Privacy Notice

Date of last update: March 1, 2024

Click here for the Spanish translation of this Privacy Notice

Entrata, Inc. (collectively, "Entrata", "we", "our" or "Data Controller") domiciled at 4205 Chapel Ridge Road, Lehi, UT 84043 is responsible for the processing and protection of your personal data pursuant to the Federal Law on Protection of Personal Data in Possession of Private Entities and its Regulations (hereinafter the "Law"). We are committed to being transparent about the personal information we collect, the manner in which such personal information is used by us and the limited circumstances in which some personal information may be disclosed. To help us meet this commitment to you, we have created this Privacy Notice (this "Privacy Notice") and have appointed a Privacy Officer to ensure that any personal information you provide to us through our websites and our other online platforms, including our ResidentPortal™ or ProspectPortal® websites (collectively, the "Platforms"), will only be collected, used and disclosed in accordance with this Privacy Notice. This Privacy Notice describes how we collect, use, share and secure the personal information you provide. It also describes your rights regarding the use, access, rectification and cancelation of your personal information, as well as your opposition to its treatment. References to "user", "you" and "your" throughout this Privacy Notice are to you as a user of the Platforms.

Your Consent

This Privacy Notice governs your use of the Platforms. By registering a user account on the Platforms or otherwise accessing or using the Platforms you agree with the terms of this Privacy Notice as it may be modified from time to time and consent to the collection, use and disclosure of personal information in accordance with the terms of this Privacy Notice.

Children

Nothing on the Platforms is intended to solicit information from minors (people under eighteen (18) years old) or to seek to determine whether the visitor is a minor. If you are under eighteen (18), you are not permitted to submit to us any personal information. Anyone under eighteen (18) who wants to obtain any product from Entrata or otherwise submit any personal information to us should ask a parent or guardian to do it in his/her own name. Because such information will not be specifically identified as being from minors, users of the Platforms should be aware that personal information submitted to it by minors may be treated in the same manner as information given by an adult. If we learn we have collected or received personal information from a child under the age of 18 without verification of parental consent, we will delete that information. If you believe we might have any information from or about a child under the age of 18, please contact your Property Management.

Meaning of Personal Information

For the purposes of this Privacy Notice and as defined in the Law, "personal information" means any information concerning an identified or identifiable individual, whose identity might be known through such information.

The Personal Information We Collect

The personal information we collect from you is comprised entirely of (a) the information you provide to us through the Platforms and (b) the information you provide to your Property Management (as defined below) without use of the Platforms. We may collect the following personal information from you when you register to use the Platforms: your name, gender, address, date of birth, phone number, email address, vehicle year, make, model, license plate, as well as financial personal information including zip code, personal account number, credit card expiration date and CV2.

In addition, we may collect the following personal information from you on behalf of the owner or manager of the property which you lease or wish to lease (your "Property Management") in connection with your use of the Platforms and the transactions you authorize through the Platforms:

  1. Date of Birth;
  2. Identification information such as your Driver's License number or Passport Number;
  3. Vehicle year, make, model, license plate;
  4. Income amounts;
  5. Credit card and/or bank account info; and
  6. To the extent authorized by you or otherwise permitted in accordance with applicable law, criminal and credit background information (such as evictions, criminal convictions, credit worthiness, etc.).

Please note that any personal information we collect on behalf of your Property Management will be the responsibility of your Property Management. We will only use and disclose such information in accordance with the privacy notice provided to you by your Property Management, in our position of Data Processor, as defined in the Law, since we will have no control over how your Property Management will use your personal information or to whom your Property Management will disclose your personal information to. For more information on how your Property Management collects, uses, discloses and secures your personal information, please contact your Property Management or refer to the relevant privacy notice.

How We Use Your Personal Information

We may use your personal information for the following purposes:

  1. providing you with access to and use of the Platforms;
  2. completing and processing any transactions you have authorized through the Platforms;
  3. communicating with you with respect to your use of the Platforms; and
  4. Income amounts;

How We Transfer Your Personal Information

We will not transfer any personal information we collect from you to any third parties except as follows:

  1. Our Affiliates. We may disclose your personal information to any of our affiliates within the Entrata corporate group.
  2. Property Management: We will disclose your personal information to your Property Management in order to facilitate the transactions you authorized through the Platform. In addition, as contemplated above, we will transfer any personal information we collect on behalf of your Property Management to your Property Management.
  3. Service Providers. We may disclose your personal information to our service providers which perform certain services necessary to run our business (for example, data hosting and payment processors).
  4. Legal Request. We may disclose your personal information to respond to law enforcement requests or where required by applicable laws, court orders, or government regulations.
  5. Third Party Vendors. We may disclose your personal information to vendors of your Property Management at the direction of your Property Management and in accordance with their agreements with such vendors.

Such third parties will maintain your personal data under strict confidentiality, further recognizing the terms and conditions set forth herein, and who undertake to comply with this Privacy Notice, regardless of their presence in Mexico or abroad.

If you do not object to such transfers, we understand that you have given us your consent.

Tracking Technologies

We use cookies, third-party analytics and other tracking mechanisms to track your use of the Platforms. Such tracking mechanisms may automatically collect information such as: your IP address, domain name, browser type and operating system; web pages you view; links you click; how you move through the Platforms and the length of time you visit the Platforms and use the services offered thereon.

Cookies are small text files that are saved by your browser when you access the Platforms. We (and our third-party analytics providers, such as Google Analytics) may use both session cookies and persistent cookies to identify that you’ve logged on to a Platform and to tell us how and when you interact with the Platforms. We may also use cookies to monitor aggregate usage and web traffic routing through the Platforms and to customize and improve the services offered on the Platforms. Unlike persistent cookies, session cookies are deleted when you log off from a Platform and close your browser. Although most browsers automatically accept cookies, you can change your browser options to stop automatically accepting cookies or to prompt you before accepting cookies. By continuing to use the Platforms, you consent to the use of cookies. However, if you do not want us to use cookies, you may disable them by following the deactivation procedure established for your Internet browsers. Please note, however, that if you do not accept cookies, you may not be able to access all portions of, or features offered on, the Platforms.

One of the third party services that we use to track your activity on the Platforms is Google Analytics. Information that we collect via the data collection technologies described in this section may be linked to other information about you such as location and may be personal information. We use the technologies described in this section, alone or in combination, to understand user behavior (by tracking unique user IDs), and to target and measure the effectiveness of advertisements, help diagnose problems, recognize repeat visitors, and facilitate your access to and use of the services offered on the Platforms. You can find more information on how Google uses data at https://policies.google.com/technologies/ads.

We may also have implemented Google Analytics Advertising Features on this website. Those features may include Remarketing with Google Analytics, Google Display Network Impression Reporting, DoubleClick Platform integrations, and/or Google Analytics Demographics and Interest Reporting. Entrata may use conversion cookies to collect information and report website usage statistics without personally identifying individual visitors. The main purpose of conversion cookies is to help determine how many times people who click on ads filled out a guest card or signed a lease; conversion cookies are not used for interest-based ad targeting and persist for a limited time only. Conversion cookie data may also be used in combination with your Google account to link conversion events across different devices you use. Only anonymous conversion data gathered from these cookies is shared with advertisers.

You can opt out of receiving interest-based Google ads, or customize the ads Google shows you at https://adssettings.google.com/u/0/authenticated. If you do not want Google Analytics to collect and use information about your use of the Platforms, then you can install an opt-out in your web browser by visiting https://tools.google.com/dlpage/gaoptout.

Protecting Your Personal Information

At Entrata we take the protection of your personal information seriously. We make every reasonable effort to prevent unauthorized use, disclosure, loss or theft of your personal information. Employees who have access to your personal information are made aware of the importance of keeping it confidential.

Where we use service providers who might have access to your personal information, we select them carefully and require them to have privacy and security standards that are comparable to ours. We contractually obligate our service providers to maintain the confidentiality and security of your personal information, to prevent such information from being misused, and to prevent the processing of your personal data in violation of the terms and conditions set forth hereins or applicable legislation.

Please be aware that no data security measures can guarantee complete security. You should also take steps to protect against unauthorized access to your password, phone, and computer by, among other things, signing off after using a shared computer, choosing a robust password that nobody else knows or can easily guess and keeping your log-in and password private. If you do not want Entrata or the Property Management to know any particular information about you, you should not include that information in anything you submit or post to the Platforms.

