ALL SEASONS ACCOMMODATIONS, INC.
PRIVACY POLICY

We are dedicated to protecting the privacy of your personal information, including your social security number or other governmental identification numbers.  We have adopted a privacy policy to help ensure that your information is kept secure.  We follow all federal and state laws regarding the protection of your personal information.

Personal information is described as follows:

1.      information in a lease application; or

2.      an individual’s first name or initial and last name in combination with any of the following: birth date, social security number or other government issued identification number, financial institution account or information.

A lease application is a form that contains information related to a person’s credit worthiness, rental history, criminal and employment history.

ASA obtains personal information in the following ways:

   1. in credit reports from reporting agencies to which this company subscribes in connection with lease applications, or for other reasons that the customer may authorize this company to obtain;

   2. in lease applications a prospective tenant completes;

   3. in other real estate related forms the customer or client completes in or related to a transaction through its website; and

   4. in tax reporting forms that the vendor, customer or client is required to complete and which are given to this company.

When completing the forms required above, the customer, vendor and client may send the information to this company by mail, fax, personal delivery, or by e-mail.  Customers, vendors or clients may occasionally provide personal information to this company or its agents by other means such as telephone calls, fax messages, or e-mail messages in order to expedite a transaction in which the customer, vendor or client is involved.

Personal Information from Prospective Tenants:  The personal information that a prospective tenants provide to this company is primarily used to obtain credit checks, and to perform background checks and rental history searches.  The information in the credit reports may be discussed with landlords for whom this company manages property.  This company also reports information to credit reporting agencies and uses personal information to complete those reports.

Personal Information from Clients:   When this company represents a person (tenant or landlord) in a transaction the agent servicing the client may, on the client’s behalf and at the client’s instruction, convey personal information he or she provides to the agent to service providers (for example, property management companies or mortgage lenders) as those service providers may require for the products or services the client needs or requests.  If this company represents a prospective tenant in a lease transaction, the personal information may be provided to landlords or their agents.  This company and its agents exercise reasonable discretion when discussing any personal information with others.

Electronic records are protected under an access name and password assigned to persons in this company.

This company and its agents exercise reasonable discretion when discussing any personal information with others and releases personal information to others only as described by this policy.

This company does not permit its employees or agents to make copies of credit reports or records of insurance claims.  The credit reports retained in the company’s files are not to be accessed in the future as a convenience to customers or clients.

The following persons have access to personal information in this company’s files:

   1. the agent or broker who is servicing or coordinating the transaction;

   2. the office manager to whom the agent reports;

   3. the owner of the company

   4. accounting personnel for purposes of 1099’s for vendors and clients;

   5. the office assistant to obtain background information from the lease application.

Personal information from prospective tenants is not given to the property owner without the prospective tenant’s consent, but the company and its agents may discuss information in the tenant’s credit report with the property owner.

If the company ceases to be the property manager for any reason, files may be turned over to the owner or new property manager. 

Files will be made available to comply with the law (court orders or subpoenas) and to cooperate with law enforcement agency investigations.

Personal information from any other person (for example, a landlord, a tenant or vendor) may be discussed with others (such as landlords or their agents) only as is reasonably necessary to negotiate or close the transaction or to provide the services the customer or client seeks from this company.

This company may, at the customer’s, client’s or vendor’s request, provide personal information to service providers in a transaction such as rental verification if it is necessary to expedite or complete a transaction.

This company uses reasonable measures to dispose of personal information.  Personal information is usually disposed of by shredding or burning documents, erasing electronic files by means that make the files unreadable or undecipherable, or by eradicating personal information from documents or electronic files in ways that make the personal information unreadable.

If this company erroneously reports information to a credit reporting agency, the company will act to correct the information in the company’s records and request the reporting agency to correct the information in its records promptly after the company has learned and determined that the report was in error.

If this company maintains an erroneous record that the consumer has issued a dishonored check, the company will promptly delete the record after the company and the customer agree that the information is in error or after the customer provides the company with a law enforcement agency report stating that the dishonored check was not authorized.

Notice:  This Company asks any person who provides personal information to this company or one of its agents to identify the information at that time as “personal information.”