This Privacy Policy explains how RDF UTAH CONDOS LLC collects, uses, stores and protects personal information in the course of operating its condominium leasing and resident services desk. The website and the services described here are presented by the developer team known as RDF Utah Living, and the operating company is RDF UTAH CONDOS LLC, 2001 Wilshire Blvd Ste 650, Santa Monica - 90403-5864, United States (US). We have written this policy in plain English so that a prospective resident, a current tenant and a visitor to the website can all understand it without legal training. It applies to enquiries, applications, tenancies, maintenance requests, event proposals and general correspondence handled by our desk.
RDF UTAH CONDOS LLC is a condominium leasing company registered in the United States. Its resident services desk is located at 2001 Wilshire Blvd Ste 650, Santa Monica - 90403-5864, United States (US). The company leases apartment homes from its own portfolio, coordinates move-ins, manages maintenance requests, handles lease renewals, runs a resident perks program and manages community event boards. For the purposes of applicable privacy law, RDF UTAH CONDOS LLC is the controller of the personal information described in this policy.
The website at rdfutahliving.buzz is published by the developer team known as RDF Utah Living on behalf of the operating company. In this policy the terms we, us and our refer to RDF UTAH CONDOS LLC and the desk team that supports it. The terms you and your refer to any person whose personal information we handle, including website visitors, prospective residents, applicants, tenants, former tenants, guarantors and household members.
We are a small, desk-based operation. Enquiries are read by people, not sorted by automated profiles, and records are kept so that the same team can answer questions about a tenancy months or years after the first conversation. This policy reflects that practical, relationship-based way of working.
This policy covers personal information collected through this website, through telephone calls, email, written correspondence and in-person visits to the desk. It also covers information created during the leasing process, during a tenancy and through the resident services described on our services page.
This policy does not cover the practices of independent third parties, such as a credit reporting agency, a bank, an insurance provider or a utility company. Those organizations handle information under their own privacy notices, and we encourage you to read them when you are asked to provide information directly to one of them.
Where a building is governed by a separate condominium association or property manager with its own privacy notice, that notice may also apply to records kept by the association. Our policy governs the records that our leasing desk creates and holds.
This policy is written for a United States audience and for residents of California in particular. If you contact us from another country, you should understand that your information will be processed in the United States, where privacy laws may differ from those in your home jurisdiction.
We collect only the information that is reasonably needed to answer an enquiry, assess an application, operate a tenancy, arrange a repair or post a community notice. The categories are set out below.
This includes your name, postal address, email address, telephone number, preferred language and, where relevant, your employer or business details if you are writing on behalf of a company. For applicants and tenants we also collect date of birth, government identification details where required by building rules or law, and the names of other adults who will live in the apartment.
We keep the content of emails, contact form messages, notes taken during telephone calls and records of in-person conversations. If you tell us about a preferred move-in date, a budget, a pet, an accessibility need or a work schedule, that information forms part of the enquiry record.
Applications may include rental history, employment and income details, references from previous landlords, guarantor information, pet details, vehicle and parking requests and any reasonable accommodation request. Tenancy records include the signed lease, addenda, renewal offers, notices, move-in condition reports, meter readings and move-out inspections.
When you report a fault, we record the apartment number, a description of the issue, access instructions, photographs you choose to send, the name of the assigned tradesperson and the outcome. This record allows us to follow a repair to completion and to notice recurring problems.
We may receive payment confirmations, bank transfer references and the last few digits of a payment card. We do not store full card numbers on our own systems; where card payments are available they are processed by a payment provider under its own security standards.
When you visit the website, our hosting provider may log the internet protocol address, browser type, device type, pages requested and the time of the request. These logs are used for security, troubleshooting and an understanding of which pages are useful. We do not build advertising profiles from them.
Most information comes directly from you, whether you complete the contact form, send an email, telephone the desk, visit the office or sign a lease. We also receive information from people you name in an application, such as a previous landlord who confirms a rental history or an employer who confirms income. Where you provide information about another household member, you confirm that you are entitled to share it and that the person understands it will be used for the leasing process.
Some information is created by us during the tenancy, for example when a coordinator records a move-in condition report or when the maintenance ledger notes that a repair was completed. A small amount of technical information is generated automatically by the web server when a page is requested.
We do not purchase marketing lists, and we do not acquire contact details from data brokers for the purpose of sending unsolicited messages. If we receive a referral from a current resident, the referring resident is asked to confirm that the person expects to hear from us.
We use personal information for the following purposes, each of which connects directly to the service you have asked for or to a legal obligation that applies to a landlord.
We do not use personal information to make automated decisions that produce legal or similarly significant effects. If a screening provider returns a result that leads us to decline an application, a member of staff reviews the file and you are told how to obtain the information used and how to dispute an error.