Retaining Your Personal Information

We will only retain your personal information as long as is necessary for the fulfillment of the purposes for which it was collected or as required by law. Your personal information is securely stored until such time as it is no longer required, after which it is destroyed, rendering it unable to identify you.

Keeping Your Information Updated

We do not update any personal information we collect from you unless necessary for the purposes for which it was collected. In the event it is necessary to update your personal information for the purposes for which it was collected, we will contact you to provide such updated information. You may also contact us to update your personal information.

Right to Access, Rectification, Cancelation and Opposition (ARCO), Consent Revocation and Limit to the use or disclosure of your Personal Data.

You have the right to access, rectify and cancel your personal data, oppose to the processing of such data, limit its use or disclosure, or revoke the consent that you have granted us to process your data (these rights are known as ARCO rights), by emailing a request to the Privacy Officer (please see the "How to Contact Us" section below).

Your request will be processed pursuant to the legal terms provided in the Law, and should contain at least the following minimum requirements, in accordance with the provisions set forth in Article 29 of the Law:

  1. Your name, address or other means of communicating the answer to your request.
  2. Documents that evidence your identity.
  3. A clear and precise description of the personal data in respect of which you aim to exercise any of your ARCO rights.
  4. Any other element or document that facilitates the location of the personal data.

Updates to this Privacy Notice

This Privacy Notice or our other privacy related documents may be updated from time to time due to new legal requirements; our own needs based on the services we offer; our privacy practices, or for other reasons.

Any changes to this privacy notice will be published at: www.entrata.com/privacy-policy. Furthermore, this Privacy Notice may be found on this website or obtained by contacting our Privacy Officer (please see the "How to Contact Us" section below).

How to Contact Us

If you have any questions related to our practices with respect to the collection, use or disclosure of personal information, or if you wish to exercise any of your ARCO rights, or complain to us in writing about how we have handled your personal information, please feel free to contact us at:

Entrata Legal Department 4205 Chapel Ridge Road Lehi, UT 84043 legal@entrata.com

By using this website or providing us with your Personal Data, you indicate your consent for Entrata to use, process and transfer of your Personal Data for the purposes outlined herein. If you do not agree with these statements and conditions, please do not use this website or submit any information.

Entrata Canada, Inc. (collectively, "Entrata", "we", "our") pride ourselves on our privacy practices. We are committed to being transparent about the personal information we collect, the manner in which such personal information is used by us and the limited circumstances in which some personal information may be disclosed. To help us meet this commitment to you, we have created this Privacy Policy (this "Privacy Policy") and have appointed a Privacy Officer to ensure that any personal information you provide to us through our websites and our other online platforms, including our ResidentPortal™ or ProspectPortal® websites (collectively, the "Platforms"), will only be collected, used and disclosed in accordance with this Privacy Policy.

Our Privacy Officer can be reached at: dataprivacy@entrata.com

This Privacy Policy describes how we collect, use, share and secure the personal information you provide. It also describes your choices regarding use, access and correction of your personal information. References to "user", "you" and "your" throughout this Privacy Policy are to you as a user of the Platforms.

Your Consent

This Privacy Policy governs your use of the Platforms. By registering for a user account on the Platforms or otherwise accessing or using the Platforms you agree with the terms of this Privacy Policy as it may be modified from time to time and consent to the collection, use and disclosure of personal information in accordance with the terms of this Privacy Policy.

Children

Nothing on the Platforms is intended to solicit information from minors (people under eighteen (18) years old) or to seek to determine whether a visitor is a minor. If you are under eighteen (18), you are not permitted to submit any personal information to us. Anyone under eighteen (18) who wants to obtain any product from Entrata or otherwise submit any personal information to us should ask a parent or guardian to do it in his/her own name. Because such information will not be specifically identified as being from a minor, users of the Platforms should be aware that personal information submitted by minors may be treated in the same manner as information given by an adult. If we learn we have collected or received personal information from a child under the age of 18 without verification of parental consent, we will delete that information. If you believe we might have any information from or about a child under the age of 18, please send an email to support@entrata.com.

Meaning of Personal Information

For the purposes of this Privacy Policy, "personal information" means information about an identifiable individual, but does not include the name, title or business address or telephone number of an employee of an organization when collected, used or disclosed solely for the purpose of communicating or facilitating communication with the individual in relation to their employment, business or profession.

The Personal Information We Collect & How We Use It

Except as otherwise provided in this Privacy Policy, the personal information we collect from you is comprised entirely of the information you provide to us through the Platforms. We may collect the following personal information from you when you register to use the Platforms: your name, address, phone number and email address. We may use this personal information for the following purposes:

  1. providing you with access to and use of the Platforms;
  2. completing and processing any transactions you have authorized through the Platforms;
  3. communicating with you with respect to your use of the Platforms; and
  4. as otherwise required by applicable law.

In addition, we may collect certain personal information from you on behalf of the owner or manager of the property which you lease or wish to lease (your "Property Management") or otherwise receive certain personal information from your Property Management (or from another third party on behalf of your Property Management ). Below are examples of the types of personal information we may collect, or otherwise receive from, or on behalf of your Property Management and how we will use such information.

Please note that any personal information we collect on behalf of your Property Management or receive from or on behalf of your Property Management is the responsibility of your Property Management. While we will only use and disclose such information as contemplated in, and in accordance with, this Privacy Policy, we have no control over how your Property Management uses your personal information or to whom your Property Management discloses your personal information. For more information on how your Property Management collects, uses, discloses and secures your personal information, please contact your Property Management.

What We Collect
How We Use It

Contact and Biographical Information‍

Identifiers and personal information that we collect, or you give us, when you register for an account or otherwise use the Platforms, including:

  • your contact details, including your full name, mailing address, phone number, and email address;
  • biographical information, including your honorific, former name(s), gender, date of birth, prior residence, and emergency contact information;
  • employment information, such as your current and previous employer, occupation, job title and income amounts;
  • social media handle, if you provide it to us; and
  • user access credentials, if you create an account through one of our portals.

We use this information to:

  • provide you with access to and use of the Platforms;
  • communicate with you with respect to your use of the Platforms;
  • allow Property Management to verify your identity;
  • allow you to apply for a lease using the Platforms;
  • carry out credit or background checks on behalf of Property Management, with your consent;
  • allow Property Management to contact you or someone you choose during an emergency; and
  • convey messages on behalf of Property Management

and as otherwise required by applicable law.

Student education information

‍Identifiers and personal information that we collect, or you give us, when you register for an account or otherwise use the Platforms in connection with student housing, including:

  • the name of your educational institution;
  • your graduation year; and
  • your student identification number.

We use this information to:

  • provide you with access to and use of the Platforms;
  • allow Property Management to verify your identity and educational institution; and
  • allow you to apply for a lease for student housing using the Platforms.

Financial and Credit Information

Financial and personal information that we collect, or you give us, when you register for an account or otherwise use the Platforms to apply for a lease or make payments through the Platforms, including credit card and/or bank account information;

We use this information to:

  • allow you to apply for a lease using the Platforms; and
  • complete and process any transactions you have authorized through the Platforms

and as otherwise required by applicable law.‍

Building Administration

‍Personal information that we collect, or you give us, in connection with your building or residence, including:

  1. vehicle year, make, model, license plate, to administer parking spots;
  2. your utility account number and smart home device information, if you provide it to us;
  3. your insurance policy amount and name of insurer, if you provide it to us;
  4. personal information of your registered guests or visitors, if you provide it to us with such guest or visitor’s consent; and
  5. information about your pets, if you provide it to us.

Generally, we do not use this information; rather, we provide it directly to your Property Management who will use it in accordance with their privacy practices.

In the event you have consented to us performing a background check on behalf of your Property Management, we may also ask for your Social Insurance Number (SIN) on behalf of your Property Management in order to assist with facilitating an accurate background screening. Please note that you are under no obligation to provide us your SIN and the provision of your SIN is completely optional. Notwithstanding anything to the contrary in this Privacy Policy, in the event you choose to provide your SIN, we will not use or disclose your SIN except as necessary for the purpose of running your background check.

