What we collect
When you request a rent analysis, apply for a home or use one of our portals, we collect the information you give us: your name, contact details, property address, and for applicants the identity and financial information needed to run a tenant screening report.
When you apply to be placed through our careers programme we collect your name, your email address and the resume file you upload. That is the whole form. Everything else in your profile is read out of the resume by our software and shown back to you to correct, and anything you add afterwards, such as a phone number or the lowest pay you would take, is only ever what you chose to tell us. We also record the campaign tags in the link you arrived through, so we know which advert or referral sent you.
If you join the Rent-Free Competition we also collect the state you will trade in, your firm name and licence details, the address, unit count and owner name of each property you tell us you manage, a record of which version of the rules you accepted and when, and your tax details (a W-9) if you become due a payment. We check those details against public records and with your state regulator before anything is paid, and we may contact the property owner directly to confirm the arrangement. We keep them for as long as our tax and record keeping obligations require.
We also collect basic technical information when you visit this website, such as the pages you view and the browser you use.
How we use it
- To answer your enquiry and provide the services you asked for
- To screen rental applications, through a third party consumer reporting agency
- To meet our legal, tax and trust accounting obligations
- To match careers applicants to job referrals, to introduce them to employers, and, where an applicant has told us to in their portal, to submit job applications on their behalf
- To improve the website and our service
Your resume
An uploaded resume is stored on our own server, outside any public folder. It is not published anywhere and it is not indexed. It is read by our placement team and by our matching software, and used to match you against openings in our referral repository.
We do not send your resume to an employer unless you ask us to. We do not sell it, and we do not contact your current employer.
Once you have told us in your portal which kinds of roles we may apply to for you, we attach it to the applications we send for you, with a cover letter written only from the facts in it and the answers you gave us. Every application we send is listed in your portal, and you can pause this, or ask us to check with you before each one, at any time.
Ask us to delete it and we will, along with the rest of your careers application. Email info@rentfreemanagement.com with your applicant ID, which is shown at the top of your portal.
Who we share it with
We share personal information only with the parties needed to deliver the service: screening providers, payment processors, maintenance vendors attending your property, our attorney where a legal process requires it, the property owner where you are a resident, and, for careers applicants, the employers you have told us to apply to on your behalf. We do not sell personal information.
How long we keep it
Rental applicant records are retained for the period required by fair housing record keeping rules. Lease and accounting records are retained for as long as required by North Carolina law and our tax obligations.
Careers applications, including the resume, are kept while we are working on your placement and for twelve months after the file is closed, so we can come back to you when something suitable appears. Applications we send for you, including the cover letter and a record of the submission, are kept with your file for the same period, and screenshots of submissions for 90 days. Ask us to delete it sooner and we will.
Your choices
You can ask us for a copy of the information we hold about you, ask us to correct it, or ask us to delete it where we are not required to keep it. Write to hello@rentfreemanagement.com.
Cookies
This site runs no advertising trackers and no third party analytics. It sets three of its own cookies and nothing else:
- A session cookie once you log in to your portal, so the site knows it is you. It lasts 30 days, or until you log out.
- A separate session cookie for our own staff logging in to the back office.
- A campaign cookie holding only the tracking tags in the link you arrived through, so we can tell which advert or referral sent you. It lasts 30 days and holds nothing else.
Contact
Rent Free Management, 215 Foundry Street, Suite 400, Charlotte, NC 28203. hello@rentfreemanagement.com