. Our program includes:

Identification of relevant red flags for identity theft in connection with our rental accounts
Procedures for detecting red flags in day-to-day operations (e.g., during application processing and account maintenance)
Response procedures when red flags are detected, including investigation and notification as appropriate
Annual review and updating of the program by management

7.3 Social Security Number Protection

In compliance with applicable law, including 42 U.S.C. § 405(c)(2)(C)(viii) and applicable Washington State regulations, we:

Collect SSNs only for permissible purposes (tenant screening, credit reporting, tax documentation)
Store SSNs only in encrypted, access-controlled systems
Do not display SSNs in their entirety on any document, communication, or record accessible to unauthorized personnel
Prohibit the sale, purchase, or trading of SSNs
Train staff on lawful and secure handling of SSNs

7.4 Physical and Technical Safeguards

Paper documents containing personal information are stored in locked file cabinets with restricted access
Electronic records are maintained in password-protected, encrypted systems
Access to personal information is limited to employees with a legitimate business need
We use industry-standard encryption for electronic transmission of sensitive data
We conduct regular employee training on privacy and data security practices

7.5 Data Breach Notification (RCW 19.255.010)

In the event of a data security breach involving your personal information, we will notify affected individuals in the manner and timeframe required by Washington's Data Breach Notification Law (RCW 19.255.010), including notification to the Washington State Attorney General when required.

We will provide:

Notice of the nature of the breach and categories of information affected
Contact information for our privacy team
Steps you can take to protect yourself
Information about relevant government agencies that may assist you

8. Data Retention

We retain personal information for as long as necessary to fulfill the purposes outlined in this policy, comply with legal obligations, resolve disputes, and enforce our agreements. General retention guidelines include:

Rental Applications (Not Approved)", "Retained for a minimum of [2] years as required by fair housing record-keeping obligations.:
Lease Agreements and Tenant Records", "Retained for a minimum of [6] years following lease termination, or longer if required by law or pending litigation.:
Financial Records", "Retained for a minimum of [7] years for tax and audit purposes.:
Maintenance Records", "Retained for the duration of ownership/management and for [3] years thereafter.:
SSNs and Consumer Reports", "Destroyed by secure shredding/deletion when no longer required; consumer reports are disposed of per FCRA Disposal Rule requirements.:

9. Your Privacy Rights

9.1 Washington State Rights

Washington residents have the following rights under applicable state law:

Right to Access", "You may request access to personal information we hold about you.:
Right to Correction", "You may request correction of inaccurate personal information.:
Right to Deletion", "You may request deletion of personal information, subject to legal retention requirements and our legitimate business needs.:
Right to Opt Out", "You may opt out of the sharing of your personal information with non-affiliated third parties for marketing purposes (we do not currently conduct such sharing).:
Consumer Health Data Rights (My Health My Data Act)", "If we hold consumer health data about you, you have the right to confirm whether we hold such data, to access it, to withdraw consent for its collection, and to request deletion, subject to legal limitations.:

9.2 Federal Rights

FCRA Rights", "You have the right to know what is in your consumer file, to dispute inaccurate information, and to receive a copy of your consumer report. For a summary of your rights, visit www.ftc.gov.:
GLBA Opt-Out", "You have the right to opt out of sharing your nonpublic personal information with non-affiliated third parties for marketing purposes (see our separate GLBA Privacy Notice).:

9.3 Exercising Your Rights

To exercise any of the rights described above, please submit a written request to us at the contact information in Section 12. We will respond within the timeframe required by applicable law (generally within 45 days, with extensions available for complex requests).

We will not discriminate against you for exercising your privacy rights.

10. Cookies and Website Tracking

Our website may use cookies, web beacons, and similar technologies to enhance your experience and collect analytics data. You can control cookie preferences through your browser settings. We use the following types of cookies:

Strictly Necessary Cookies", "Required for basic website functionality (e.g., secure login, form submission).:
Analytics Cookies", "Used to understand how visitors interact with our website (e.g., Google Analytics). Analytics data is aggregated and anonymized where possible.:
Preference Cookies", "Used to remember your settings and preferences.:

We do not use tracking technologies for targeted advertising. For more information about how to manage cookies, visit www.allaboutcookies.org.

11. Children's Privacy

Our website and services are not directed to children under the age of 13. We do not knowingly collect personal information from children under 13. If you believe a child has provided personal information to us, please contact us immediately and we will delete such information.

12. Contact Information

For questions, concerns, or requests related to this Privacy Policy, please contact us:

Wise Move Property Management

Attn: Privacy Officer

10000 NE 7th Ave, Suite 400

Vancouver, Washington 98685

Email: info@wisemovepm.com

Phone:360-771-1517

Website: https://wisemovepropertymanagement.com/

13. Changes to This Privacy Policy

We may update this Privacy Policy periodically to reflect changes in our practices, technology, or applicable law. When we make material changes, we will:

Update the "Last Updated" date at the top of this policy
Provide notice to current tenants via email or written notice as required by law
Post the updated policy on our website

Your continued use of our services or website after the effective date of any changes constitutes your acceptance of the updated policy. We encourage you to review this policy periodically.

14. Separate GLBA Privacy Notice

In addition to this Privacy Policy, if our services involve the collection or use of nonpublic personal financial information that triggers GLBA obligations, we will provide you with a separate annual GLBA

Privacy Notice at the commencement of our relationship and annually thereafter as required. Please retain that notice for your records.

DISCLAIMER: This Privacy Policy template has been prepared for general guidance purposes and reflects a good-faith effort to address applicable federal and Washington State requirements as of the effective date. It does not constitute legal advice, and Wise Move Property Management and its agents make no representations regarding its completeness, accuracy, or suitability for your specific circumstances.

Privacy law is complex and rapidly evolving. Before publishing this policy or relying on it for compliance purposes, you should consult a licensed Washington State attorney experienced in privacy law, real estate law, and consumer protection compliance.

Document Reference: WMPM-PRIV-001 | Version: 1.0 (Draft for Legal Review)