Effective Date: April 1, 2025
Your privacy is important to us.
Woodruff Property Management Company and its affiliated entities (collectively, “Woodruff,” “we,” “us,” or “our”) are committed to protecting individual privacy and maintaining the trust of our clients, residents, website visitors, employees of clients, and users of our services (collectively, “you” or “your”). This Privacy Notice governs our collection, use, and disclosure of your personal information in connection with our property management services and websites (collectively, the “Services” and “Sites”).
This Privacy Notice applies to our Services in the United States and is intended to inform you about the types of information we collect, how we use it, who we may share it with, your rights, and how we protect it.
Notice of Collection
We collect information about individuals from a variety of sources and for purposes related to our business, such as providing property management services, administering customer accounts, enhancing user experiences, and complying with legal obligations. We do not sell your personal information.
We may disclose your information to third-party service providers to operate our business, support our systems, process payments, provide customer support, deliver marketing, detect fraud, or comply with the law.
Personal Information We Collect
We may collect the following categories of personal information:
- Personal Identifiers: Name, email, mailing address, account credentials, government-issued ID, and Social Security number.
- Records Information: Contact details, signature, billing and payment information, employment data.
- Employment Information: Employer, title, work email, and phone number.
- Commercial Information: Transactions, purchase history, bank and card details.
- Internet or Network Activity: Browsing data, IP address, interactions with our Sites and advertisements.
- Audio Data: Communications such as calls, emails, or recordings for support and operational purposes.
- Inferences: Data to build profiles about preferences or behavior.
- Sensitive Personal Information: Such as Social Security numbers and login credentials in combination with security codes.
We may also collect biometric data if you visit certain physical locations, in accordance with applicable laws. Such data is retained only as long as necessary, or as permitted by law, and is securely disposed of following industry standards.
Sources of Personal Information
We collect information:
- Directly from you when you use our Services or Sites
- From Clients who use our property management platforms
- Through third-party providers and public sources
- Via cookies, analytics, and similar technologies (see below)
How We Use Personal Information
We use your information for the following purposes:
- To provide services: Administering leases, managing applications, facilitating communications, processing payments, and operating our platforms.
- To determine eligibility: Evaluating applications for housing or employment.
- To manage operations: Accounting, legal compliance, audits, security, fraud detection, and recordkeeping.
- For customer service and communication: Responding to inquiries, delivering updates, and service notifications.
- For marketing and personalization: Sending promotions, newsletters, or ads based on your preferences or activity.
- For research and development: Improving services, analyzing trends, and supporting internal analytics.
- In business transactions: Such as mergers, acquisitions, or restructuring, where data may be transferred.
We may use de-identified data for lawful internal purposes and will not attempt to re-identify it.
Cookies and Tracking Technologies
When you visit our Sites, we use cookies and similar technologies to enhance your experience. These may include:
- Strictly Necessary Cookies: Enable core functions like logins and form submissions.
- Performance Cookies: Collect usage data to improve site performance.
- Functional Cookies: Support enhanced personalization.
- Google Analytics: Gathers anonymized behavioral data, including device type, browser, and interactions.
- Third-party Cookies: Advertising or social media cookies may be placed by third parties, such as Google or Facebook.
You can manage your cookie settings via your browser. Some features may not function properly if cookies are disabled. To opt out of Google Analytics tracking, visit Google’s opt-out page.
Do Not Track Signals
We do not currently respond to “Do Not Track” browser signals due to a lack of consistent industry standards.
How We Protect Your Information
We use reasonable organizational, technical, and administrative measures to protect your information, including:
- Data encryption
- Secure socket layer (SSL) technology
- Firewalls
- Access controls
Although no system is 100% secure, we continually assess and update our security practices.
Retention of Personal Information
We retain your information only as long as necessary for business, legal, or regulatory reasons, including:
- Managing tenant or client relationships
- Complying with legal requirements
- Maintaining system backups
- Addressing claims and audits
Your Choices and Rights
You have the right to:
- Access or request details about the personal data we collect.
- Request correction of inaccurate data.
- Request deletion of your data (subject to legal exceptions).
- Opt out of marketing communications via the unsubscribe link in emails or by replying “STOP” to text messages.
- Update your contact preferences through your account or by contacting us.
We will not discriminate against you for exercising your privacy rights.
Children’s Privacy
Our Sites and Services are not directed to children under 13, and we do not knowingly collect their information. If we become aware that we have collected such data, we will promptly delete it.
Residents of California and Other U.S. States
We do not sell personal information or share it for cross-context behavioral advertising. If you are a resident of California or other states with applicable privacy laws, you may be entitled to:
- Request to know the categories or specific pieces of data collected and disclosed.
- Request to correct inaccurate information.
- Request to delete your personal information.
- Appoint an authorized agent to make requests on your behalf.
To submit a request, contact us as outlined below. We may need to verify your identity before fulfilling certain requests.
International Users
Our Sites are hosted in the United States and governed by U.S. law. We do not target users outside the U.S. and do not knowingly collect international data subject to GDPR or similar laws.
Changes to This Privacy Notice
We may update this Privacy Notice to reflect changes in our practices or applicable laws. Any updates will be posted on this page with an updated “Effective Date.”
How to Contact Us
If you have questions or wish to exercise your privacy rights, please contact us at:
Woodruff Property Management Company
Email: [email protected]
Phone: 706-530-1330
Mailing Address:
Attn: Privacy Team
3580 Massee Lane Suite 240
Columbus, GA 31909