Privacy Policy

Click here for the Spanish translation of this Privacy Notice

Please Note: This Privacy Notice only governs our processing of Personal Information in the United States. You can view our additional Privacy Notices here by region.

For Residents of California and certain other U.S. States: Notice at Collection

Entrata, Inc. and its affiliated entities (collectively, "Entrata", "we", "us", "our") are committed to protecting individual privacy and maintaining the trust of our clients, who are typically residential and commercial real estate property managers and property owners (“Clients”), the users of our services who are employed or contracted by our Clients ("Client Staff"), and visitors to our websites ("Visitors") (collectively, "you," "your"). Entrata provides a suite of property management products and services through a unified platform that helps our Clients automate and simplify complex tasks, including marketing and leasing, tenant management and communication, accounting, compliance, and utilities management (the “Services”).

It is important to us that we provide transparency regarding our collection, use, and disclosure of information that relates to a person or that can be reasonably linked to a person ("Personal Information"). This Privacy Notice governs our collection, use, and disclosure of Clients’, Client Staff’s, and Visitors’ Personal Information in connection with the Services, including from the websites we control and that link to this Privacy Notice (“Sites”). It also describes the available rights and choices in connection with our use of Personal Information.

Important: This Privacy Notice does not apply to Residents or prospective Residents. Our privacy obligations with respect to Resident Personal Information are governed solely by the agreements under which the Services are provided to our Clients and applicable law. Entrata typically has no direct relationship with our Clients’ residents or applicants (“Residents”), and we merely host or process Residents’ Personal Information ("Client Data") on behalf of our Clients in our capacity as a service provider. Our Clients, as data controllers, are responsible for complying with any regulations or laws that require providing notice, disclosure, and/or obtaining consent prior to collecting Client Data. If you are a Resident and you have any questions about how your property manager (i.e., a Client using our Services) collects, stores, or uses your Personal Information, please contact your property manager directly.

Additionally, this Privacy Notice does not govern the collection, use, and disclosure of Personal Information through ProspectPortal websites, which are created by our Clients to facilitate communication and transactions between Clients and their prospective and current tenants. Client Data obtained through ProspectPortal websites is governed by our Clients' privacy notices.

The Sites may contain links to other third-party websites. The information practices and content of such third-party websites are governed by their own privacy notices. We encourage you to review the privacy notices of such third-party websites to understand their information practices.

We will update this Privacy Notice from time to time to reflect changes in our practices, technologies, legal requirements, and other factors.  We will let you know when we update this Notice by updating the “Last Updated” legend at the top or other appropriate means.  Any changes will become effective when we post the revised Privacy Notice on the Services.

Sources of Personal Information

We collect Personal Information from Customers, Clients, and Visitors when they provide it to us through our Services and Sites.  We may also receive information from third-party providers, including public databases, third party data providers, service providers, advertising sources, and affiliates which are subsidiaries of Entrata.

Personal Information We Collect

We collect Personal Information in various ways, such as when you: visit the Sites, use the Services, enter into a transaction or contractual arrangement with us, participate in our programs or activities (e.g., our contests, online webinars, Summit, and Basecamp), provide Personal Information at industry events and trade shows, visit our facilities or when we visit you at your offices, contact our customer service, or make any inquiries and communications with us. We also collect Personal Information from other sources, including publicly-accessible databases and joint marketing partners.

We collect the following categories of Personal Information:

• Personal Identifiers,  such as first and last name, email address, account name or login credentials, government-issued identifiers (for example, Social Security number), government-issued identity documents (for example, driver’s license).
• Records Information, such as name, contact information, signature, email address, phone number, financial information including financial account number, bank account number, credit/debit card numbers, and employment information.
• Employment Information, such as employer name or company affiliation, job title, work email address, and work phone number.
• Commercial Information, such as transactions, credentials to online services and platforms, bank account number, credit or debit card numbers, credit information, financial account information, business email, business telephone, account balances, billing information, and records of sales, purchases, and uses.
• Internet or Network Activity Information, such as browsing history and interactions with our advertisements.
• Audio Data, such as electronic content produced by individuals using our systems including online interactive and voice communications such as through email, phone, or network sessions.
• Inferences that are drawn from any of the Personal Information listed above to create a profile about, for example, an individual’s preferences, characteristics, or behavior.

