This privacy policy has been compiled to serve better those who are concerned with how their “Personally Identifiable Information” (PII) is used online. PII, as used in US privacy law and information security, is information that can be utilized on its own or with other information to identify, contact, or locate a single person, or to identify an individual in context. Please read our privacy policy carefully to get a clear understanding of how we collect, use, protect, or otherwise handle your Personally Identifiable Information in connection with our website and services.
What personal information do we collect?
Personal information is:
- information in a consumer report; or
- an individual’s first name or initial and last name in combination with any of the following: birth date; social security number or other government-issued identification number; mother’s maiden name; unique electronic identification number or routing code; telecommunication access devices including debit or credit card information; or financial institution account or information.
- email address
- phone number
- property address and service/job details submitted through a request form
- audio recordings and transcripts of phone calls (see “Call Recording” below)
Some of the information above — particularly a Social Security number (collected from subcontractors/vendors via IRS Form W-9) and call audio/transcripts — is treated as sensitive personal information under the CCPA/CPRA. See “California Consumer Privacy Act” below for the right to limit use of sensitive personal information.
When do we collect information?
Rental Property Maintenance Contractors (RPMC) obtains personal information in the following ways:
- when a property owner, property manager, or resident submits a request for an estimate, service call, or maintenance work through our website or portal;
- when a subcontractor or vendor applies to work with us or submits licensing/insurance documentation;
- in other forms a customer or subcontractor completes in connection with a job or account; and
- in tax reporting forms (e.g., Form W-9) that a subcontractor or vendor is required to complete.
We collect information from you when you fill out a form or enter information on our site.
How do we use your information?
Personal information from customers (property owners, property managers, residents): used to schedule and perform the requested maintenance or contracting work, to communicate about job status and appointments, to bill for completed work, and to comply with recordkeeping obligations.
Personal information from subcontractors and vendors: used to verify license, insurance, and tax status, to assign and dispatch jobs, to process payments, and to communicate about job requirements and scheduling.
We may use the information in the following ways:
- To improve our website to serve you better.
- To respond to your service requests and customer service inquiries.
- To schedule, dispatch, and complete maintenance and contracting work.
- To process payments and invoices.
- To send updates about your job or appointment via email, phone, or SMS.
How do we protect visitor information?
Written files are kept under lock and key. Electronic records are protected by an access name and password assigned to authorized personnel. We exercise reasonable discretion when discussing any personal information with others and release personal information to others only as described by this policy.
Our website is scanned on a regular basis for security holes and known vulnerabilities to make your visit to our site as safe as possible. We use regular malware scanning. Your personal information is contained behind secured networks and is only accessible by a limited number of persons who have special access rights to such systems and are required to keep the information confidential. Sensitive information you supply is encrypted via Secure Socket Layer (SSL) technology.
Call Recording
Some phone calls with RPMC, including calls placed through our after-hours emergency line, may be recorded and/or transcribed for quality assurance, scheduling, and recordkeeping purposes. If a call is recorded, you will hear a disclosure at the start of the call before any recording begins. Call recordings and transcripts are stored securely, accessed only by authorized personnel, and are subject to the same protections and disposal practices described in this policy. If a third-party service is used to transcribe or process call audio, that provider acts as our service provider under a confidentiality obligation and does not independently use your information for its own purposes.
Do we use ‘cookies’?
Yes. Cookies are small files that a site or its service provider transfers to your computer’s hard drive through your web browser (if you allow) that enable the site’s or service provider’s systems to recognize your browser and remember certain information. We use cookies to help us understand your preferences based on previous or current site activity, which enables us to provide you with improved services, and to compile aggregate data about site traffic and site interaction.
You can choose to have your computer warn you each time a cookie is being sent, or you can choose to turn off all cookies, through your browser settings. If you disable cookies, some site features may not function properly, but you can still submit service requests.
Third Party Disclosure
We do not sell, trade, or otherwise transfer your personally identifiable information to outside parties. This does not include website hosting partners, call/transcription providers, and other service providers who assist us in operating our website, conducting our business, or servicing you, so long as those parties are bound to keep this information confidential and use it only to provide services to us.
Affiliated businesses: RPMC and Advantage Property Management Services (APMS) are under common ownership but operate as separate businesses. We do not share your personal information with APMS or any other affiliate for that affiliate’s own marketing or promotional purposes. Information is shared between RPMC and an affiliate only where you have separately engaged both businesses for the same property or job and sharing is necessary to coordinate that work, or where you have otherwise consented.
Mobile information (SMS opt-in data and consent) will never be shared with any third party or affiliate for marketing or promotional purposes, under any circumstance.
