We receive personal information when you give it to us through a form or an account. If you rent a property from us, authorized staff may also enter details on your behalf when they record and manage the tenancy, including details about other household members who may not have dealt with us directly.
- Account details: name, email address, phone number, and mailing address
- Optional profile details such as gender and a profile photo
- Contact form: your name, email, phone number, topic, and message. Legal inquiry form: your name, email, the type of request, and message
- Property inquiries and showing requests: your name, email, phone, message, and preferred days or times
- Financing requests: your name, email, phone, the type of financing you want, an approximate amount, your timeline, and the city and state
- Newsletter signup: your name, email address, and an optional phone number. We email you a confirmation link and do not subscribe you, welcome you, or send you updates until you click it. We store only a one-way hash of the link's code
- Bookkeeping lists: vendor and customer names, contact names, business email addresses, phone numbers, mailing addresses, notes, and whether a vendor receives a 1099, entered by authorized Executives to manage expenses and income. Payment accounts record at most the last four digits of an account or card number, never the full number. These records are retained with transaction history where needed to explain payments
- Receipts and expense records: copies of bills and receipts (PDF files or photos) and the expense and income entries that authorized Executives upload or type in. A receipt or note can show a name, an address, or the last digits of a card. Older expense history was copied in from our previous accounting software from an export file; the file is read once and is not kept
- Account access requests: your first and last name, email address, phone number, state, ZIP code, the role you are asking for, and anything you write in the message box. If you submit more than once, each submission is kept so we can see what changed. We keep a declined request for twelve months after the decision and then delete it; an approved request is kept as the record of why your account exists
- Account setup links: a one-way hash of the one-time code we email you after approving a request, its expiry date, and short-lived encrypted delivery data used only to create the email link. The readable code is never stored
- Adult tenants: full name, email address, phone number, account status, and whether the person is the primary tenant on a lease
- Other occupants, including minors: full name, date of birth, and relationship to the tenant
- Animals kept at a rented property: type, breed, weight, age, and assistance-animal status. Assistance-animal status can indicate disability-related information, so access is limited to authorized tenancy staff and it is used only to manage the tenancy
- Tenant invitation metadata: recipient and lease-membership identifiers, issue and expiration dates, delivery state, and whether an invitation was accepted or revoked. The one-time code is stored as a one-way hash, with a separately protected, short-lived delivery payload used only to create the email link
We record a small, deliberately limited set of details about public page views so we can understand which pages are useful. These first-party analytics use no cookies and store no raw IP address. We honor Global Privacy Control, Do Not Track, and any analytics opt-out already saved in your browser.
- The page path you visited, with any query string removed
- The referring website's domain name only, never the full link
- Country and city, determined on our own server from a local database
- General device type (desktop, mobile, or tablet) and browser family
- A one-way hashed visitor identifier that resets every UTC day and cannot be reversed into an IP address
- Visible foreground time on a page, sent as a bounded cumulative duration so duplicate updates cannot inflate it
- Sanitized property search terms, broad filter buckets, result counts, and zero-result counts, aggregated without a visitor or account identifier
- Aggregate API route usage, status categories, and latency buckets without URLs, query values, bodies, cookies, IP addresses, or user ids
- Automated bot traffic is discarded rather than recorded
For website analytics, your IP address is used only for the moment it takes to handle the request and is never written to the analytics database. We use it in memory to look up an approximate country and city from a database stored on our own server, and to generate a one-way identifier that resets daily. Your IP address is never sent to an outside analytics or geolocation service. For account security, when someone tries to sign in we record the time, result, browser, approximate country and city, and the originating IP address, so unauthorized access can be detected. The full IP address is kept for 14 days only; after that we keep just the network it belongs to (the first three parts of an IPv4 address, or the first three groups of an IPv6 address) and a one-way code that lets us recognise repeated attempts from the same address without storing it. These sign-in records are deleted after 90 days. When staff make administrative or bookkeeping changes in the portal, we record who made the change, when, their browser, and the approximate country and city worked out from their IP address in the same way; the IP address itself is not kept with these records. These security records are never used for analytics or marketing.
