Legal document
Privacy Policy
1. Introduction
This Privacy Policy explains how Banasik Properties LLC, a rental portfolio management office, handles the personal information that it receives from tenants, applicants, unit owners, contractors and visitors to this website. The policy is written for Banasik Properties, the developer and operator of this site, and it applies to the services described on the services page as well as to any enquiry sent through the contact page. The company is registered and operating at 15 E Kensington Ave APT S, Salt Lake City - 84115-1695, United States (US).
We publish this policy because we believe a rental file should be readable to the person it describes. The same principle that governs a rent ledger governs this document: every entry should be plain, every purpose should be named, and nothing should be hidden in a footnote. If a sentence here is unclear, write to us and we will explain it in simple terms.
This policy is not a contract and it does not create rights beyond those already provided by applicable law. It describes our practices as they stand on the effective date shown above and it will be revised when those practices change. We encourage you to read the entire document before sharing personal information with our office.
2. Scope of this Policy
This policy covers personal information collected through this website, through the contact form, by email, by telephone and in person at our Kensington Avenue office. It also covers information collected during the ordinary management of a rental unit, including placement records, renewal correspondence, turnover documentation, inspection reports and rent ledgers.
The policy does not cover the practices of third parties whose services we may mention or link to. It also does not cover information that is collected by a tenant portal or a payment processor under its own terms, although we choose those tools with care and require them to handle personal information responsibly.
Some of the information we handle belongs to a legal entity rather than an individual, such as a company that owns a building. Where that information also identifies a person, we treat it as personal information and apply the protections in this policy.
3. Information We Collect
We collect information that is necessary to answer an enquiry, evaluate a rental application, manage a tenancy or maintain a unit file. The categories below describe what we typically receive. We do not collect a category of information unless it serves one of the purposes named in section five.
Identity and contact information
Name, postal address, email address, telephone number and, where relevant, the name of an employer or a co-applicant. These details allow us to reply to a message, prepare a lease or contact a tenant about a routine matter.
Application and tenancy information
Information supplied when a person applies for a unit, such as current housing, rental history, income range, references, desired move date and household composition. During a tenancy we also keep correspondence, repair requests, inspection notes and records of payments and balances.
Technical information
When you visit this website, our hosting provider may record basic technical details such as the browser type, the referring page, the date and time of a request, and a truncated network address. This information is used in aggregate to keep the site working and is not used to build a profile of an individual visitor.
Communication records
Copies of emails, written notes of telephone calls and summaries of in person conversations that relate to a unit file. We keep these records so that a later reader can understand what was agreed, when, and by whom.
We do not ask for payment card numbers through this website, and no card details should be sent through the contact form. Payment for rent is arranged through the channels described in the lease and in direct correspondence.
4. How Information Reaches Us
Most personal information reaches our office directly from the person it concerns. You might send a note through the contact form, call the office telephone, hand a completed application across the desk, or write from a personal email address. Each of these routes is ordinary and expected.
Some information comes from a third party. A prior landlord may confirm a rental history. An employer may verify income. A co-applicant may provide details about another member of the household. A contractor may report a repair that a tenant has requested. In each case we limit the information to what is needed for the stated purpose.
We may also receive information from public records where that is relevant to a unit, for example a record of ownership or a permit. We do not purchase bulk contact lists and we do not obtain personal information from data brokers for marketing purposes.
5. Why We Use Information
We use personal information to answer enquiries and to arrange the services that a unit owner or tenant has asked for. That includes scheduling a walkthrough, preparing a placement file, drafting a renewal letter, coordinating a turnover, posting rent and recording a receipt.
We use information to operate the office safely and accurately. A maintenance request needs an address and a contact number so that a repair hand can reach the right door. A lease needs a legal name. An inspection report needs a date and a person who can confirm what was seen.
We use information to meet legal obligations. Rental records may need to be kept for a period set by statute, tax rules or a court order. We may need to confirm identity before releasing a copy of a file, and we may need to keep records of consent where a particular activity requires it.
We use information to improve the service we provide. Aggregated patterns, such as the average time between an application and a signed lease, help us see where a process is slow. When we use records for this purpose, we remove details that would identify a specific person wherever that is practical.
6. Legal Bases for Processing
Where the law requires a legal basis for processing personal information, we rely on one or more of the following. First, performance of an arrangement with the person concerned, including steps taken before an arrangement is formed, such as assessing an application or preparing a lease. Second, compliance with a legal obligation, such as keeping financial records for the period required by tax law.
Third, legitimate interests in operating a rental management office, provided those interests are not outweighed by the rights and freedoms of the individual. Answering an enquiry, maintaining a unit file and protecting the property are examples of this basis. Fourth, consent, where we ask for it explicitly, such as a request to receive occasional updates by email. Consent may be withdrawn at any time without affecting earlier processing.
Where a person chooses not to provide information that is necessary to assess an application or prepare a lease, we may be unable to proceed. In that case we will explain which information is required and why, so the choice is an informed one.
8. Service Providers
We rely on a small number of service providers to run the office. These may include a website hosting provider, an email provider, a cloud storage service for unit files, and a payment or accounting platform. Each provider receives only the information needed to perform its function and is expected to protect it.
Before engaging a provider, we consider what information it will handle, where that information will be stored and whether the provider makes commitments about confidentiality and security. Providers are asked to notify us promptly if they become aware of a security incident that affects our records.