We may also release your information when we believe release is appropriate to comply with the law, enforce our site policies, or protect ours or others’ rights, property, or safety.
Non-personally identifiable visitor information may be provided to other parties for marketing, advertising, or other uses.
Third party links
Occasionally, at our discretion, we may include or offer third party products or services on our website. These third party sites have separate and independent privacy policies. We therefore have no responsibility or liability for the content and activities of these linked sites. Nonetheless, we seek to protect the integrity of our site and welcome any feedback about these sites.
Access to Personal Information
The following persons may have access to personal information in our files: office staff who coordinate jobs and billing; the dispatcher(s) assigned to a job; and employees or contractors who need access to perform or support the work.
Property owners for whom we perform work do not have access to other customers’ or subcontractors’ personal information in our files. Personal information may be discussed with others (such as a property owner’s property manager) only as reasonably necessary to perform or coordinate the requested work.
If required by law, we will allow law enforcement or governmental agencies access to personal information to comply with court orders, subpoenas, or investigations.
Disposal of Personal Information
We use reasonable measures to dispose of personal information, including shredding or burning paper documents and erasing electronic files by means that make them unreadable, once no longer needed for the purposes described in this policy or as required by law.
California Consumer Privacy Act (CCPA/CPRA)
As a California resident, you have the following rights regarding your personal information under the California Consumer Privacy Act (CCPA), as amended by the California Privacy Rights Act (CPRA):
- Right to Know: request disclosure of the categories and specific pieces of personal information we have collected about you.
- Right to Delete: request deletion of your personal information, subject to certain exceptions (for example, information we must retain for tax or legal recordkeeping).
- Right to Correct: request correction of inaccurate personal information we hold about you.
- Right to Opt-Out of Sale/Sharing: we do not sell personal information, and do not share it for cross-context behavioral advertising.
- Right to Limit Use of Sensitive Personal Information: you may request that we limit use of sensitive personal information (such as a Social Security number or call recordings/transcripts) to what is necessary to provide the requested services.
- Right to Non-Discrimination: we will not discriminate against you for exercising these rights.
To submit a request, contact us using the information at the end of this policy. We will respond within 45 days as required by law.
California Online Privacy Protection Act (CalOPPA)
CalOPPA requires commercial websites and online services to post a privacy policy stating exactly the information being collected and those individuals with whom it is being shared, and to comply with this policy.
According to CalOPPA, we agree to the following:
- Users can visit our site anonymously.
- Our Privacy Policy link includes the word “Privacy” and can easily be found on our homepage.
- Users will be notified of any privacy policy changes on this page.
- Users can change their personal information by emailing us, calling us, or through their account/portal if applicable.
Do Not Track
Our website hosting platform uses standard analytics/traffic-measurement cookies to understand site usage (for example, page views and traffic sources). We do not currently honor browser Do Not Track (DNT) signals to disable this baseline hosting-platform analytics, as there is no accepted industry standard for responding to DNT signals. We do not use this data for third-party behavioral advertising, and as of the effective date above we do not run advertising pixels (e.g., Google Ads remarketing, Meta Pixel) on this site. If that changes, this policy will be updated first.
COPPA (Children’s Online Privacy Protection Act)
We do not specifically market to children under 13 and do not knowingly collect personal information from children under 13.
Fair Information Practices
Should a data breach occur affecting your personal information, we will notify affected users via email, phone, and/or in-site notification in the most expedient time possible and without unreasonable delay, consistent with California Civil Code § 1798.82 and other applicable law.
CAN-SPAM Act
We collect your email address to respond to inquiries, send job/appointment updates, and process requests. To be in accordance with CAN-SPAM, we agree to: not use false or misleading subjects or email addresses; identify any advertisement as such; include our physical business address in marketing email; honor opt-out/unsubscribe requests promptly; and allow users to unsubscribe using the link at the bottom of each email.
SMS Consent
Rental Property Maintenance Contractors (RPMC) operates an SMS program to send transactional job, appointment, and service updates to customers and subcontractors.
Message frequency varies based on job and appointment activity. Message and data rates may apply.
To opt out at any time, reply STOP. You will receive one confirmation and no further messages will be sent. For help, reply HELP.
Mobile information will not be shared with third parties or affiliates for marketing or promotional purposes. This information will not be shared with any third parties for marketing purposes.
Contacting Us
For help, reply HELP or contact us at:
Rental Property Maintenance Contractors (RPMC)
415 Boulder Court, Suite 300, Pleasanton, CA 94566
Phone: (925) 400-9870
Email: service@trivalleycontractor.com
CSLB License #1018130