Privacy & Confidentiality Policy
Effective Date: January 3, 2019
Last Updated: January 20, 2026
Our Commitment to Privacy
PHASE Housing Management, LLC ("PHASE," "we," "us," or "our") is committed to protecting the privacy and confidentiality of personal information entrusted to us by property owners, tenants, vendors, and other parties. This Privacy Policy describes how we collect, use, disclose, and safeguard information in connection with our property management services.
Information We Collect
In the course of providing property management services, we may collect the following types of information:
Property Owner Information
- Name, address, phone number, and email address
- Property ownership documentation and tax information
- Banking and financial account information for disbursements
- Social Security Number or Employer Identification Number for tax reporting
Tenant Information
- Name, contact information, and emergency contacts
- Rental application details including employment and income verification
- Credit reports, criminal background checks, and rental history
- Social Security Numbers for screening and reporting purposes
- Payment history and account information
Vendor and Contractor Information
- Business name, contact information, and tax identification
- Insurance certificates and licensing information
- Banking information for payment processing
How We Use Your Information
We use the information we collect for the following purposes:
- Providing property management services as outlined in service agreements
- Tenant screening, selection, and lease administration
- Rent collection and financial reporting
- Maintenance coordination and vendor management
- Compliance with federal, state, and local housing regulations
- Tax reporting and legal documentation
- Communication regarding property matters and service updates
- Resolving disputes and enforcing lease agreements
Information Sharing and Disclosure
We do not sell personal information to third parties. We may share information in the following circumstances:
With Property Owners
We share tenant information and property performance data with property owners as part of our management services.
With Service Providers
We share information with trusted third-party service providers who assist us in operations, including:
- Tenant screening services and credit bureaus
- Payment processors and financial institutions
- Legal counsel and accountants
- Maintenance contractors and vendors
- Software and technology service providers
Legal Obligations
We may disclose information when required by law, including:
- Compliance with court orders or legal processes
- Reporting to government agencies as required (IRS, HUD, etc.)
- Cooperation with law enforcement investigations
- Protection of our rights or the safety of others
Data Security
We implement reasonable physical, electronic, and procedural safeguards to protect personal information, including:
- Secure storage of physical documents in locked facilities
- Password-protected computer systems and encrypted data transmission
- Limited access to personal information on a need-to-know basis
- Regular review and update of security measures
- Secure disposal of records when no longer needed
While we strive to protect your information, no method of transmission or storage is completely secure. We cannot guarantee absolute security of data.
Data Retention
We retain personal information for as long as necessary to fulfill the purposes outlined in this policy and to comply with legal obligations:
- Tenant records: Typically 7 years after lease termination
- Financial records: 7 years for tax and audit purposes
- Property owner records: Duration of relationship plus 7 years
- Legal documents: As required by applicable statutes of limitation
Your Privacy Rights
Subject to applicable law and our legitimate business needs, you have the following rights:
- Access: Request access to personal information we hold about you
- Correction: Request correction of inaccurate or incomplete information
- Objection: Object to processing of your information in certain circumstances
- Restriction: Request restriction of processing in certain situations
Please note that certain information must be retained for legal and regulatory compliance, and some rights may be limited by our legal obligations and legitimate business interests.
Fair Housing Commitment
PHASE Housing Management, LLC is committed to compliance with the Fair Housing Act and all applicable fair housing laws. We do not discriminate based on race, color, religion, sex, national origin, familial status, disability, or any other protected characteristic in any aspect of our services.
All information collected is used solely for legitimate property management purposes and tenant screening criteria are applied consistently and in accordance with fair housing requirements.
Third-Party Services
Our communications or online platforms may contain links to third-party websites or services. We are not responsible for the privacy practices of these third parties. We encourage you to review their privacy policies before providing any personal information.
Children's Privacy
Our services are not directed to children under 18. We do not knowingly collect personal information from children. If you believe we have inadvertently collected information from a child, please contact us immediately.
Changes to This Policy
We may update this Privacy Policy periodically to reflect changes in our practices or applicable laws. We will notify property owners and tenants of material changes through appropriate communication channels. Your continued use of our services after such notice constitutes acceptance of the updated policy.
Contact Us
If you have questions about this Privacy Policy or wish to exercise your privacy rights, please contact us:
PHASE Housing Management, LLC
Email: paul@phasemgt.org
Phone: +1 (229) 223-9382
Mailing Address:
4920 Atlanta Highway, Suite 345
Alpharetta, GA 30004
EIN: 83-3048861