Although we operate in the United States, we describe our processing using the concepts that many of our residents recognize from other jurisdictions. We process personal information because it is necessary to take steps at your request before entering a contract, because it is necessary to perform a lease, because we have a legal obligation such as tax or housing records, or because we have a legitimate interest in running a safe and well-managed building.
Where the law requires consent, we ask for it separately and we make it easy to withdraw. For example, we ask before adding a resident to an event board photograph or before sharing a resident story in a newsletter. A refusal or withdrawal of consent will not affect the leasing service itself, though it may mean that a particular optional feature is unavailable to you.
An application to lease an apartment requires enough information to confirm identity, income and rental history. We may ask for pay statements, an employer letter, recent bank statements, a previous landlord reference and, where a guarantor is needed, equivalent information for the guarantor. Screening services may be used to verify credit and background information, and those services operate under their own notices and dispute procedures.
If an application is not accepted, the information is retained for a limited period so that we can answer questions about the decision and comply with fair housing record keeping. We do not sell application information, and we do not use it to market unrelated products. Sensitive details such as a reasonable accommodation request are kept in a restricted part of the file and are shared only with the people who need to act on the request.
We apply fair housing principles. We do not collect or use protected characteristics to decide who is offered an apartment. If you believe that a decision was influenced by a protected characteristic, you should contact the desk and we will review the file promptly and explain the process for making a complaint.
A tenancy generates a record that includes the lease, amendments, notices, condition reports, meter readings, correspondence and the maintenance history. These records are essential for managing the property, resolving disputes and satisfying legal obligations. They are held securely and are accessible only to staff and contractors who need them for their work.
The maintenance ledger is used to schedule repairs, confirm access and check whether a fault has recurred. A tradesperson receives the apartment number, the fault description and the access instructions, but does not receive your financial or application details. Photographs taken during a repair are stored with the ticket and are not published on the website or on social media.
Move-out inspections produce a condition record that may include photographs. This record is used to compare the apartment condition against the move-in report and to decide how the deposit should be handled. It is retained with the tenancy file for the period described in the retention section below.
Rent and deposits are paid through the channels stated in the lease. Where a bank transfer is used, we receive a reference and a confirmation but not your full bank account details. Where a card payment provider is used, the provider processes the card information and returns a confirmation together with the last few digits of the card, which we keep so that a resident can identify a payment.
We do not ask for card details by email, and we do not request sensitive financial credentials by telephone. If you receive a message that appears to come from our desk and asks for a password or a full card number, treat it as suspicious and contact us using the telephone number published on this website before responding.
Accounting records are kept for as long as tax and property management rules require. They are shared with our accountants and auditors only to the extent needed to prepare and verify financial statements.
Our desk works with a small group of service providers, including a locksmith, cleaners, movers and small repair specialists. Each provider is chosen for reliability and is reviewed periodically. A provider receives only the details needed to complete the job, such as an address, a contact name, a time window and a description of the work.
Providers are asked to handle resident information with care, to avoid discussing a resident with neighbors and to report any suspected data incident to the desk immediately. If a provider fails to meet these expectations, we review the relationship and may remove the provider from the perks program.
Technology providers that host the website, manage email or maintain our records act on our instructions and are expected to apply appropriate security measures. They are not permitted to use resident information for their own purposes.
We keep personal information for no longer than is needed for the purpose for which it was collected, unless a longer period is required by law or by a legitimate record keeping need.
When a retention period ends, information is deleted or anonymized so that it can no longer be linked to an individual. Where a legal hold applies, for example because of a dispute, the relevant records are preserved until the matter is resolved.
We apply technical and organizational measures that are proportionate to a small leasing operation. Records are kept in access-controlled systems, paper files are stored in a locked office, and access is limited to staff and contractors who need the information for their work. Passwords are managed individually, and administrative access to our systems is reviewed when staff responsibilities change.
Staff receive guidance on handling personal information, recognizing fraudulent messages and responding to a suspected incident. Contractors are briefed on confidentiality when they begin work with us and when their role changes. Physical keys and fobs are issued through a recorded process so that access to buildings can be reviewed and revoked.
No system can be guaranteed to be completely secure. If we become aware of a breach that presents a risk to residents, we will act promptly, notify affected people as required by law and take steps to reduce the harm. We will also review what happened and adjust our measures so that the same issue is less likely to recur.
Subject to applicable law, you may ask us to confirm what personal information we hold about you, to provide a copy, to correct inaccurate details, to delete information that we no longer need, or to restrict the way we use it. You may also object to a particular use, withdraw consent where consent was the basis for processing, and ask for information in a portable format.