Sensitive personal information: some Personal Information we collect is defined under certain laws as “sensitive personal information”.  Sensitive personal information we collect includes Social Security number, customer account log-in, financial account number, debit card number, and credit card number in combination with any required security or access code, password, or credentials allowing access to an account.

How We Use Personal Information

We use Personal Information for the following purposes:

To provide the Services. This includes:

• Administering, operating, maintaining, and securing our Services.
• Monitoring and analyzing trends, usage, and activities in connection with our Services.
• Administering Client accounts.
• Enforcing our Master Services Agreement, Product Specific Terms, Terms of Use, and any other contractual terms and conditions that govern the relationship between you and Entrata.

Improving, customizing, and personalizing our Services. This includes:

• Supporting internal Entrata operations, including CRM and Client technical support.
• Providing Clients and Client Staff with access to our “App Store” to allow Clients to directly enable third-party applications.
• Carrying out machine learning, data extracting, and loading data in data warehouses, in order to support Entrata enterprise software, data access, modifications, and operations.

Marketing. This includes:

• Sending you marketing emails with information about the Services, new products, and other news about our company.
• To re-engage with prospective Clients who have expressed an interest in our Services.
• Administering account access to our Services for the purposes of providing demos/tutorials of the Services to prospective Clients.

Communicating with you. This includes:

• Providing and improving our customer service.
• Tracking and responding to Clients' inquiries, reports, reviews, or correspondence regarding the Services.
• Facilitating communications generally in the context of our business activities.
• Sending administrative information to Clients, such as changes to our terms, conditions, and policies.
• Facilitating social sharing functionality that you choose to use.
• Responding to your inquiries, for example, when you send us questions, suggestions, compliments or complaints, or when you request further information about the Services.

Operations and general business purposes. This includes:

• Processing and completing transactions, and sending you related information, including alerts and notifications about Services purchased, purchase confirmations, and invoices.
• Data analysis, for example, to improve the efficiency of our Services.
• Audits, to verify that our internal processes function as intended and to address legal, regulatory, or contractual requirements.
• Fraud prevention and fraud security monitoring purposes, for example, to detect and prevent cyberattacks or attempts to commit identity theft, or to determine a prospective Client’s creditworthiness.
• 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 organization's activities, for example, understanding which parts of our Services are of most interest to our Clients so we can focus our energies on meeting our Clients' interests.
• Accounting, recordkeeping, backup, and administrative purposes.

Use of De-identified Personal Information. “De-identified” means information that cannot reasonably be used to infer information about, or otherwise be linked to, a particular consumer.  We de-identify Personal Information 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.  Where we maintain or use de-identified data, we will continue to maintain and use the de-identified data only in a de-identified fashion and will not attempt to re-identify the data.

Who We Disclose Personal Information To

We disclose Personal Information that we collect to:

• Our Affiliates. We may disclose Personal Information to any of our subsidiaries and affiliates within the Entrata corporate group in order to provide the Services.
• Service Providers. We may disclose Personal Information to our service providers who perform certain services necessary to run our business (for example, data hosting and development, data analysis, customer relationship management, customer service, payments, information technology, marketing, auditing, and other services), provided that these service providers have entered into legally binding agreements with us to protect the Personal Information shared, limit their use, retention, and disclosure of the Personal Information, and assist us with our compliance requirements.
• Legal Request. We may disclose Personal Information to comply with applicable law and our regulatory monitoring and reporting obligations (which may include laws outside your country of residence), to respond to requests from public and government authorities (which may include authorities outside your country of residence), to cooperate with law enforcement, or for other legal reasons.
• Business Transfer. We may disclose Personal Information to a third party in the event of a merger, divestiture, restructuring, reorganization, dissolution, or other sale or transfer of some or all of Entrata’s assets, business, or stock, whether as a going concern or as part of bankruptcy, liquidation, receivership, or similar proceeding in which Personal Information held by Entrata are among the assets to be transferred.
• API Transfer. We may disclose Client Data, at the direction of our Clients, through API to third parties. All API transfers are governed by a separate agreement between Entrata and the third party requesting API access, and all data usage and processing is governed by our Clients' agreements with such third parties.
• Enforcement of Our or Others' Rights. We may disclose Personal Information to external parties the extent that this is necessary to enforce or protect our rights, privacy, safety or property, and/or that of our affiliates, you, or others, including enforcing our Master Services Agreement and any other agreements (such as for billing and collection purposes and fraud prevention).

