Urban Property Management
Privacy Policy
Updated January 2009
This policy, presented in a question-and-answer format, explains what information Urban Property Management collects and how we keep that information private and secure. We encourage you to contact us if you have any questions or concerns.
What types of information does Urban Property Management collect and why?
In the process of performing financial, administrative, and professional services for our clients – typically community associations – we collect the following types of information:
- Basic identification information regarding our clients or their community residents. This includes, but is not limited to, address, phone, e-mail, account, and financial information, all of which are necessary to allow us to provide services, including contacting individuals to disseminate important memoranda and bulletins.
- Information about transactions handled through us. For example, we will maintain information regarding payment of condominium fees or rents, or financial information in the event of authorized direct debit/ACH transactions.
- Information about services handled through us. This includes the collection and review of information with the board of trustees of a particular condominium, and would apply to vendor information, minutes of meetings, delivery of 6(d) certificates, budgeting analyses, utility analyses, and work order requests.
What are the sources of the information that Urban Property Management collects?
Our sources of information are provided to us by our clients or their community residents as part of our performing our services. Transaction history is maintained as a part of our normal business operations with our clients or their community residents. In addition, we will, from time to time, verify information provided to us by contacting third-parties, such as credit bureaus or references on applications.
How is that information stored? What steps are taken to keep the information private?
All information is kept under physical and electronic controls that are designed to ensure the security of the information that we maintain. All passwords and bank information are encrypted and stored in a secure Microsoft SQL Server database hosted by discountasp.net. Transmission of sensitive information, such as bank account records, is through the use of secure transmission methods.
In addition to secure storage, access to these records by our employees, agents, or contractors is given only when needed to do work for Urban Property Management, all of whom are required to protect the privacy of your information.
When is private information stored by Urban Property Management disclosed to others?
We will only share your personal and financial information with others under the following circumstances:
- If requested by a client or community resident, which includes communications between a client and community resident;
- In the course of processing a transaction or request authorized by a client or community resident, including the processing of payments or other servicing of client or community resident accounts;
- If required by law to disclose such information to appropriate authorities, for example in responding to a subpoena;
- As otherwise allowable by law, such as sharing with data vendors (such as discountasp.net), credit bureaus, printers, etc.; and
- To prevent fraud or other possible criminal action.
Otherwise, we will not share personal and financial information with others.
What happens to information about a community resident who moves out?
The account for a community resident who moves out will be rendered inactive and any passwords used to access Urban Property Management’s systems will be rendered invalid. For archive purposes, the account information for an individual community resident will continue to be maintained in a secure and private manner, including transaction history and forwarding addresses.
What happens to information about a community association that is no longer managed by Urban Property Management?
All accounts for a given community association that is no longer a client of Urban Property Management, including the associated accounts of individual community residents, will be rendered inactive and any passwords used to access Urban Property Management’s systems will be rendered invalid. For archive purposes, the account information for the community association and individual community residents will continue to be maintained in a secure and private manner.
Does Urban Property Management’s website use cookies or track data? If so, how?
Yes, but only in a limited manner. A cookie is employed only by Urban Property Management’s systems to “remember” that an individual has logged in. Data is stored in a temporary HTTP session, and upon logout and closing of your web browser, the session (and any data stored in the session) is deleted. In addition, our internet service provider, discountasp.net, provides basic tracking of the traffic to our website, but does not track individuals’ usage.
If I have questions regarding Urban Property Management’s Privacy Policy, who should I contact?
You may contact us with questions by:
- submitting them online to privacy@urbanmanagement.net
- calling us at 617.437.6755
- faxing us at 617.437.9933
- writing to us at Urban Property Management, Attention: Privacy Officer, 35 Fay Street, 107A, Boston, MA 02118