How We Disclose Your Personal Information

We will not disclose any personal information we collect from you to any third parties except as follows:

  1. Our Affiliates. We may disclose your personal information to any of our affiliates within the Entrata corporate group.
  2. Property Management. We will disclose your personal information to your Property Management or their service providers in order to facilitate the transactions you authorized through the Platform. In addition, as contemplated above, we will transfer any personal information we collect on behalf of your Property Management to your Property Management or, where requested by your Property Management, another third party.
  3. Service Providers. We may disclose your personal information to our service providers which perform certain services necessary to run our business (for example, data hosting).
  4. Legal Request. We may disclose your personal information to respond to law enforcement requests or where required by applicable laws, court orders, or government regulations.

Cookies and Similar Technologies

We use cookies, third-party analytics and other tracking mechanisms to collect personal and non-personal information to track your use of the Platforms. Such tracking mechanisms may automatically collect information such as: your IP address, domain name, browser type and operating system; web pages you view; links you click; how you move through the Platforms and the length of time you visit the Platforms and use the services offered thereon.

Cookies are small text files that are saved by your browser when you access the Platforms. We (and our third-party analytics providers, such as Google Analytics) may use both session cookies and persistent cookies to identify that you've logged on to a Platform and to tell us how and when you interact with the Platforms. We may also use cookies to monitor aggregate usage and web traffic routing through the Platforms and to customize and improve the services offered on the Platforms. Unlike persistent cookies, session cookies are deleted when you log off from a Platform and close your browser. Although most browsers automatically accept cookies, you can change your browser options to stop automatically accepting cookies or to prompt you before accepting cookies. On the Platform, you may also choose whether to accept the use of cookies and similar technologies by changing the settings located in Cookie Preferences, accessible via a link at the footer of the Platform. Please note, however, that if you don't accept cookies, you may not be able to access all portions of, or features offered on, the Platforms. Certain cookies cannot be disabled as they are essential to the operation of our Platform and enable basic functions, such as page navigation and controlled access to secure parts of our Platform.

One of the third party services that we use to track your activity on the Platforms is Google Analytics. Information that we collect via the data collection technologies described in this section may be linked to other information about you such as location and may be personal information. We use the technologies described in this section, alone or in combination, to understand user behavior, target and measure the effectiveness of advertisements, help diagnose problems, recognize repeat visitors, and facilitate your access to and use of the services offered on the Platforms. You can find more information on how Google uses data at https://policies.google.com/technologies/ads. You can opt out of receiving interest-based Google ads, or customize the ads Google shows you at https://adssettings.google.com/u/0/authenticated. If you do not want Google Analytics to collect and use information about your use of the Platforms, then you can install an opt-out in your web browser by visiting https://tools.google.com/dlpage/gaoptout.

Protecting Your Personal Information

At Entrata we take the protection of your personal information seriously. We make every reasonable effort to prevent unauthorized use, disclosure, loss or theft of your personal information. Employees who have access to your personal information are made aware of the importance of keeping it confidential. Where we collect your credit card information, we will comply with all applicable Payment Card Industry Data Security Standards (PCI-DSS).

Where we use service providers who might have access to your personal information, we select them carefully and require them to have privacy and security standards that are comparable to ours. We use contracts and other measures with our service providers to maintain the confidentiality and security of your personal information and to prevent such information from being used for any other purpose.

Please be aware that no data security measures can guarantee complete security. You should also take steps to protect against unauthorized access to your password, phone, and computer by, among other things, signing off after using a shared computer, choosing a robust password that nobody else knows or can easily guess and keeping your log-in and password private. If you do not want Entrata or the Property Management to know any particular information about you, you should not include that information in anything you submit or post to the Platforms.

Transfers outside Canada

Entrata is headquartered in the United States. As a result, your personal information will be used, stored and/or accessed in countries outside of Canada, including the United States. However, all such information will be protected in accordance with this Privacy Policy. Please note that when your personal information is located outside of Canada it will be subject to the laws of the country in which it is situated.

Retaining Your Personal Information

We will only retain your personal information as long as is necessary for the fulfillment of the purposes for which it was collected or as required by law. Your personal information is securely stored until such time as it is no longer required, after which it is destroyed, rendering it unable to identify you.

Keeping Your Information Updated

We do not update any personal information we collect from you unless necessary for the purposes for which it was collected. In the event it is necessary to update your personal information for the purposes for which it was collected, we will contact you to provide such updated information. You may also contact us to update your personal information.

Data Subject Rights

You have the right to request access to and / or amendment of your personal information. These rights, however, are not absolute and may be denied if they conflict with other legal duties to which we are bound.

You may withdraw your consent to our use and disclosure of your personal information at any time unless the personal information is necessary to fulfill our legal duties. Your withdrawal of consent, however, may mean that we are no longer able to continue a relationship or provide certain services to you.

Finally, although we prefer that your first contact us with any complaint you may have, you always have the right to lodge a complaint with your applicable federal or provincial data protection authority.

In addition to the above, if you reside in Quebec you may, in certain circumstances, have the right to request that we: (i) cease disseminating your personal information; (ii) de-index or re-index a hyperlink attached to your name that provides access to information by a technological means; or (iii) that computerized personal information collected from you be communicated to you in a commonly used technological format as well as to any person or body authorized by law to collect such information.

For more information on these rights or on our privacy policy, including with respect to our use of service providers outside Canada, we invite you to contact our Privacy Officer at the coordinated provided above.

Updates to this Privacy Notice

This Privacy Policy or our other privacy related documents will be updated from time to time. You are responsible for reviewing this Privacy Policy periodically and informing yourself of any changes to this Privacy Policy. This Privacy Policy may be found on Entrata's website www.entrata.com/privacy-policy/can or obtained by contacting our Privacy Officer (please see the "How to Contact Us" section below).

How to Contact Us

If you have any questions related to our practices with respect to the collection, use or disclosure of personal information, or if you wish to complain to us in writing about how we have handled your personal information, please feel free to contact us at:

Entrata Legal Department
4205 Chapel Ridge Road
Lehi, UT 84043
dataprivacy@entrata.com

Au sein d’Entrata Canada, Inc. (collectivement, « Entrata », « nous », « notre » ou « nos »), nous sommes fiers de nos pratiques en matière de protection de la vie privée. Nous nous engageons à être transparents à propos des renseignements personnels que nous recueillons, de la manière dont nous les utilisons et des cas limités où certains d’entre eux peuvent être communiqués. Afin de nous aider à respecter cet engagement envers vous, nous avons élaboré la présente politique de protection de la vie privée (la « politique ») et nommé un responsable de la protection de la vie privée afin de nous assurer que tous les renseignements personnels que vous nous fournissez par l’intermédiaire de nos sites Web et de nos autres plateformes en ligne, notamment nos sites Web ResidentPortalMC et ProspectPortalMD (collectivement, les « plateformes » ou, individuellement, une « plateforme ») sont uniquement recueillis, utilisés et communiqués conformément à la présente politique.

Vous pouvez joindre notre responsable de la protection de la vie privée à l’adresse dataprivacy@entrata.com.

La présente politique décrit la manière dont nous recueillons, utilisons, communiquons et protégeons les renseignements personnels que vous fournissez. Elle décrit également vos choix concernant l’utilisation et la correction de vos renseignements personnels ainsi que l’accès à ceux-ci. Dans la présente politique, les termes « utilisateur », « vous », « votre » et « vos » vous désignent à titre d’utilisateur des plateformes.

Votre consentement

La présente politique régit votre utilisation des plateformes. Lorsque vous créez un compte d’utilisateur sur les plateformes ou que vous accédez à celles-ci ou les utilisez autrement, vous consentez aux modalités de la présente politique, dans sa version modifiée de temps à autre, et consentez à la collecte, à l’utilisation et à la communication de vos renseignements personnels conformément aux modalités de la présente politique.

Enfants

Les plateformes ne visent aucunement à solliciter des renseignements auprès de mineurs (personnes âgées de moins de dix-huit [18] ans) ou à tenter de déterminer si un visiteur est mineur. Si vous avez moins de dix-huit (18) ans, vous n’êtes pas autorisé(e) à nous fournir des renseignements personnels. Toute personne âgée de moins de dix-huit (18) ans qui souhaite obtenir un produit d’Entrata ou qui nous soumet autrement des renseignements personnels doit demander à un parent ou à un tuteur de le faire en son nom. Comme ces renseignements ne seront pas identifiés expressément comme étant ceux d’un mineur, les utilisateurs des plateformes doivent savoir que les renseignements personnels fournis par un mineur peuvent être traités de la même manière que ceux fournis par un adulte. Si nous apprenons que nous avons recueilli ou reçu des renseignements personnels d’un enfant âgé de moins de dix-huit (18) ans sans que le consentement d’un parent ait été vérifié, nous supprimerons ces renseignements. Si vous croyez que nous pourrions avoir des renseignements fournis par un enfant de moins de dix-huit (18) ans ou sur celui-ci, veuillez nous envoyer un courriel à support@entrata.com.