We collect consent for our SMS Programs on behalf of our Clients, and therefore the sharing of such opt-in or the underlying contact information is only done at the direction of Clients. Information collected through our SMS Programs are not shared with third parties for marketing purposes.

Children

Our Services are not intended for children.  We do not knowingly collect Personal Information from children under the age of sixteen without authorization by a holder of parental responsibility. If you believe that we may have collected Personal Information from or about a child under the age of sixteen, please send an email to dataprivacy@entrata.com with the subject line "Personal Information of a Minor."

Other Information
“Other Information” is information that does not reveal your specific identity or directly relate to an identifiable individual.  We and our Service Providers may collect and use Other Information in a variety of ways, including:

1. Your browser or device.  Certain information is collected by most browsers or automatically through your device, such as your Media Access Control (MAC) address, computer type (Windows or Mac), screen resolution, operating system name and version, device manufacturer and model, language, and Internet browser type and version.  We use this information to ensure that the Services function properly.
2. Cookies.  Cookies are pieces of information stored directly on your computer.  Cookies allow us to collect such information as browser type, time spent on the Services, pages visited, language preferences, and traffic data.  We use the information for security purposes, to facilitate navigation, to display information more effectively, and to personalize your experience.  We also gather statistical information about use of the Services to continually improve their design and functionality, understand how they are used, and assist us with resolving questions regarding them.  If you do not want information collected using cookies, most browsers allow you to automatically decline cookies or be given the choice of declining or accepting particular cookies from a particular website.  You may also change your cookie preferences through the cookie banner. If, however, you do not accept cookies, you may experience some inconvenience in your use of the Services.
3. Pixel tags and other similar technologies.  We may use pixel tags (also known as web beacons and clear GIFs) to, among other things, track the actions of users of the Services (including email recipients), measure the success of our marketing campaigns, and compile statistics about use of the Services and response rates.
4. Analytics.  We use Google Analytics, which uses cookies and similar technologies to collect and analyze information about use of the Services and report on activities and trends.  This service may also collect information regarding the use of other websites, apps, and online services.  You can learn about Google’s practices by going to www.google.com/policies/privacy/partners/ and exercise the opt-out provided by Google by downloading the Google Analytics opt-out browser add-on, available at https://tools.google.com/dlpage/gaoptout.
5. Advertising.  We may use third-party advertising companies to serve advertisements that may be of interest to you when you access and use our online services and other websites or online services.  You may receive advertisements on any of your devices, based on information relating to your access to and use of our Services and other websites or online services, as well as on information received from third parties.  These companies place or recognize a unique cookie on your browser, including through the use of pixel tags.  They also use these technologies, along with information they collect about your online use, to recognize you across the devices you use, such as a mobile phone and a laptop.  If you would like more information about this practice, and to learn how to opt out of it in desktop and mobile browsers on the particular device on which you are accessing this Privacy Notice, please visit https://optout.aboutads.info/#/ and https://optout.networkadvertising.org/#/. You may download the AppChoices app at www.aboutads.info/appchoices to limit cross-app data sharing.

“Do Not Track” Notice: Entrata does not currently respond to, or honor, Do Not Track signals or requests from your browser. However, we do respond to opt-out preference signals sent through the Global Privacy Control, as described in “Additional Information for Residents of California and Other Applicable U.S. States” below.

We may use and disclose Other Information for any purpose, except where we are required to do otherwise under applicable law.  If we are required to treat Other Information as Personal Information under applicable law, we may use and disclose it for the purposes for which we use and disclose Personal Information, as detailed in this Privacy Notice.  In some instances, we may combine Other Information with Personal Information.  If we do, we will treat the combined information as Personal Information.

How We Protect Your Personal Information

We seek to use commercially reasonable organizational, technical and administrative measures to protect Personal Information 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 the "Contact Us" section below.