Tenant screening and rent collection take place outside this platform through Zillow Rental Manager. Zillow may collect information directly from you under its own terms and privacy policy. This platform does not process those payments or store payment credentials; it keeps the operational records authorized staff need to manage the tenancy.
- Lease records: property or unit, adult tenants, lease type, start and end dates, monthly rent, rent due day, and lease status
- Rent records: monthly charges, due dates, partial and full payments recorded as received, late fees and waivers, remaining balances, and reminder activity
- Deposit records: amount held, date received, deductions and notes, amount returned, settlement date, and whether settlement remains pending
- Service records: requests, descriptions, priority and status, staff replies, and timestamps
- Lease-end review: objective facts such as end reason, notice, late-payment count, outstanding balance, deposit outcome, damage and estimated cost, recorded violations, keys returned, and whether a forwarding address is on file
- Property disposition records: archive or restoration details, reason, effective date, comments, and, when applicable, sale amount and buyer name or the person or organization receiving a transfer
- We hold no lease document or signed agreement. Financial figures are records of what authorized staff entered; they are not payment processing or, by themselves, a legal determination of what is owed
We think it is just as important to be clear about what we never gather. None of the following exist anywhere in our system.
- No card numbers or full bank account numbers. Where our bookkeeping records which account paid an expense, at most its last four digits are kept, and the system refuses anything longer
- No tenant-screening report, credit history, or credit score in this platform; screening through Zillow Rental Manager occurs outside it
- No Social Security numbers, income documents, employment records, or rental applications in this platform
- No lease documents or signed agreements
- No advertising profiles, interest tracking, or cross-site tracking
- No email open tracking or click tracking in the messages we send
- No third-party advertising networks, ad pixels, or tag managers
- No selling or renting of your personal information, ever
If you send a financing request, we collect only your contact details and what you are trying to do: the financing type, an approximate amount, your timeline, and the city and state. We deliberately do not ask for your Social Security number, income documents, bank details, or credit information, and submitting the form is not an application for credit and does not affect your credit score. If you choose to move forward, we introduce you to a licensed lending partner, and that lender collects whatever it needs directly from you under its own privacy policy.
We use your information only to run the services you asked us for.
- Respond to your inquiries, showing requests, and support questions
- Create and maintain your account and the correct portal access for your role
- Manage leases, rent records, deposits, household details, service requests, lease endings, and retained property history
- Send transactional email such as account notices and inquiry replies
- Send newsletters and updates only when you have subscribed
- Understand which pages are useful so we can improve the site
- Protect the platform against fraud, abuse, and unauthorized access
We do not sell your information. We share it only with the small number of providers needed to operate the platform, and only the minimum required.
- Amazon Web Services: hosting for the site, database, and uploaded images
- Amazon Simple Email Service: delivers the email we send, so it receives the recipient address and message content
- Cloudflare: the site's traffic may pass through Cloudflare's network, which protects it from attacks and provides its secure connection. When it does, Cloudflare handles your IP address and what your browser sends to the site, including form entries, on its way to us, under Cloudflare's privacy policy. Cloudflare may also forward email sent to security@rudascorp.com to our team
- Google (Gmail): our team's mailbox, which receives the messages you send us through the site's forms and any email forwarded to it from security@rudascorp.com
- Zillow Rental Manager: provides tenant screening and rent collection outside this platform. Information you or our staff provide there is handled under Zillow's terms and privacy policy
- OpenStreetMap: when a property page shows a map, your browser loads map tiles directly from OpenStreetMap
- Cloudflare Turnstile: when you send one of our public forms, a security check from Cloudflare may run in your browser to tell people from automated programs. Cloudflare receives technical details about your browser and your IP address for that check, under Cloudflare's privacy policy; we receive only a pass or fail result
- Legal authorities, only where we are required by law or valid legal process
- A successor organization, only in the event of a merger or acquisition
Property maps intentionally show a general area circle rather than an exact pin, so a listing's precise address is not exposed publicly. Note that when a map loads, your browser contacts OpenStreetMap directly to fetch the map imagery, which means OpenStreetMap can see your IP address. That connection is made by your browser, not by us.
Automated cleanup jobs delete older records on a fixed schedule.