To make a request, write to hello@rdfutahliving.buzz or send a letter to RDF UTAH CONDOS LLC, 2001 Wilshire Blvd Ste 650, Santa Monica - 90403-5864, United States (US). We will acknowledge the request and may ask for information that helps us confirm your identity, such as the email address used in your enquiry or the apartment number in the tenancy file. We aim to respond within forty five days, and we will tell you if more time is needed and why.
Some information is exempt from deletion, for example records that we must keep for tax or housing law, records relevant to an active dispute, or information needed to protect the rights of another person. Where an exemption applies, we will explain it in our response rather than simply refusing the request.
You will not be treated differently for exercising a privacy right. We do not charge a fee for a reasonable request, although we may charge a modest administrative fee for repeated or excessive requests where the law permits.
If you are a California resident, you have additional rights under the California Consumer Privacy Act as amended. These include the right to know the categories of personal information we collect, the sources of that information, the business purposes for which it is used and the categories of recipients with which it is shared. You also have the right to request deletion, correction and a copy of your information, and the right to opt out of the sale or sharing of personal information.
We do not sell personal information and we do not share it for cross-context behavioural advertising. We do not knowingly collect or sell the personal information of consumers under sixteen years of age. The categories of information we collect are described in section three of this policy, and the reasons for collection are described in section five.
You may use an authorized agent to make a request on your behalf. We will ask the agent for written permission and may contact you directly to confirm that the request is genuine. If you are a tenant, you may also raise a privacy concern with the desk in person during business hours.
We do not use or disclose sensitive personal information for purposes other than those permitted by the statute, such as providing the service you requested, protecting health and safety or complying with law.
Our website and leasing services are intended for adults who are able to enter a lease or who are acting on behalf of a household. We do not knowingly collect personal information from children under thirteen through the website. Children may live in a leased apartment, and their names may appear in a household record where a building requires occupancy information, but that information is provided by a parent or guardian.
If you believe that a child has sent personal information to the desk without the involvement of a parent or guardian, please contact us and we will delete the information promptly. We do not direct advertising at children, and we do not include photographs of residents who are minors on event boards without written permission from a parent or guardian.
Community events are sometimes family friendly, and a parent or guardian remains responsible for supervising a child at those events. Any information collected for an event, such as a guest list or a consent form, is used only for the event and is destroyed afterwards.
We send very little marketing. A resident may receive occasional messages about a renewal offer, a building notice, a perks change or an event on the community board. These messages are part of the tenancy relationship. If you would like to receive fewer messages, tell the desk and we will record your preference, while keeping the essential notices that a lease or the law requires.
If you are not a resident and you have asked about availability, we may contact you about a unit that matches your stated requirements. You can ask us to stop at any time by replying to the message or by writing to the desk. We do not add enquiry contacts to a general marketing list.
Event boards display short notices that may include the name of the person organizing an event and a contact method. We ask for permission before posting a name or a photograph, and we remove cards once the event has passed. A resident may ask for a card to be removed at any time.
This website may link to resources operated by other organizations, such as utility providers, local services or public agencies. We provide those links as a convenience. We do not control the content or the privacy practices of another organization, and a link does not mean that we endorse its practices.
If you follow a link and provide personal information to another organization, that information is governed by the privacy notice of that organization. We encourage you to read the notice before providing sensitive details or making a payment.
Where our own pages include an embedded feature from another provider, the provider may receive technical information needed to deliver the feature. We choose providers that offer appropriate safeguards and we review any embedded feature before it is added to the site.
We review this policy at least once a year and whenever we change a service, a provider or a record keeping practice. The effective date at the top of the page shows when the current version took effect. If a change is material, we will post a notice on the website and, where appropriate, contact residents by email.
Archived versions of the policy are available from the desk on request. When a material change affects an existing tenancy, we will explain what is different and allow a reasonable period before the new practice applies.
Your continued use of the website after a change takes effect indicates that you have read the updated policy. If you do not agree with a change, you can contact the desk to discuss your concerns or to exercise a privacy right described in this policy.
Privacy questions and requests should be sent to the resident services desk, which maintains the privacy records for the company.
RDF UTAH CONDOS LLC
2001 Wilshire Blvd Ste 650
Santa Monica - 90403-5864
United States (US)
Email: hello@rdfutahliving.buzz
Telephone: +16678244714
Please include your name, the email address used in your earlier correspondence and a clear description of the request. If you are a tenant, include the building name and apartment number so that we can locate the correct file. We will acknowledge your message and explain what happens next.
If you are not satisfied with our response, you may raise the matter with the relevant supervisory authority in your state of residence. We would appreciate the opportunity to resolve the concern directly first.