Where we collect your payment card information, we will comply with all applicable Payment Card Industry Data Security Standards (PCI-DSS).

Retaining Your Personal Information

We retain Personal Information for the duration of your relationships with us, and where we have an ongoing legitimate business need to do so (for example, to comply with applicable legal, tax or accounting requirements, to enforce our agreements or comply with our legal obligations).  Retention periods may be extended if we are required to preserve your personal information because of litigation, investigations and other similar proceedings, or if a longer retention period is required or permitted by applicable law.

Choices Regarding Your Information

We give you choices regarding our use and disclosure of your Personal Information for marketing purposes. You may opt out from:

• Receiving marketing-related emails from us. If you no longer want to receive marketing related emails from us on a going-forward basis, you may opt out by following the "unsubscribe" option contained in any such email.
• Receiving other promotional text communications, like SMS. If you no longer want to receive marketing related texts, you may opt out by replying "STOP" to any message you may receive from us.

Keeping Your Information Updated

It is up to you to keep your Personal Information on our Services up to date. You can update your Personal Information by logging into your account. If you are unable to update your Personal Information, you can contact us in accordance with the "Contact Us" section below.

Additional Information For Residents of California and Other Applicable States

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In this section of the Privacy Policy, we provide supplemental information to residents of California and other applicable U.S. states about our collection, use, disclosure, and other processing of their Personal Information.

This section details which categories of Personal Information we collect and process, as well as which categories of Personal Information we disclose to third parties for our operational business purposes, including within the 12 months preceding the date this Privacy Notice was last updated.

We do not “sell” Personal Information, including sensitive personal information, as the term is defined under applicable law, and we do not share or otherwise process Personal Information for purposes of cross-context behavioral advertising, as defined under applicable law. We have not engaged in such activities in the 12 months preceding the date this Privacy Policy was last updated. Without limiting the foregoing, we do not sell or share the Personal Information of minors under 16 years of age.

We collect and process the following categories of Personal Information. Please see the ”Personal Information We Collect” section for additional detail on these categories.

• Personal Identifiers.
  • Disclosed to affiliates; service providers; contest sponsors; legal authorities; other parties in litigation for operational business purposes.
• Records Information.
  
  • Disclosed to affiliates; service providers; contest sponsors; legal authorities; other parties in litigation for operational business purposes.
• Employment Information.
  
  • Disclosed to affiliates; service providers for operational business purposes.
• Commercial Information.
  
  • Disclosed to affiliates; service providers; contest sponsors; legal authorities; other parties in litigation for operational business purposes.
• Internet or network activity information.
  
  • Disclosed to affiliates; service providers for operational business purposes.
• Audio Data.
  
  • Disclosed to affiliates; service providers for operational business purposes.
• Inferences.
  • Disclosed to affiliates; service providers for operational business purposes.

Subject to your consent where required by applicable law, we use sensitive personal information only as reasonably necessary to perform or maintain the Services you requested, to perform services on behalf of the business such as maintaining or servicing accounts, processing payments, to provide analytics services or similar services, to verify your information, to detect security incidents, resist malicious, deceptive, fraudulent, or illegal actions and to prosecute those responsible for those actions, to ensure the integrity, security, and safety of our systems, to display first party, non-personalized advertising for short term transient purposes, to ensure customers and other peoples’ physical safety, to verify or maintain the quality or safety of service, improve, upgrade or enhance service, or other reasons that do not require an opt-out of this use under applicable laws.

Do Not Share” and Global Privacy Control: Certain state laws provide the right to opt out of targeted advertising, including the “sharing” of your Personal Information for cross-contextual behavioral advertising.  To opt out of any future targeted advertising/“sharing”, please use the cookie banner, which is located at the bottom of any Entrata webpage. You may also opt out of targeted advertising/“sharing” by enabling a universal tool that automatically communicates your opt-out preferences through the Global Privacy Control. Entrata responds to and recognizes Global Privacy Control signals, and will display an opt out confirmation. These signals set your opt-out preferences only for the particular browser or device you are using. For information about how to use the Global Privacy Control, please visit https://globalprivacycontrol.org/.    

