Privacy Policy

1 Who We Are

Perfect Home Strategies LLC (“we,” “us,” or “our”) is a residential property management company located at 315 E 5th St., Suite 202, Waterloo, IA 50703. We operate the website at perfecthomestrategies.com and associated tenant portal services.

This Privacy Policy describes how we collect, use, and protect personal information provided to us through our website, rental application, and tenant portal.

2 Information We Collect

We collect personal information in the following circumstances:

• Rental Applications — name, date of birth, current and previous addresses, contact information (email, phone), employment history, income details, references, and consent to background and credit checks.
• Tenant Portal Registration — name, email address, phone number, and account credentials.
• Communications — messages, maintenance requests, and documents you submit through the tenant portal.
• Payments & Ledger Records — payment amounts, dates, methods (e.g., Zelle, check), and transaction references you provide.
• Technical Data — IP address, browser type, and pages visited, collected automatically via server logs for security purposes.

We do not collect payment card numbers or bank account credentials. We do not knowingly collect information from individuals under 18.

3 How We Use Your Information

We use the information we collect solely for the following purposes:

• Processing and evaluating rental applications
• Communicating with applicants and tenants about their application or tenancy
• Managing lease agreements, addendums, and tenancy records
• Tracking rent payments, charges, and maintenance requests
• Sending operational notifications (e.g., maintenance updates, lease reminders, payment confirmations) via email, SMS, or WhatsApp where you have opted in
• Conducting background and credit checks with your explicit written consent
• Complying with applicable laws and regulations
• Maintaining the security and integrity of our systems

We do not use your personal information for marketing purposes. We do not sell, rent, or trade your personal information to any third party for their own use.

4 SMS & Electronic Communications

When you provide your phone number, we may use it to send you:

• Application status updates
• Lease signing reminders and confirmations
• Maintenance request status updates
• Rent payment reminders and receipts
• Important notices related to your tenancy

We use third-party messaging infrastructure (such as Twilio) to deliver these messages. These providers act as processors on our behalf and are contractually prohibited from using your data for any purpose other than delivering messages we direct them to send.

To opt out of SMS communications, reply STOP to any message or contact us at [email protected]. To opt back in, reply START.

For help, reply HELP to any SMS or email us at [email protected].

5 Third-Party Disclosure

We do not sell, trade, or otherwise transfer your personal information to outside parties except in the following limited circumstances:

• Background & Credit Check Providers — with your explicit written consent, we share relevant application data with licensed consumer reporting agencies solely to process your rental application.
• Service Providers — we engage trusted service providers (e.g., email delivery, SMS delivery, cloud hosting) who act solely on our instructions and are bound by confidentiality agreements. They are prohibited from using your data for any other purpose.
• Legal Requirements — we may disclose information when required by law, court order, or governmental authority.

We do not share your personal information with third parties for advertising, marketing, or any commercial purpose unrelated to your tenancy or application.

We do not share SMS opt-in data or phone numbers with third parties for any purpose.

6 Data Retention

We retain personal information for as long as necessary to fulfill the purposes described in this policy, or as required by applicable law. Specifically:

• Application data for declined applications is retained for up to 2 years for legal compliance purposes.
• Active tenant records are retained for the duration of the tenancy and for 7 years afterward to satisfy legal and regulatory requirements.
• Communication records (messages, maintenance requests) are retained for the duration of the tenancy relationship.

You may request deletion of your data by contacting us. We will honor such requests to the extent permitted by law.

7 Security

We implement appropriate technical and organizational measures to protect your personal information against unauthorized access, disclosure, alteration, or destruction. These measures include:

• Encrypted transmission of data over HTTPS
• Access controls limiting data access to authorized personnel only
• Password hashing and secure session management
• Regular review of data access and security practices

No method of transmission over the internet or electronic storage is 100% secure. While we strive to use commercially acceptable means to protect your information, we cannot guarantee absolute security.

8 Your Rights

You have the right to:

• Access — request a copy of the personal information we hold about you
• Correction — request that inaccurate information be corrected
• Deletion — request deletion of your personal information, subject to legal obligations
• Opt-out of communications — withdraw consent for SMS, WhatsApp, or email communications at any time

To exercise any of these rights, contact us at [email protected] or 515-322-5624.

9 No Guarantee of Tenancy

Submitting a rental application through our website or portal does not guarantee the right to rent a property. Final approval for tenancy is determined through evaluation of the application, background and credit check results, and the signing of a lease agreement in accordance with applicable fair housing laws.

10 Contact Us

If you have any questions, concerns, or requests regarding this Privacy Policy or the handling of your personal information, please reach out to us:

We reserve the right to update this Privacy Policy at any time. Changes will be posted on this page with an updated date. We encourage you to review this page periodically.