Privacy Policy - Terms and Conditions

Tenant Privacy Policy

Effective Date:12/15/2025
Applies To: Website visitors, prospective tenants, current/former tenants, guarantors/co-signers, occupants, and individuals who communicate with us by phone, text (SMS/MMS), email, or other channels.

1) Who We Are

This Privacy Policy explains how Port Supply & Property Management  (“we,” “us,” “our”) collects, uses, shares, and protects personal information in connection with our rental housing services and communications.

Contact:
Port Supply & Property Management
P.O. Box 901
Beaver Dam, WI 53916
manager@pspm.net
920-887-1701

2) Information We Collect

We may collect the following categories of personal information, depending on your interactions with us:

A. Identifiers and Contact Information

  • Name, mailing address, email address, phone number

  • Account login credentials (if you use a resident portal)

B. Application and Tenant Records

  • Rental application information, household details, emergency contacts

  • Lease documents, correspondence, service requests, notices, move-in/move-out documentation

C. Payment and Financial Information

  • Payment history, billing address, partial payment card details (as provided through payment processors)

  • Bank account details if you pay by ACH (typically processed by our payment vendor)

D. Screening Information (Where Permitted by Law)

  • Credit, criminal, eviction, income/employment verification, and references

  • Reports may be obtained from consumer reporting agencies or screening providers, as permitted

E. Communications

  • Emails, texts (SMS/MMS), call logs, voicemails, chat messages, and attachments you send us

  • Communication preferences and opt-in/opt-out status for marketing and non-marketing messages

F. Device and Website Usage Data

  • IP address, device identifiers, browser type, pages visited, and analytics information

  • Cookies and similar technologies (see Section 8)

G. Property and Safety-Related Information

  • Maintenance and access logs, incident reports

  • If applicable and permitted: security camera footage in common areas (not inside units)

3) How We Use Information

We use personal information for purposes such as:

  • Processing rental inquiries and applications

  • Screening applicants (where permitted) and verifying information

  • Preparing, executing, and administering leases

  • Collecting rent, fees, deposits, and managing accounting

  • Providing maintenance, repairs, inspections, and resident support

  • Sending operational communications (e.g., notices, reminders, emergencies)

  • Improving our services, website functionality, and resident experience

  • Preventing fraud, protecting residents and property, and enforcing policies

  • Complying with legal obligations and responding to lawful requests

4) Texting (SMS/MMS) and Email Communications

A. Operational Messages
If you provide your phone number or email, we may send messages related to your tenancy or application, such as:

  • Application updates, lease and account notices, rent reminders

  • Maintenance scheduling, access coordination, service updates

  • Building announcements and emergency communications

B. Marketing Messages (If Any)
If we send marketing or promotional messages, we will do so were permitted and, when required, only with your consent. We will not use the mobile information we collect will not be shared or sold to third parties for marketing purposes.

C. Opting Out of Texts

  • You can opt out of non-emergency texts at any time by replying STOP.

  • For help, reply HELP or contact us using the information above.

  • Message and data rates may apply. Message frequency varies.

  • Opting out may limit our ability to send convenient reminders; we may still contact you by other methods, and we may still send legally required notices.

D. Email Preferences
You may opt out of marketing emails using the unsubscribe link (if provided) or by contacting us. Operational or legally required emails may still be sent.

5) How We Share Information

We do not sell your personal information. We may share information in the following circumstances:

A. Service Providers (Processors)
We may share information with vendors that help us operate our business, such as:

  • Property management software and resident portals

  • Payment processors

  • Tenant screening providers

  • Maintenance vendors and contractors

  • Communication providers (email/SMS/phone)

  • IT, cybersecurity, analytics, and hosting providers

B. Legal, Compliance, and Safety
We may disclose information when we believe it is necessary to:

  • Comply with laws, regulations, court orders, or lawful requests

  • Enforce leases, policies, and our rights

  • Protect residents, staff, and the public; investigate fraud or security issues

C. Business Transfers
If we are involved in a merger, acquisition, financing, reorganization, or sale of assets, information may be transferred as part of that transaction, subject to appropriate safeguards.

D. With Your Direction/Consent
We may share information when you ask us to (e.g., sharing landlord verification to another housing provider).

6) Tenant Screening Notice (If Applicable)

If we obtain a consumer report or screening report, you may have rights under applicable law (e.g., to request information about the reporting agency and dispute inaccuracies). Additional notices may be provided during the application process as required.

7) Data Retention

We keep personal information for as long as reasonably necessary to:

  • Provide services and administer leases

  • Maintain business records

  • Meet legal, tax, accounting, and regulatory requirements

  • Resolve disputes and enforce agreements
    Retention periods vary depending on the type of record and applicable law.

8) Cookies and Analytics (Website)

Our website may use cookies, pixels, and similar tools to:

  • Remember preferences and improve site performance

  • Understand how visitors use the site

  • Support security and fraud prevention

You can control cookies through your browser settings. Some features may not function properly if cookies are disabled.

9) Security

We use reasonable administrative, technical, and physical safeguards designed to protect personal information. No system is 100% secure, and we cannot guarantee absolute security.

10) Your Rights and Choices

Depending on where you live, you may have rights to:

  • Access or request a copy of certain personal information

  • Correct inaccurate information

  • Request deletion (subject to legal/contractual exceptions)

  • Opt out of certain data uses, such as marketing communications

To make a request, contact us using the information in Section 1. We may need to verify your identity before responding.

11) Children’s Privacy

Our services are not directed to children under 13 (or other age as defined by local law), and we do not knowingly collect personal information from children.

12) Links to Other Sites

Our website may link to third-party websites or services. Their privacy practices are governed by their own policies, not ours.

13) Changes to This Privacy Policy

We may update this Privacy Policy from time to time. The “Effective Date” above will reflect the latest version. Material changes may be communicated via the website, email, or other appropriate means.


Terms and Conditions for texting:

  • Texting shall originate from Port Supply & Property Management
  • Pricing disclosure: Message and data rates may apply 
  • Message frequency: Message frequency may vary)
  • Opt-out instructions (e.g., Text STOP to (000) 000-0000 to unsubscribe) or (reply STOP to stop)
  • Customer support contact email manager@pspm.net and (Reply HELP to receive help)
  • Privacy Policy is listed above.