- Analytics page views: deleted after 400 days
- Sent email records: deleted after 30 days
- Failed email records: deleted after 90 days
- Read notifications: deleted after 30 days; all notifications after 180 days
- Account sign-in history: the full originating IP address is cleared after 14 days; the rest of the record, including the network and a one-way code, is deleted after 90 days
- Administrative audit events: deleted after 2 years; audit events about financial records: deleted after 7 years
- Sanitized search term summaries: deleted after 90 days
- Visible page time: deleted with the page view it belongs to, after 400 days
- Aggregate API usage and database health measurements: hourly detail deleted after 90 days, daily summaries after 400 days
- Account, inquiry, and subscriber records are kept while needed to provide the service or until an applicable deletion request can be honored
- Newsletter signups that are never confirmed: deleted 30 days after the 7-day confirmation link expires
- Receipts discarded before being attached to an expense: file deleted after 30 days. Receipts removed from an expense: file deleted after 7 years. Receipts on an expense, and expense and income records (including imported history), are kept as financial history
- Other-occupant and animal rows are deleted when their lease ends, including minor occupants' dates of birth and assistance-animal status
- Adult tenant identity and contact details, lease membership, leases, rent charges, partial-payment records, late fees and waivers, reminders, deposits, service requests and replies, and objective lease-end reviews are retained as operational, financial, and legal history
- Property disposition records and their linked tenancy, payment, deposit, service, maintenance, inquiry, and showing history are retained when a property is archived or transferred
- Invitation delivery payloads are short-lived and are cleared after successful delivery or when an invitation expires, is revoked, or reaches a terminal failure. Invitation metadata and a one-way token hash may remain as security and account history
- Backups: copies of the platform's database and uploaded files, kept so the service can be restored after a failure, are stored only with Amazon Web Services and deleted within 35 days, so information deleted from the platform leaves the backups within 35 days. Any copy kept away from the server (in Amazon S3, once the off-server backup is running) is encrypted before it leaves it
- Security reports from your browser about blocked page scripts: only the page address (without its query), the rule and the blocked source are kept, with no IP address or cookie, and deleted after 30 days
Security is built into how the platform is designed, not added afterward.
- Passwords are stored only as salted hashes and are never readable by staff
- Accounts lock automatically for 15 minutes after 5 failed sign-in attempts
- Session cookies are HttpOnly and HTTPS-only, so scripts cannot read them
- Uploaded images and receipts are size-checked, type-checked, and verified by file signature; receipts are stored outside the public website and served only to Executives
- Hidden information inside uploaded photos, such as the GPS location where a photo was taken, the camera or phone model, and the time it was taken, is removed before the photo is stored. This also applies to photos uploaded before this protection was added
- Uploaded files are renamed to random identifiers, never your original filename
- The key material that protects short-lived invitation delivery payloads is stored in a persistent local volume on our infrastructure, separate from the application database; no separate data-protection provider receives it
- Portal data is restricted by role, and every request is authorized server-side
- Public forms are checked on our server for automated spam, and the automatic confirmation emails they send are limited per address each day, so our site cannot be used to send unwanted email to you
You can ask us to show you the personal information we hold, correct it, or delete information that we no longer need. Use the form at the bottom of this page and choose the request type that matches what you need. We may ask you to verify your identity first. A deletion request does not require us to erase records that must be retained for legal obligations, security and fraud prevention, disputes, accounting, or legitimate business history, including lease, payment, deposit, service, lease-end, and property-disposition records. Where complete erasure is not permitted or practical, we will limit use to the applicable purpose and correct inaccurate information. You can unsubscribe from newsletters using the link in every message.
This is not a child-directed account service, and children under 13 may not create portal accounts. Authorized staff may, however, knowingly record a minor household occupant's full name, date of birth, and relationship to an adult tenant so the tenancy's household is accurate. That information is supplied by an adult or staff member, is limited to authorized tenancy staff, is deleted when the lease ends, and the date of birth is stored encrypted. Contact us if it is inaccurate or was recorded without an appropriate tenancy purpose.
Use this form to request access to your data, ask us to delete or correct it, or ask a question about how we handle personal information. We respond to verified requests within the timeframes required by law.
Prefer to call? Reach us at 865-226-9075.