Marindale Management respects your privacy
and complies with applicable California privacy standards.

Privacy Policy

Jurisdiction: California
Effective Date: 03/01/2026

1. Purpose

Marindale Management is committed to protecting the privacy and confidentiality of personal information obtained in the course of providing property management, leasing, and real estate services.

This policy establishes internal procedures governing the collection, use, storage, sharing, and protection of personal data relating to:

  • Property owners
  • Tenants and applicants
  • Vendors and contractors
  • Real estate clients
  • Business partners

The policy ensures compliance with:

  • California Consumer Privacy Act (CCPA)
  • California Privacy Rights Act (CPRA)
  • Fair Housing laws
  • California Department of Real Estate (DRE) requirements
  • Industry best practices for real estate brokerage operations.

2. Scope

This policy applies to all personal information collected or processed by Marindale Management in connection with:

  • Property management
  • Residential leasing
  • Tenant screening
  • Owner representation
  • Vendor management
  • Business communications
  • Website inquiries and lead generation

It applies to information collected through:

  • Rental applications
  • Leasing documents
  • Property management agreements
  • Vendor onboarding
  • Email communications
  • CRM or property management software
  • Website contact forms
  • Telephone communications

3. Definition of Personal Information

Personal information includes any data that identifies or could reasonably be linked to an individual.

Tenant / Applicant Data

  • Full name
  • Date of birth
  • Social Security number
  • Driver’s license number
  • Employment information
  • Income documentation
  • Credit reports
  • Rental history
  • Contact information
  • Emergency contacts

Owner Data

  • Contact information
  • Banking information for rent disbursement
  • Tax identification numbers
  • Ownership documentation

Vendor Data

  • Business contact information
  • Insurance certificates
  • Tax forms (W-9)
  • Payment details

4. Principles of Data Privacy

Marindale Management follows the following privacy principles:

4.1 Data Minimization

Only the information necessary to perform legitimate property management and leasing services is collected.

4.2 Confidentiality

Personal data is treated as confidential and shared only when necessary for business operations.

4.3 Security

Appropriate technical and administrative safeguards are used to protect data.

4.4 Transparency

Individuals are informed when their information is collected and how it will be used.

4.5 Compliance

All data handling practices comply with applicable federal and California laws.

5. Permitted Uses of Personal Information

Personal information may be used only for legitimate business purposes including:

Tenant Screening

  • Credit checks
  • Background checks
  • Rental history verification
  • Employment verification

Lease Administration

  • Lease preparation
  • Rent collection
  • Tenant communications
  • Maintenance coordination

Property Management Operations

  • Accounting and financial reporting
  • Vendor coordination
  • Regulatory compliance
  • Compliance with landlord-tenant laws
  • Fair Housing compliance
  • Court orders or subpoenas when legally required

6. Restrictions on Use of Personal Data

Personal information may not be:

  • Sold to third parties
  • Used for unrelated marketing
  • Shared with unauthorized individuals
  • Accessed without a legitimate business purpose

7. Data Sharing

Personal information may be shared only when necessary with:

Authorized Service Providers

  • Tenant screening services
  • Property management software providers
  • Accounting services

Vendors and Contractors

Only when necessary to perform maintenance or property services.

When required by law, court order, or regulatory compliance.

Brokerage Oversight

Information may be shared with the supervising broker (Christy’s California Realty) for compliance and oversight purposes.

8. Data Security

Marindale Management implements reasonable safeguards to protect personal information.

Administrative Safeguards

  • Access limited to authorized personnel
  • Confidential handling procedures
  • Document retention policies

Technical Safeguards

  • Secure property management software
  • Password-protected systems
  • Encrypted communication where appropriate

Physical Safeguards

  • Secure storage of paper files
  • Restricted access to confidential documents

9. Data Retention

Personal information will be retained only as long as necessary to fulfill legal and business obligations.

Retention may include:

  • Lease and management records: retained according to California DRE recordkeeping requirements 
  • Tenant screening records: retained only as long as necessary to document application decisions
  • Financial records: retained for accounting and tax compliance

Records will be securely destroyed when no longer required.

10. Individual Privacy Rights (California)

Under California privacy laws, individuals may have rights to:

  • Request access to personal information collected
  • Request correction of inaccurate data
  • Request deletion of personal data when legally permissible
  • Receive notice regarding the categories of information collected

Requests should be submitted in writing to Marindale Management.

11. Data Breach Response

If a suspected data breach occurs:

  1. The incident will be investigated promptly.
  2. Access to affected systems may be temporarily restricted.
  3. Affected individuals will be notified if required by California law.
  4. Corrective measures will be implemented to prevent recurrence.

12. Employee and Contractor Responsibilities

Anyone handling personal information must:

  • Protect confidential information
  • Access data only when required for business operations
  • Avoid discussing private information outside professional contexts
  • Immediately report suspected data breaches

Failure to follow this policy may result in disciplinary action or termination of access privileges.

13. Policy Review

This Privacy Policy will be reviewed periodically and updated as needed to reflect changes in law, technology, or business practices.

14. Contact

Questions regarding this Privacy Policy should be directed to:Marindale Management
2108 N St, Suite N
SACRAMENTO, CA 95816
info@marindalemanagement.com
(415) 322-9660