Signification de l’expression « renseignements personnels »

Aux fins de la présente politique, l’expression « renseignements personnels » désigne les renseignements concernant une personne identifiable, mais ne comprend pas le nom, le titre, l’adresse professionnelle, ni le numéro de téléphone d’un employé d’une organisation lorsqu’ils sont recueillis, utilisés ou communiqués uniquement dans le but de communiquer ou de faciliter la communication avec la personne relativement à son emploi, à son entreprise ou à sa profession.

Renseignements personnels que nous recueillons et manière dont nous les utilisons

À moins d’indication contraire dans la présente politique, tous les renseignements personnels que nous recueillons auprès de vous proviennent des renseignements que vous nous fournissez par l’intermédiaire des plateformes. Lorsque vous vous inscrivez pour utiliser les plateformes, nous pouvons recueillir les renseignements personnels suivants à propos de vous : nom, adresse postale, numéro de téléphone et adresse électronique. Nous pouvons utiliser ces renseignements personnels aux fins suivantes :

  1. vous permettre d’accéder aux plateformes et de les utiliser;
  2. effectuer et traiter les opérations que vous avez autorisées par l’intermédiaire des plateformes;
  3. communiquer avec vous au sujet de votre utilisation des plateformes;
  4. toute autre façon requise par les lois applicables.

De plus, nous pouvons recueillir certains de vos renseignements personnels pour le compte du propriétaire ou du gestionnaire de la propriété que vous louez ou souhaitez louer (votre « gestionnaire immobilier ») ou recevoir par ailleurs certains renseignements personnels de votre gestionnaire immobilier (ou d’un autre tiers pour le compte de votre gestionnaire immobilier). Vous trouverez ci-après des exemples des types de renseignements personnels que nous pouvons recueillir ou recevoir de votre gestionnaire immobilier ou pour son compte, ainsi que la manière dont nous utilisons ces renseignements.

Veuillez noter que votre gestionnaire immobilier est responsable de tous les renseignements personnels que nous recueillons pour son compte ou que nous recevons de lui ou pour son compte. Même si nous utilisons et communiquons ces renseignements seulement de la manière prévue dans la présente politique et conformément à celle-ci, nous n’exerçons aucun contrôle sur la manière dont votre gestionnaire immobilier utilise vos renseignements personnels ou sur les personnes à qui il les communique. Pour en savoir plus sur la manière dont votre gestionnaire immobilier recueille, utilise, communique et protège vos renseignements personnels, veuillez communiquer directement avec lui.

Coordonnées et renseignements biographiques‍

‍Identifiants et renseignements personnels que nous recueillons ou que vous nous fournissez lorsque vous créez un compte ou utilisez par ailleurs les plateformes, notamment les suivants :

  • vos coordonnées, notamment votre nom complet, votre adresse postale, votre numéro de téléphone et votre adresse électronique;
  • vos renseignements biographiques, notamment votre ou vos titres honorifiques, votre ou vos anciens noms, votre genre, votre date de naissance, l’adresse où vous résidiez antérieurement et les coordonnées d’une personne à contacter en cas d’urgence;
  • les renseignements sur votre emploi, comme vos employeurs actuel et précédent, votre profession, le titre de votre emploi et le montant de vos revenus;
  • vos identifiants de médias sociaux, si vous nous les fournissez;
  • vos données d’accès à titre d’utilisateur, si vous créez un compte par l’intermédiaire d’un de nos portails.

‍

Nous utilisons ces renseignements aux fins suivantes:

  • vous permettre d’accéder aux plateformes et de les utiliser;
  • communiquer avec vous à propos de votre utilisation des plateformes;
  • permettre au gestionnaire immobilier de vérifier votre identité;
  • vous permettre de faire une demande de bail au moyen des plateformes;
  • effectuer une vérification de votre solvabilité ou de vos antécédents au nom du gestionnaire immobilier, avec votre consentement;
  • permettre au gestionnaire immobilier de communiquer avec vous ou avec une personne de votre choix en cas d’urgence;
  • transmettre des messages au nom du gestionnaire immobilier;

toute autre raison requise par les lois applicables.

Renseignements sur les études

‍Identifiants et renseignements personnels que nous recueillons ou que vous nous fournissez lorsque vous créez un compte ou utilisez par ailleurs les plateformes en lien avec un logement pour étudiant, notamment les suivants :

  • le nom de votre établissement d’enseignement;
  • l’année d’obtention de votre diplôme;
  • votre numéro d’identification d’étudiant.

Nous utilisons ces renseignements aux fins suivantes :

  • vous permettre d’accéder aux plateformes et de les utiliser;
  • permettre au gestionnaire immobilier de vérifier votre identité et votre établissement d’enseignement;
  • vous permettre de faire une demande de bail pour un logement pour étudiant par l’intermédiaire des plateformes.

‍

Renseignements financiers et en matière de crédit

Renseignements financiers et personnels que nous recueillons ou que vous nous fournissez lorsque vous créez un compte ou utilisez par ailleurs les plateformes pour demander un bail ou effectuer des paiements, notamment les renseignements sur une carte de crédit et/ou un compte bancaire.

Nous utilisons ces renseignements aux fins suivantes :

  • vous permettre de faire une demande de bail par l’intermédiaire des plateformes;
  • remplir et traiter les opérations que vous avez autorisées par l’intermédiaire des plateformes;

toute autre raison requise par les lois applicables.

Soutien et service à la clientèle

‍Renseignements personnels que nous recueillons ou que vous nous fournissez lorsque vous communiquez avec nous par téléphone, notamment les suivants :

  • enregistrements vocaux des appels;
  • renseignements aux fins de suivi des appels, comme l’heure de l’appel.

Nous utilisons ces renseignements aux fins suivantes :

  • vous permettre d’accéder aux plateformes et de les utiliser;
  • communiquer avec vous à propos de votre utilisation des plateformes;
  • vous offrir du soutien à la clientèle au nom du gestionnaire immobilier;
  • améliorer les plateformes et les services que nous offrons au gestionnaire immobilier.

Administration de l’immeuble

‍Renseignements personnels que nous recueillons ou que vous nous fournissez et qui se rapportent à votre immeuble ou à votre résidence, notamment les suivants :

  1. année, marque et modèle de votre véhicule; numéro de plaque d’immatriculation (aux fins de la gestion des places de stationnement);
  2. votre numéro de compte de services publics et les renseignements relatifs à un dispositif de maison intelligente, si vous nous les fournissez;
  3. le montant de votre police d’assurance et le nom de votre assureur, si vous nous les fournissez;
  4. les renseignements personnels sur vos invités ou visiteurs enregistrés, si vous nous les fournissez avec le consentement de ces derniers;
  5. les renseignements à propos de vos animaux de compagnie, si vous nous les fournissez.

‍

En général, nous n’utilisons pas ces renseignements; nous les fournissons plutôt directement à votre gestionnaire immobilier, qui les utilise conformément à ses pratiques en matière de protection de la vie privée.

Si vous avez consenti à ce que nous procédions à une vérification de vos antécédents pour le compte de votre gestionnaire immobilier, nous pourrions aussi vous demander votre numéro d’assurance sociale (NAS) en son nom afin de favoriser l’exactitude de cette vérification. Veuillez noter que vous n’êtes pas dans l’obligation de nous fournir votre NAS, et que cela est totalement facultatif. Nonobstant toute disposition à l’effet contraire dans la présente politique, si vous choisissez de nous fournir votre NAS, nous l’utiliserons et le communiquerons uniquement afin d’effectuer la vérification de vos antécédents.