Your Privacy Rights and Choices

Important Note: If you are a Resident and your property manager is a Client of Entrata’s, please contact your property manager directly to review their privacy notices and make a privacy rights request.

Subject to applicable law, Clients, Client Staff, and Visitors may make the following requests:

1. Right to know and access your Personal Information. You may request the specific pieces of Personal Information we have collected about you, including a copy of such Personal Information in a portable format, and to know:
   • the categories of Personal Information we’ve collected or “shared”;
   • the categories of sources from which we collected such Personal Information;
   • the business or commercial purpose for collecting or “sharing” such Personal Information;
   • the categories of third parties to whom we disclosed or “shared” such Personal Information.; and
   • the categories of such Personal Information that we disclosed for a business purpose and the categories of Service Providers or contractors to whom we disclosed such Personal Information.

If you are an Oregon or Minnesota consumer, you may also request that we disclose to you the third parties to whom we have disclosed your Personal Information.

1. Right to correct inaccuracies in your Personal Information. You may request we correct any inaccurate information we have about you. We may request that you provide documentation to support your request.
2. Right to deletion of Personal Information. You may request deletion of your Personal Information, subject to certain exceptions including that we need the Personal Information to:

• complete a transaction or provide a Service you requested, service your account, or take actions reasonably anticipated within the context of our ongoing business relationship;
• detect security incidents, protect against malicious, deceptive, fraudulent, or illegal activity, or prosecute those responsible for such activities;
• comply with a legal obligation; or
• otherwise use your Personal Information, internally, in a lawful manner that is compatible with the context in which you provided the information.

1. Right to opt out of targeted advertising, including the “sharing” of your Personal Information for cross-context behavioral advertising. To opt out of any future targeted advertising/“sharing,” please use the cookie banner, which is located at the bottom of any Entrata webpage. You may also opt out of targeted advertising/“sharing” by enabling a universal tool that automatically communicates your opt-out preferences through the Global Privacy Control. Entrata responds to and recognizes Global Privacy Control signals, and will display an opt out confirmation. These signals set your opt-out preferences only for the particular browser or device you are using. For information about how to use the Global Privacy Control, please visit https://globalprivacycontrol.org/.

You have the right not to be unlawfully retaliated against for exercising any of your privacy rights under applicable law.

Submitting a request: If you are a Resident, you should contact the Client with which you have or have had, a direct relationship. If you are a Client, Client Staff, or a Visitor, please send an email to dataprivacy@entrata.com, fill out this form, or call us toll-free at 1-877-826-9700. We will verify and respond to your request consistent with applicable law, taking into account the type and sensitivity of the Personal Information subject to the request.  In some instances, we may decline to honor your request where the law or right you are invoking does not apply or where an exception applies.  We may need to request appropriate identification, depending on the sensitivity of the information requested, to verify your identity and protect against fraudulent requests. Residents of applicable U.S. states are limited to two requests for Personal Information per twelve-month period.

Requests from authorized agents may be submitted via the same methods listed above.  Not all kinds of requests can be made by authorized agents in all states.  We may request proof of status as an authorized agent or require the consumer to directly verify their identity with us.

Entrata does not disclose Personal Information to third parties, except to its wholly owned subsidiaries, for their direct marketing purposes. Residents of applicable U.S. states who wish to opt-out of the sharing on a go-forward basis may contact us in accordance with the "How to Contact Us" section below.

Residents’ Rights With Respect to Client Data

As described above, we also process Personal Information pertaining to Residents submitted by or for a Client to our Services.  To this end, if not stated otherwise in this Privacy Notice or in a separate disclosure, we process such Personal Information as a service provider on behalf of our Clients, who are the controllers of Resident Personal Information.  We are not responsible for and have no control over the privacy and data security practices of our Clients, which may differ from those explained in this Privacy Notice. If you are a Resident, please contact your property manager directly if you have any questions about how your property manager collects, stores, or uses your Personal Information.

How to Contact Us

If you have any questions or complaints related to our practices with respect to the collection, use, or disclosure of Personal Information, please feel free to contact us at dataprivacy@entrata.com, or call our toll-free number: 1-877-826-9700. If by written mail, please send to:

Attn: Legal Department
4205 Chapel Ridge Road
Lehi, UT 84048

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