Apartment One — Privacy Policy

Effective Date: January 1, 2025 Last Updated: May 1, 2026

At Apartment One, your privacy is a priority. This Privacy Policy explains how we collect, use, share, and protect your personal information when you use our platform (apartmentone.co and app.apartmentone.co). We are committed to the confidentiality and security of your data, especially sensitive information used in background checks. By using the Platform, you agree to this Policy.

1. Who This Policy Covers

This Policy applies to all users of Apartment One, including:

• Renters — Tenant Plus, Quick Screen, and Short-Term Rental subscribers.
• Property Partners — landlords and property managers who list properties.
• Affiliates — users in our referral program (Affiliates and Affiliate Realtors).

2. Information We Collect

2.1 Information you provide

Renters:

• Identity & contact: name, email address, phone number, date of birth, and mailing/physical address.
• Screening data: Social Security Number and other details required to run credit (FICO 9 / Experian), eviction, and criminal background reports.
• Financial documents: for the Financial Stability review, bank statements or similar documents you choose to upload.
• Rental preferences: desired location, budget, income, property type, pets, and similar preferences used for matching.
• Payment details: processed by our payment processor (see Section 4); we do not store full card numbers.

Property Partners:

• Business & contact: business name, contact details.
• Listing details: property address, rent, available units, amenities, and property type (including short-term, senior living, VASH, or Section 8 designations).
• Payment/payout details where applicable.

Affiliates:

• Contact details, referral activity, and (for payouts) bank/payment details you provide.

2.2 Information collected automatically

• Technical data: IP address, browser type, device information, and usage/interaction data.
• Cookies and analytics identifiers (see Section 8).
• Referral and campaign data: referral codes and marketing campaign parameters (e.g., UTM tags) associated with how you arrived at or signed up for the Platform.

2.3 Information from third parties

• Consumer reporting agencies: the credit, eviction, and criminal report data used for screening.
• Google (if you sign in with Google): your name and email address from your Google account.
• Property data providers: listing and property-related information.

3. How We Use Your Information

We use your information to:

• Create and manage your account and verify your identity (including two-factor authentication and reCAPTCHA to prevent fraud/abuse).
• Conduct background, credit, eviction, and criminal screening in compliance with applicable law, including the Fair Credit Reporting Act (FCRA).
• Match Renters to suitable Listings using the Tenant Fit Index, based on qualifications and screening results.
• Process payments and, for Short-Term Rental subscribers, recurring subscription billing and automatic monthly re-screening.
• Enable in-platform messaging between Renters and Property Partners, and send related transactional emails (e.g., screening status, subscription renewals, new-message notifications, application updates).
• Operate the Affiliate/referral program, including tracking referrals and processing payouts.
• Measure and improve marketing, including attributing signups to campaigns and analytics.
• Improve, secure, and personalize the Platform, and resolve disputes.
• Comply with legal obligations.

4. Payment Processing

Payments and subscriptions are processed by Stripe. When you pay, your card and billing details are collected and processed by Stripe under its own privacy terms. We receive limited transaction information (such as amount, status, and a transaction identifier) to maintain your billing records. We do not store full card numbers on our systems.

5. Third Parties and Service Providers

We share information only as needed to operate the Platform, comply with law, or protect our rights. Key categories of third parties who process data on our behalf include:

• Consumer reporting agencies (credit/eviction/criminal screening).
• Payment processing (Stripe).
• Authentication (Google, if you use “Continue with Google”).
• Property data providers used to enrich or verify listings.
• Communications & real-time messaging infrastructure (e.g., our messaging and notification providers) and email delivery.
• Analytics & advertising (e.g., Google Analytics, Google Ads, and Meta) to understand traffic, measure conversions, and improve marketing — see Section 8.
• Maps & imagery providers used to display location and property images.
• Legal authorities, where required by law or to protect our rights, users, or the public.

We do not sell your personal information, and we do not share your data with unauthorized third parties.

6. What Property Partners Can and Cannot See

Property Partners do not receive your raw screening file (such as your exact credit score, SSN, or full criminal/eviction records). Matching is handled within the Platform based on your screening results and the Tenant Fit Index, so Property Partners receive pre-screened, suitable applicant profiles and the information needed to evaluate an application — without direct access to your underlying sensitive screening details.

When you apply to a Listing or message a Property Partner, they will see the identity and contact information reasonably necessary to communicate with you and consider your application.

7. Background Checks and Consent

By paying for and undergoing screening, you consent to:

• Apartment One collecting the information necessary to run credit, eviction, and criminal history checks.
• Those checks being performed by third-party consumer reporting agencies.
• Using the results within the Platform to match you to Listings.
• Secure storage of your report data and its handling in accordance with this Policy.

Screening is conducted in compliance with the FCRA, the Gramm-Leach-Bliley Act (GLBA), and, where applicable, the California Consumer Privacy Act (CCPA). You may review your results and should report any discrepancies to us promptly so they can be addressed with the reporting agency.

8. Cookies, Analytics, and Advertising

We use cookies and similar technologies to:

• Keep you signed in and remember preferences.
• Analyze traffic and usage to improve the Platform.
• Measure marketing performance and attribute signups to sources and campaigns (including UTM parameters on links).
• Support advertising and conversion measurement through providers such as Google Analytics, Google Ads, and Meta.

You can manage or disable cookies through your browser settings; some features may not work correctly without them. Where required, we honor applicable opt-out and consent mechanisms.

9. Data Security

We use robust safeguards, including:

• Encryption of sensitive data in transit and at rest.
• Restricting data access to authorized personnel and parties who need it.
• Monitoring and security practices designed to prevent unauthorized access.

No system is perfectly secure, but we work to protect your information and to limit access to screening data to authorized purposes only. Property Partners’ business data and listings are likewise protected and access-restricted.

10. Data Retention

We retain personal information for as long as needed to provide the Platform, comply with legal, tax, and regulatory obligations, resolve disputes, and enforce our agreements. Screening reports are time-limited in the Platform (reports are valid for 21 days for access purposes), and sensitive data is retained and handled in accordance with applicable law. When information is no longer needed for these purposes, we delete or de-identify it.

11. Your Rights

Depending on your location, you may have the right to:

• Access, correct, or delete your personal information.
• Withdraw consent for certain data processing.
• Opt out of certain communications or data-sharing/advertising practices, subject to legal requirements.
• Request a copy of your personal data in a portable, machine-readable format.

California residents (CCPA): you have additional rights regarding access, deletion, and the sharing of personal information, and the right not to be discriminated against for exercising them.

To exercise any right, contact us at info@apartmentone.co. We may need to verify your identity before acting on a request.

Property Partners may also access, update, or delete their listing and business profile information at any time. Property Partners remain prohibited from charging renters for screening, as it is covered by the Platform.

12. Children’s Privacy

The Platform is intended for users 18 and older. We do not knowingly collect personal information from children under 18. If you believe a child has provided us information, contact us and we will delete it.

13. Changes to This Policy

We may update this Policy to reflect changes in our practices or legal requirements. The revised Policy will be posted with an updated “Last Updated” date. Continued use of the Platform after changes take effect constitutes acceptance of the updated Policy.

14. Contact Us

For questions or concerns about this Privacy Policy:

Apartment One

141 N Roadrunner Pkwy, Ste 141A Las Cruces, NM 88011

Email: info@apartmentone.co 

Your trust matters to us. Apartment One is committed to protecting your privacy and providing a secure experience for every user.