Communication de vos renseignements personnels

Nous ne communiquerons aucun renseignement personnel que nous recueillons auprès de vous à des tiers, sauf dans les cas suivants :

  1. Membres de notre groupe. Nous pouvons communiquer vos renseignements personnels à un membre de notre groupe qui fait partie du groupe de sociétés d’Entrata.
  2. Gestion immobilière. Nous communiquerons vos renseignements personnels à votre gestionnaire immobilier ou à ses fournisseurs de services afin de faciliter les opérations que vous avez autorisées par l’intermédiaire des plateformes. En outre, comme il est mentionné précédemment, nous transférerons les renseignements personnels que nous recueillons au nom de votre gestionnaire immobilier à ce dernier ou, à sa demande, à un autre tiers.
  3. Fournisseurs de services. Nous pouvons communiquer vos renseignements personnels à nos fournisseurs de services qui offrent certains services nécessaires à la bonne marche de notre entreprise (par exemple, l’hébergement de données).
  4. Demande d’ordre juridique. Nous pouvons communiquer vos renseignements personnels en réponse à des demandes de la part des responsables de l’application de la loi ou lorsque requis par des lois, des ordonnances de tribunaux ou des règlements gouvernementaux applicables.

Témoins et technologies semblables

Nous utilisons des témoins (cookies), des outils d’analyse de tiers et d’autres mécanismes de pistage pour recueillir des renseignements personnels et non personnels afin de suivre votre utilisation des plateformes. Ces mécanismes de pistage peuvent automatiquement recueillir des renseignements tels que : votre adresse IP, nom de domaine, type de navigateur et système d’exploitation; les pages Web que vous consultez; les liens sur lesquels vous cliquez; la façon dont vous vous déplacez sur les plateformes, la durée de votre visite sur les plateformes et l’utilisation des services qui y sont offerts.

Les témoins sont de petits fichiers texte qui sont enregistrés par votre navigateur lorsque vous accédez aux plateformes. Nous (et nos fournisseurs d’analyses tiers, comme Google Analytics) pouvons utiliser des témoins volatils et des témoins persistants pour constater que vous vous êtes connecté à une plateforme et pour nous indiquer comment et quand vous interagissez avec les plateformes. Nous pouvons également utiliser des témoins pour surveiller l’utilisation globale des plateformes et l’acheminement du trafic Web sur celles-ci et pour personnaliser et améliorer les services offerts sur les plateformes. Contrairement aux témoins persistants, les témoins volatils sont supprimés lorsque vous vous déconnectez d’une plateforme et que vous fermez votre session de navigation. Bien que la plupart des navigateurs acceptent automatiquement les témoins, vous pouvez modifier les options de votre navigateur pour qu’il n’accepte plus automatiquement les témoins ou pour qu’il vous demande si vous voulez les accepter. Sur la plateforme, vous pouvez également choisir d’accepter ou non l’utilisation de témoins et de technologies semblables en modifiant les paramètres situés dans les préférences en matière de témoins (Cookie Preferences), accessibles au moyen d’un lien situé dans le bas de page de la plateforme. Veuillez toutefois noter que si vous n’acceptez pas certains témoins, vous pourriez ne pas avoir accès à toutes les parties des plateformes ou à toutes les fonctionnalités qu’elles offrent. Certains témoins ne peuvent pas être désactivés, car ils sont essentiels au fonctionnement de nos plateformes et permettent l’accomplissement de fonctions de base, telles que la navigation sur les pages et l’accès contrôlé à des parties sécurisées de nos plateformes.

Google Analytics est l’un des services tiers que nous utilisons pour suivre votre activité sur les plateformes. Les renseignements que nous recueillons au moyen des technologies de collecte de données décrites dans la présente section peuvent être liés à d’autres renseignements vous concernant, tels que la localisation, et peuvent être des renseignements personnels. Nous utilisons les technologies décrites dans la présente section, seules ou avec d’autres technologies, pour comprendre le comportement des utilisateurs, cibler et mesurer l’efficacité des publicités, aider à diagnostiquer des problèmes, reconnaître les visiteurs assidus et faciliter votre accès aux services offerts sur les plateformes et votre utilisation de ceux-ci. Vous trouverez plus d’information sur la manière dont Google utilise les données à l’adresse https://policies.google.com/technologies/ads. Vous pouvez choisir de ne pas recevoir de publicités de Google ciblées par centres d’intérêt ou de personnaliser les publicités que Google vous présente à l’adresse suivante : https://adssettings.google.com/u/0/authenticated. Si vous ne souhaitez pas que Google Analytics recueille et utilise des renseignements sur votre utilisation des plateformes, vous pouvez installer une option d’exclusion (désactivation de Google Analytics) dans votre navigateur Web en vous rendant au https://tools.google.com/dlpage/gaoptout.

Protection de vos renseignements personnels

Au sein d’Entrata, nous prenons la protection de vos renseignements personnels au sérieux. Nous déployons tous les efforts raisonnables pour empêcher l’utilisation ou la communication non autorisée ainsi que la perte ou le vol de vos renseignements personnels. Les employés qui ont accès à vos renseignements personnels sont sensibilisés à l’importance de les garder confidentiels. Lorsque nous recueillons des renseignements relatifs à votre carte de crédit, nous nous conformons à toutes les normes de sécurité des données de l’industrie des cartes de paiement (PCI-DSS).

Nous sélectionnons soigneusement nos fournisseurs de services qui sont susceptibles d’avoir accès à vos renseignements personnels et les obligeons à avoir en place des normes de protection de la vie privée et de sécurité comparables aux nôtres. Nous concluons des contrats et prenons d’autres mesures avec nos fournisseurs de services pour protéger la confidentialité et la sécurité de vos renseignements personnels et pour empêcher qu’ils soient utilisés à d’autres fins.

Veuillez noter qu’aucune mesure de sécurité des données ne peut garantir une sécurité complète. Vous devriez également prendre des mesures pour vous protéger contre l’accès non autorisé à votre mot de passe, à votre téléphone et à votre ordinateur, notamment en vous déconnectant après avoir utilisé un ordinateur partagé, en choisissant un mot de passe robuste que personne d’autre ne connaît ou ne peut facilement deviner et en gardant vos renseignements de connexion et votre mot de passe privés. Si vous ne voulez pas qu’Entrata ou le gestionnaire immobilier connaissent des renseignements particuliers vous concernant, vous ne devriez pas les inclure dans quoi que ce soit que vous soumettez ou publiez sur les plateformes.

Transferts à l’extérieur du Canada

Le siège social d’Entrata est situé aux États-Unis. Par conséquent, vos renseignements personnels seront utilisés, stockés et/ou consultés dans des pays autres que le Canada, notamment les États-Unis. Toutefois, ces renseignements seront protégés conformément à la présente politique. Veuillez noter que lorsque vos renseignements personnels se trouvent hors du Canada, ils sont assujettis aux lois du pays dans lequel ils se trouvent.

Conservation de vos renseignements personnels

Nous ne conserverons vos renseignements personnels que le temps nécessaire aux fins auxquelles ils ont été recueillis ou tel que la loi l’exige. Vos renseignements personnels sont stockés en toute sécurité jusqu’à ce qu’ils ne soient plus nécessaires, après quoi ils sont détruits, de telle sorte qu’ils ne puissent plus vous identifier.

Maintien à jour de vos renseignements

Nous ne mettons à jour aucun des renseignements personnels que nous recueillons auprès de vous, sauf si cela est nécessaire aux fins auxquelles ils ont été recueillis. S’il est nécessaire de mettre à jour vos renseignements personnels à ces fins, nous communiquerons avec vous pour obtenir ces renseignements à jour. Vous pouvez également communiquer avec nous pour mettre à jour vos renseignements personnels.

Droits des personnes concernées par les données

Vous avez le droit de demander l’accès à vos renseignements personnels et/ou la modification de ceux-ci. Toutefois, ces droits ne sont pas absolus et peuvent être refusés s’ils entrent en conflit avec d’autres obligations qui nous incombent en vertu de la loi.

Vous pouvez à tout moment retirer votre consentement à l’utilisation et à la communication de vos renseignements personnels, à moins que ces derniers ne soient nécessaires à l’acquittement des obligations qui nous incombent en vertu de la loi. Toutefois, le retrait de votre consentement peut signifier que nous ne serons plus en mesure de poursuivre une relation avec vous ou de vous fournir certains services.

Enfin, bien que nous préférions que vous communiquiez d’abord avec nous si vous avez une plainte, vous avez toujours le droit de déposer une plainte auprès de votre autorité fédérale ou provinciale de protection des données compétente.

En plus de ce qui précède, si vous résidez au Québec, vous pouvez, dans certaines circonstances, avoir le droit de nous demander de faire ce qui suit, selon le cas : (i) cesser de diffuser vos renseignements personnels; (ii) procéder au déréférencement ou au référencement d’un hyperlien qui est joint à votre nom et qui donne accès à de l’information par un moyen technologique; (iii) vous communiquer, dans un format technologique communément utilisé, les renseignements personnels informatisés recueillis auprès de vous, et les communiquer à toute personne ou à tout organisme autorisé par la loi à recueillir de tels renseignements.