Some providers operate in a different state or country from the one in which the information was collected. Where that happens, we take reasonable steps to ensure that the information continues to receive protections comparable to those described in this policy, through contractual terms or other appropriate safeguards.
9. Retention of Records
We keep personal information for as long as it is needed for the purpose for which it was collected, and for the additional period required by law or by the ordinary conduct of a rental business. An application that does not lead to a tenancy is usually kept for a limited period so that a later question about the decision can be answered, and is then destroyed.
A tenancy file is kept for the duration of the tenancy and for a period after it ends. That period allows for the resolution of a deposit question, a repair dispute or a tax enquiry. Financial records may be kept longer where the law requires it.
When a record is no longer needed, we destroy it securely. Paper is shredded and digital files are deleted from active systems, with backup copies following on their normal cycle. We do not keep information indefinitely simply because storage is inexpensive.
10. Security of Information
We use administrative and technical measures to protect personal information from loss, misuse and unauthorised access. Access to unit files is limited to the people who need it for their work, and each person is reminded of the confidentiality that applies to a rental record. Digital files are held in accounts protected by strong passwords and multi factor authentication where the provider supports it.
Paper files are kept in the office and are not left in public areas. Keys, inventories and inspection reports are stored with the same care as financial records. When a record leaves the office, it travels through a channel appropriate to its sensitivity, and we avoid sending identity documents by ordinary email wherever a safer route is available.
No method of storage is entirely free of risk. If we become aware of an incident that affects personal information, we will investigate promptly, take steps to limit the effect, and notify affected persons and any relevant authority where the law requires it. We will also review what went wrong so that the same incident is less likely to happen again.
12. Your Privacy Rights
Subject to applicable law, you may ask us for a copy of the personal information we hold about you. You may ask us to correct information that is inaccurate or incomplete. You may ask us to delete information that we no longer need, and you may ask us to restrict the way we use it while a question is being resolved.
You may object to processing that we carry out on the basis of our legitimate interests. You may ask for a copy of information you provided to us in a portable format. Where we rely on consent, you may withdraw that consent at any time, and we will stop the related processing.
To exercise a right, write to info@banasikproperties.autos with enough detail for us to locate the record. We will acknowledge the request and explain what happens next. We will not charge a fee unless the law allows one for a request that is manifestly unfounded or excessive, and even then we will explain the reason before proceeding.
13. Identity Verification
Before releasing a copy of a unit file or acting on a deletion request, we take reasonable steps to confirm that the person making the request is the person the record concerns, or an authorised representative. This protects tenants and owners from a disclosure to someone who should not see the record.
We may ask for a name, a contact detail already held on file, and a small piece of information that only the file holder would know. We do not ask for a copy of an identity document unless the request concerns a sensitive part of the file. Any document received for verification is used only for that purpose and is destroyed once the request is closed.
If we cannot verify a request, we will explain why and tell you what else might be done. We will not refuse a request simply because verification takes time, and we will keep you informed while the check is under way.
14. Privacy for Children
This website and the services described on it are intended for adults who are capable of entering into a rental arrangement. We do not knowingly collect personal information from a child under the age of thirteen through this website, and the contact form is not designed for use by a child.
A tenancy file may contain limited information about a member of a household who is a minor, such as a name recorded on an occupancy list, where that is needed to document who lives in the unit. Such information is handled with care and is not used for any purpose beyond the management of the tenancy.
If a parent or guardian believes that a child has sent personal information to our office, they should write to info@banasikproperties.autos. We will locate the record, remove it where appropriate, and confirm the result in writing.
15. Marketing Communication
We do not operate a marketing list and we do not send unsolicited promotional email. If we ever wish to send occasional updates about the office, we will ask for permission first and we will make the unsubscribe route easy to find and free to use.
A reply to an enquiry is not marketing. If you ask about a service, we will answer the question, and we will only continue the conversation while it remains useful to you. You can ask us to close a conversation at any time and we will keep only the part of the record that the law requires us to retain.
16. Third Party Links
This website may link to another site, such as a map service or a government page, for convenience. Those sites are operated by others and have their own privacy practices. We do not control their content and we are not responsible for the way they handle personal information.
We choose links with care, and we remove a link if we learn that it leads to a site with unsafe or misleading practices. Even so, the presence of a link is not an endorsement of everything on the destination. Please read the privacy policy of any site you visit before sharing personal information there.
17. Changes to this Policy
We review this policy from time to time and we revise it when our practices change, when the law changes or when a clear explanation can be improved. The effective date at the top of the page shows when the current version took effect, and the revision date shows when it was last edited.
If a change is significant, we will provide a clear notice on this website and, where we hold a current email address and the change affects that person directly, we will send a short message with a link to the revised text. Continuing to use the website after a revision means that the revised policy applies.
Earlier versions of this policy are kept with our other office records and can be requested by writing to the address below.
18. How to Contact Us
Questions about this policy, requests to exercise a privacy right, and reports of a possible security issue should be sent to the office. We read every message and we aim to reply within one working day. Please include enough detail for us to locate the record so that the answer is accurate.
Banasik Properties LLC
15 E Kensington Ave APT S, Salt Lake City - 84115-1695, United States (US)
Email: info@banasikproperties.autos
Telephone: +16076474067
Office hours: Monday to Friday, nine in the morning until five in the afternoon.
If a request cannot be resolved through the office, you may have the right to complain to a privacy regulator in your jurisdiction. We ask that you contact us first so that we have the opportunity to put the matter right.