Pour obtenir de plus amples renseignements sur ces droits ou notre politique de protection de la vie privée, y compris sur notre recours à des fournisseurs de services situés à l’extérieur du Canada, nous vous invitons à communiquer avec notre responsable de la protection de la vie privée à l’adresse indiquée précédemment.

Mises à jour du présent avis sur la protection de la vie privée

La présente politique ou nos autres documents relatifs à la protection de la vie privée seront mis à jour de temps à autre. Il vous incombe de passer en revue périodiquement la présente politique et de vous informer de toute modification apportée à celle-ci. Vous pouvez consulter la présente politique sur le site Web d’Entrata à l’adresse www.entrata.com/privacy-policy/can-fr ou en obtenir un exemplaire en communiquant avec notre responsable de la protection de la vie privée (voir la section « Pour nous joindre » ci-dessous).

Pour nous joindre

Si vous avez des questions au sujet de nos pratiques en matière de collecte, d’utilisation ou de communication de renseignements personnels, ou si vous souhaitez nous adresser une plainte écrite sur la manière dont nous avons traité vos renseignements personnels, n’hésitez pas à communiquer avec nous aux coordonnées suivantes :

Entrata Legal Department

4205 Chapel Ridge Road

Lehi, UT 84043

dataprivacy@entrata.com

Important Note for our Clients’ customers, including tenant applicants, and tenants, whether prospective, current or former ("End Users"):

Entrata, Inc. and its affiliates (collectively, "Entrata", "we", "us," "our") provide its Platforms for use by our business clients (“Clients”), which are typically residential and commercial real estate property managers and property owners. Our Clients use our Platforms for many purposes, such as to manage the leasing lifecycle, and to facilitate communication with their End Users. Entrata typically has no direct relationship with the End Users; we only process and store the End Users’ personal data ("Client Data") on our Clients’ behalf, as their service provider (i.e., data processor), while the Clients are responsible for the processing (i.e., data controllers). Any use of Client Data by us is carried out pursuant to our Client’s instructions (and/or our applicable Terms of Service) in place between Entrata and our Client.

If you, as an End User, have any questions or concerns about the data handling practices of one of our Clients using our Platforms to process and store your personal data, please contact the relevant Client directly. Our ProspectPortal Platform permits our Clients to create their own websites, which facilitate communication and transactions between prospective and current tenants. While these websites are built using our Platforms, and Client Data obtained through these websites are stored on our systems, such Client Data is governed by our Clients’ privacy notices/policies.

This Privacy Policy only governs our processing of Personal Data that is covered by the EU General Data Protection Regulation (GDPR). This may be the case if you are an individual located in the EU, or when one of our affiliates located in the EU is responsible for the processing of your Personal Data. To access our privacy policies in other regions, please click here.

Entrata is committed to protecting individuals’ privacy. It is important to us that we provide transparency regarding our collection, use, and disclosure of Personal Data.

"Personal Data" is data that identifies you as an individual or relates to an identifiable individual. This Privacy Policy describes our processing practices of Personal Data that we collect and use in connection with:

  1. Our suite of products and services made available to our customers in the European Union (“EU”) by us for use on or through computers and mobile devices (collectively, the “Platforms”).
  2. Websites operated by us relating to the Platforms which link to this Privacy Policy (“Entrata Sites”).
  3. Our social media pages relating to the Platforms from which you are accessing this Privacy Policy (collectively, our “Social Media Pages”).
  4. Offline business interactions that you have with us about the Platforms.
  5. HTML-formatted email messages that we send to you that link to this Privacy Policy or other communications with you.

Collectively, we refer to the Platforms, the Entrata Sites, the Social Media Pages, the offline business interactions, and emails as the "Services").

1. What Does This Privacy Policy Apply to?

This Privacy Policy describes how we use, share, and protect the Personal Data of individuals who use the Services. It also describes your rights and choices regarding your Personal Data.

Our Services may contain links to other third-party websites. This Privacy Policy does not address, and we are not responsible for, the privacy, information, or other practices of any third parties, including any third party operating any website or service to which the Services link. The inclusion of a link on the Services does not imply endorsement of the linked site or service by us or by our affiliates. The information practices and content of such third-party websites are governed by their own privacy policies. We encourage you to review the privacy policies of such third-party websites to understand their information practices.

In addition, we are not responsible for the data collection, use, disclosure, or security policies or practices of other organizations, such as Meta, Apple, or Microsoft, or any other social media platform provider, operating system provider, or device manufacturer, including with respect to any Personal Data you disclose to other organizations through or in connection with the Platforms or our Social Media Pages.

2. Which Categories of Personal Data Do We Process?

We collect Personal Data in various ways, including through our Services and from other sources, as set out in the grids below.

We need to collect certain Personal Data in order to provide the requested Services to you. If you do not provide the data requested, we may not be able to provide the Services. We will note which Personal Data is required to provide the Services at the time of its collection.

If you disclose any Personal Data relating to other people to us, you represent that you have the authority to do so and to permit us to use the information in accordance with this Privacy Policy.

Personal Data we receive directly from you‍

Name & Contact Details

Such as first and last name, email address, telephone number, postal address, country of residence.

Business Contact Details

Such as company name, job title, business email address, business telephone number, business postal address, country of business.

Account Information

Such as your chosen username and password, and other information you share as part of your account.

Billing Information

Such as debit or credit card details, bank account details, billing address.

User Content

Such as reviews about our Services, and other content you may create or share on our Services, including posts on our Social Media Pages, blogs, and comment sections.

Preferences

Such as language, interests, and other customer feedback/preferences that you might express during your use of our Services.

Marketing Data

Such as your choices regarding our newsletters, surveys, and other marketing/advertising displayed or provided to you, and preferred methods of such promotional communication.

Relationship History

Such as details of your communications with us, and details of your claims, complaints and queries in general.

Transaction Information

Such as details of the Services you have purchased from us.

Visitor and Event Information

Such as dietary restrictions, travel and accommodation details, and other details specific to a particular event that you share with us.

User Photographs and Videos

Such as photos and videos submitted by you while using our Services.

Telephone Call Recordings

Such as audio recordings of telephone calls when you contact us.

Personal Data we collect through your use of our Services or from other sources

Social Media Information

Such as profile pictures, social media account ID, and other social media profile information, including lists of friends/followers on social media.

Event Photographs and Videos

Such as photos and videos taken at one of our events.

Device Information

Such as information about your devices and your use of our Services.

3. Why Do We Collect Personal Data?

We use your Personal Data for legitimate business purposes as described in the grids below. Entrata does not use personal data for purposes that are materially different to the purposes for which they were originally collected. If these purposes change in the future, we will provide you with relevant notice and the option to opt-out of this use where so required by applicable law.

Making our Services available to you

Purpose
Examples of Processing Activities
Legal Basis
Third Party Sources

Providing the functionality of the Services

Provide the functionality of the Services to you, such as arranging access to your online account, providing prospective clients access to our Platforms for the purposes of providing demos/tutorials of the Platforms, and administering your account(s); facilitating your purchases of our Services; verifying your information; processing your purchases and related payments.

Name & Contact Details; Business Contact Details; Account Information; Billing Information; Preferences; Relationship History; Transaction Information; Device Information.

Performance of the contract, including the Terms of Use we enter into with you to provide the Services.

Publicly available databases.

Customer service

Administering customer-care services to facilitate and address inquiries, requests, comments, suggestions, compliments, and complaints about any of our Services (such as in person, through phone lines, email, or on social media), for example, to send you documents or information you request or assist you in using the Services.

Name & Contact Details; Business Contact Details; Account Information; Billing Information; Relationship History; Transaction Information; Device Information; Telephone Call Recordings; and Preferences.

Performance of the Terms of Use we enter into with you to provide the Services.

Legitimate interests, such as responding to inquiries or complaints.

Legal obligations*, such as when you submit a request to access your Personal Data.

N/A

Communicating important changes / Service messages

Sending you important information regarding our relationship with you, our Services, any changes to our terms, conditions, policies and procedures, and/or other administrative information.

Name & Contact Details; Business Contact Details; Account Information; Preferences; Relationship History; Transaction Information; Device Information; and Social Media Information.

Legitimate interests, such as to ensure our Services are used in accordance with our terms, conditions, and policies.

Performance of contract, where provided in our Terms of Use.

Legal obligations*, such as to inform you of material changes to our Terms of Use to comply with applicable consumer and/or data protection laws.

N/A

Operations and general business

Supporting internal Entrata operations, including CRM and Client technical support; administering our online Services (such as troubleshooting and diagnostic testing, conducting performance analyses of our systems and Services, testing new system features to evaluate their impact, system and log maintenance, technical support, system debugging, the hosting of data); employee training and managing work activities and personnel generally; facilitating mergers, acquisitions and other reorganizations and restructurings of our business (including prospective transactions).**

Personal Data as relevant for the specific business operation.

Legitimate interests, such as responding to customer complaints and concerns.

Legal obligations*, for example, relating to financial transactions, such as the obligation to maintain books and records.

Third party organizations, when they share personal data with us to, for example, facilitate mergers, acquisitions and other reorganization and restructurings of our business.

Events, Programs and Visits

Purpose
Examples of Processing Activities
Legal Basis
Third Party Sources

Online webinars, Entrata Connect, Basecamp and other events

Facilitating your participation in our programs and activities, such as online webinars, Entrata Connect and Basecamp; facilitating your participation in industry events and trade shows; welcoming visitors to our premises.

Name & Contact Details; Business Contact Details; Account Information; Relationship History; Preferences; Visitor and Event Information; Marketing Data; and Event Photographs and Videos.

Performance of a contract with you, such as collecting information regarding a planned event in which you participate.

Legitimate interests, such as responding to customer complaints or concerns relating to an event.

Event management service providers.

Marketing and engagement

Purpose
Examples of Processing Activities
Legal Basis
Third Party Sources

Marketing

Sending you promotional information about our Services, newsletters, promotions, offers and other news about our Company; engaging with prospective clients who have expressed interest in our Services.

Name & Contact Details; Business Contact Details; Account Information; Relationship History; Transaction Information; Preferences; Marketing Data; Event Photographs and Videos; User Content; Device Information; and Social Media Information.

Legitimate interests, such as to promote our Services.

Consent, for example, where we would like to send you email marketing communications, but do not have an existing relationship with you, we will ask for and rely on your prior opt-in consent.

Publicly available databases.

Marketing / advertising service providers.

Promotions and contests

Conducting contests and other promotional offers.

NOTE: Some of these promotions have additional rules containing information about how we will use and disclose your Personal Data, which we will communicate to you separately.

Name & Contact Details; Business Contact Details; Account Information; Relationship History; Transaction Information; Preferences; Marketing Data; Device Information; User Content; User Photographs and Videos; Event Photographs and Videos; and Social Media Information.

Legitimate interests, such as to promote our Services.

Performance of contract, such as fulfilling obligations associated with a contest.

Publicly available databases.

Marketing / advertising service providers.

Relationship building and engagement

Facilitating and responding to any reviews, social sharing and posts on our Services.

Name & Contact Details; Business Contact Details; Account Information; Marketing Data; Social Media Information; and User Content.

Legitimate interests, such as engaging with individuals who post on our Social Media Pages.

Marketing / advertising service providers.

Personalization and improving our Services

Purpose
Examples of Processing Activities
Personal Data Categories
Legal Basis
Third Party Sources

Personalizing our Services

Carrying out machine learning, data extracting and loading data in data warehouses to support Entrata enterprise software, data access, modifications, operations.

Name & Contact Details; Business Contact Details; Account Information; Marketing Data; Social Media Information; Relationship History; Transaction Information; Device Information; and Preferences.

Legitimate interests, such as providing tailored Services based on past usage and/or preferences, and such tailoring would be based on basic and privacy-non-intrusive segmentation.

Publicly available databases.

Improving Services

Conducting data analysis, for example, monitoring and analyzing usage of Services and using data analytics to improve the efficiency of our Services; considering ways for enhancing, improving, repairing, maintaining or modifying our current Services; identifying usage trends, for example, understanding which parts of our Services are of most interest to users; operating and expanding our business activities, for example, understanding which parts of our Services are of most interest to our users so we can focus our energies on meeting our users’ interests; determining the effectiveness of our promotional campaigns, so that we can adapt our campaigns to the needs and interests of our users; developing new products and services.

Name & Contact Details; Business Contact Details; Account Information; Relationship History; Transaction Information; Preferences; User Content; Device Information; Telephone Call Recordings; and Social Media Information.

Legitimate interests, such as developing new Services.

Publicly available databases.

Marketing / advertising service providers.

Data broker service providers.

Aggregating and/or anonymizing Personal Data

Aggregating and/or anonymizing Personal Data so that it will no longer be considered Personal Data.

Personal Data as relevant for the specific business purpose.

Legitimate interests, such as to generate other data for our use, which we may use and disclose for any purpose, as it no longer identifies you or any other individual.

N/A

Security and legal reasons

Purpose
Examples of Processing Activities
Personal Data Categories
Legal Basis
Third Party Sources

Fraud prevention and security

Conduct audits, verify that our internal processes function as intended and are compliant with legal, regulatory or contractual requirements; monitor for and prevent fraud; and security purposes, including system security and on-site security of our premises.

Name & Contact Details; Business Contact Details; Account Information; Billing Information; Device Information; Relationship History; Telephone Call Recordings; CCTV and Site Security Information; and Transaction Information.

Legal obligations*, such as to detect and prevent cyberattacks.

Legitimate interests, such as identifying and/or preventing fraudulent transactions.

N/A

Legal and compliance

Fulfilling our legal and compliance-related obligations, including complying with applicable laws; complying with legal processes; responding to requests from public and government authorities; meeting national security or law enforcement requirements.

Enforcing our Terms of Use and any other contractual terms and conditions that govern the relationship between you and us; protecting our operations; protecting the rights, privacy, or property of Entrata; and allowing us to pursue available legal remedies, defend claims and limit the damages that Entrata may sustain.

Personal Data as relevant for the specific legal action, regulatory investigation, and/or legal processes in question, which may include:

Name & Contact Details; Business Contact Details; Account Information; Billing Information; User Content; Preferences; Marketing Data; Relationship History; Transaction Information; Visitor and Event Information; User Photographs and Videos; Social Media Information; Event Photographs and Videos; Telephone Call Recordings; and Device Information.

Legal obligations*, such as complying with legal processes.

Legitimate interests, such as enforcing terms and conditions to protect trademarks and bringing or defending legal claims.

Public and/or government and/or regulatory authorities, including courts, tribunals, regulators and government authorities.

Third persons (legal or natural), as relevant for the specific legal action and/or processes in question (such as lawyers, auditors, insurers, advisory firms etc.).

Emergency and incident response

Ensuring the safety of on-site personnel and visitors; responding to and documenting on-site accidents and medical and other emergencies; actively monitoring facilities to ensure adequate incident prevention, response and documentation; requesting assistance from emergency services; and sending notifications and alerts in the event of incidents or emergencies.

Name & Contact Details; and Visitor and Event Information.

Legal obligations*, for example, relating to health and safety regulations and documenting on‑site accidents.

Legitimate interests, such as monitoring properties to ensure individuals’ safety.

Protect individuals’ vital interests, such as contacting medical or emergency services where an individual’s life is at risk.

N/A

  • For more information on our legal obligations, please see section ‘Other Disclosures’ below.

** For more information on disclosure of Personal Information in connection with a sale or business transaction, please see ‘Other Disclosures’ below.

‍Other Disclosures

‍We also disclose your Personal Data as necessary or appropriate, in particular when we have a legal obligation or legitimate interest to do so, as set out in further detail below.

Purpose
Further Detail

To comply with applicable law and regulations

This may include laws outside your country of residence, which could give rise to a legal obligation requiring us to process your Personal Data, including:

- Civil and commercial matters: where we are in receipt of a court order to disclose information for the purposes of court proceedings, such as under Regulation (EU) No 1215/2012 on jurisdiction and the recognition and enforcement of judgments in civil and commercial matters.

- Criminal matters: to comply with requests and orders from EU and EU Member State law enforcement to provide information in relation to a criminal investigation in compliance with applicable local laws, or to take steps to report information we believe is important to law enforcement where so required or advisable under applicable local laws.

- Corporate and taxation matters: to comply with our obligations under applicable EU Member State corporate and tax legislation, such as where a national tax law of an EU Member State requires collection of specific transactional Personal Data for tax purposes.

- Regulatory matters: to respond to a request or to provide information we believe is necessary or appropriate to comply with our obligations to engage with regulators, such as when relevant EU Member State data protection supervisory authorities initiate investigation under the GDPR into our Company. These can include authorities outside of your country of residence.

- Compliance and internal investigations: to comply with whistleblowing requirements under Directive (EU) 2019/1937 and its implementing laws in EU Member States.

- Health and safety regulations: to comply with health and safety reporting obligations in accordance with applicable local laws, such as in relation to accidents involving members of the public on our premises.

For other legal reasons

- For dispute resolution purposes;

- To protect our rights, privacy, safety or property, and/or that of our affiliates, you or others.

In connection with a sale or business transaction

For disclosing or transferring your Personal Data to a third party in the event of any reorganization, merger, sale, joint venture, assignment, transfer, or other disposition of all or any portion of our business, assets, or stock (including in connection with any bankruptcy or similar proceedings). You will be notified of any such business transaction and of possible changes to the processing of your Personal Data in accordance with applicable law and Section 11.

4. Which Recipients Receive Personal Data?

Recipients
Purpose

Payment processing service providers

- Fraud prevention and security
- Providing the functionality of the Services
- Events, Programs and Visits

Our affiliates (including Entrata Europe B.V. and Entrata India Private Limited)

- Aggregating and/or anonymizing Personal Data
- Communicating important changes
- Customer service
- Fraud prevention and security- Improving the Services
- Legal and compliance
- Marketing- Operations and general business
- Personalizing our Services
- Promotions and contests
- Providing the functionality of the Services
- Relationship building and engagement- Events, Programs and Visits

Data hosting service providers

- Improving the Services
- Operations and general business
- Providing the functionality of the Services

Fraud prevention agencies

- Fraud prevention and security
- Improving the Services
- Operations and general business
- Providing the functionality of the Services

Analytics service providers for our Services

- Aggregating and/or anonymizing Personal Data
- Customer service
- Fraud prevention and security
- Improving the Services
- Marketing
- Operations and general business
- Personalizing our Services
- Promotions and contests
- Relationship building and engagement

Law enforcement, public, regulatory and government authorities, courts or tribunals

- Emergency and incident response
- Fraud prevention and security
- Legal and compliance

Auditing service providers and professional advisers

- Fraud prevention and security
- Legal and compliance

Other service providers assisting us with the Services

- Provision of the Entrata Academy

5. Use of Services by Children

The Services are not directed to individuals under the age of sixteen (16), and we do not knowingly collect Personal Data from individuals under the age of sixteen (16). If you believe that we may have collected personal data from or about a child under the age of sixteen (16), please send an email to dataprivacy@entrata.com with the subject line "Personal Data of a Minor".

6. How Do We Protect Your Personal Data?

We seek to use reasonable organizational, technical, and administrative measures to protect Personal Data within our organization. Unfortunately, no data transmission or storage system can be guaranteed to be 100% secure. If you have reason to believe that your interaction with us is no longer secure, please immediately notify us in accordance with Section 12 below.

7. Transfers outside of the EEA

Your Personal Data may be stored and processed in any country where we have facilities or in which we engage service providers, and by using the Services you understand that your Personal Data will be transferred to countries outside of your country of residence, including the United States, which may have data protection rules that are different from those of your country.

Where this will involve transferring your Personal Data outside the EEA, we ensure a similar degree of protection is afforded to it by ensuring at least one of the following safeguards is implemented:

  1. Adequacy Decisions: Some non-EEA countries are recognized by the European Commission as providing an adequate level of data protection according to EEA standards (the full list of these countries is available here.
  2. Standard Contractual Clauses: For transfers of Personal Data from the EEA to countries which are not considered adequate by the European Commission, we have put in place standard contractual clauses adopted by the European Commission to protect your Personal Data. You may obtain a copy of these measures by contacting us in accordance with Section 12 below.

8. Retaining Your Personal Data

We retain Personal Data for as long as necessary to fulfill the purpose(s) for which they were obtained unless a longer retention period is required or permitted by law, for example, for the purposes of satisfying any legal, regulatory, tax, accounting or reporting requirements.

The criteria used to determine our retention periods include:

  1. The length of time we have an ongoing relationship with you and provide the Services to you (for example, for as long as you have an account with us or keep using the Services);
  2. Whether there is a legal obligation to which we are subject (for example, certain laws require us to keep records of your transactions for a certain period of time before we can delete them); or
  3. Whether retention is advisable in light of our legal position (such as in regard to applicable statutes of limitations, litigation or regulatory investigations).

Where a legal obligation arises or retention is advisable in light of our legal position, in some circumstances, we will retain certain Personal Data, even after your account has been deleted and/or we no longer provide the Services to you; for example:

  1. To cooperate with law enforcement or public, regulatory, and government authorities: If we receive a preservation order or search warrant, related to your Services account, we will preserve Personal Data subject to such order or warrant after you delete your Services account.
  2. To comply with legal provisions on tax and accounting: We may retain your Personal Data, such as Billing Information, Relationship History, and/or Transaction Information for up to 10 years after you delete your Services account, as required by tax law and to comply with bookkeeping requirements.
  3. To pursue or defend a legal action: We may retain relevant Personal Data in the event of a legal claim or complaint, including regulatory investigations or legal proceedings about a claim related to your Personal Data, or if we reasonably believe there is a prospect of litigation (whether in respect of our relationship with you or otherwise) for up to 10 years after the dispute has been settled or decided by a court or tribunal from which there is no further right of appeal.

In some circumstances we will anonymize Personal Data (so that it can no longer be associated with you) for research or statistical purposes, in which case we may use this information indefinitely without further notice to you.

9. Your Individual Rights

You have the right to access, correct, change, delete, restrict your Personal Data, exercise your right to data portability, object to or opt out of the processing of Personal Data or withdraw your consent (which will not affect the lawfulness of processing prior to the withdrawal) to the extent these rights are provided to you by applicable law.

  1. You can elect not to receive marketing communications by changing your preferences in your account, by following the unsubscribe instructions in each communication, or by contacting us at dataprivacy@entrata.com. Please note that if you opt out of receiving marketing related emails from us, we may still send you important administrative messages (such as changes to our Terms of Use or privacy practices), from which you cannot opt out.
  2. If you would prefer that we discontinue sharing your Personal Data on a going-forward basis with our affiliates for their direct marketing purposes, you may opt out of this sharing by contacting us at dataprivacy@entrata.com.

You can exercise your rights by contacting us directly with your request at dataprivacy@entrata.com with the subject line "Exercise of EU Data Subject Right". We will respond to your request consistent with applicable law.

You may also lodge a complaint with an EU/EEA data protection authority for your country or region where you have your habitual residence or place of work or where an alleged infringement of applicable data protection law occurs. A list of data protection authorities is available here.

Please note that we are not responsible for handling any End User individual rights requests, because the relevant Client is the data controller of the End User’s Personal Data. As an End User, you can exercise your rights by contacting the respective Client with whom you have a direct relationship. For more information, please refer to the note at the top of the page, marked " Important to Note for our Clients’ customers, including tenant applicants, and tenants, whether prospective, current or former ("End Users")".

10. Sensitive Information

Unless we request it, we ask that you not send us, and you not disclose, any sensitive Personal Data (e.g., social security numbers, information related to racial or ethnic origin, political opinions, religion or other beliefs, health, biometrics or genetic characteristics, criminal background, or trade union membership) on or through the Services or otherwise to us.

11. Updates to this Privacy Policy

It is our policy to post any changes we make to our Privacy Policy on this page, with a notice that it has been updated on our main homepage. The date that this Privacy Policy was last revised is listed at the top of this page. Any changes will become effective when we post the revised Privacy Policy on the Platforms or the Entrata Sites.

12. Contacting Us

If you have any questions or complaints related to our practices under this Privacy Policy, please feel free to contact us at dataprivacy@entrata.com. Because email communications are not always secure, please do not include credit card or other sensitive information in your emails to us.

Entrata, Inc. (a US company located at 4205 Chapel Ridge Road, Lehi, UT 84043) is the company responsible (i.e., the data controller) for the processing of Personal Data covered by this Privacy Policy and can be contacted at dataprivacy@entrata.com.

Sales: 1.800.700.2097
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