Privacy Policy

TrueDoor Property Management

PRIVACY POLICY

Effective Date: May 20, 2026

 

TrueDoor Property Management (“TrueDoor,” “we,” “us,” or “our”) is committed to protecting the privacy and personal information of our clients, tenants, applicants, vendors, and website visitors. This Privacy Policy describes how we collect, use, share, and safeguard personal information in connection with our property management services throughout California, with primary operations in Orange County and the greater Southern California market.

By using our services, visiting our website, or providing your personal information to us, you acknowledge that you have read and understood this Privacy Policy. TrueDoor operates in compliance with applicable California and federal privacy laws, including the California Consumer Privacy Act (CCPA), as amended by the California Privacy Rights Act (CPRA), the California Civil Code, and all applicable real estate regulations under the California Department of Real Estate (DRE).

1. Information We Collect

We collect personal information in connection with our property management services, including but not limited to:

1.1 Applicants and Prospective Tenants

  • Full legal name, date of birth, and government-issued identification
  • Social Security Number or Individual Taxpayer Identification Number (for credit and background screening purposes)
  • Rental history, including prior landlord references
  • Employment and income verification documents (pay stubs, tax returns, employer letters)
  • Credit history, background check results, and eviction history
  • Contact information including address, phone number, and email
  • Emergency contact information

1.2 Current and Former Tenants

  • Lease agreement details and addenda
  • Payment history, including rent, deposits, and fees
  • Maintenance requests and related communications
  • Notices, violations, and correspondence
  • Move-in and move-out inspection records and photographs
  • Utility account information where applicable

1.3 Property Owners and Clients

  • Full legal name(s) and entity information
  • Property addresses, parcel information, and management agreement terms
  • Banking and financial information for disbursements and owner draws
  • Tax identification information for 1099 reporting purposes
  • Insurance and HOA information
  • Contact preferences and communication history

1.4 Vendors and Service Providers

  • Business name, license number, and insurance certificates
  • Contact information and banking details for payment processing
  • Tax identification information for 1099 reporting

1.5 Website Visitors

  • IP address, browser type, device identifiers, and pages visited
  • Information submitted through contact forms or listing inquiries
  • Cookies and similar tracking technologies (see Section 7)

2. How We Use Your Information

TrueDoor uses personal information only for legitimate property management and business purposes, including:

  • Processing and evaluating rental applications, including tenant screening in compliance with the Fair Credit Reporting Act (FCRA) and California Civil Code §1785 et seq.
  • Executing and administering lease agreements, including rent collection, renewals, and terminations
  • Communicating with tenants regarding maintenance, lease compliance, notices, and renewals
  • Managing owner accounts, disbursing funds, and providing financial reporting
  • Coordinating maintenance, repairs, and inspections with licensed vendors
  • Complying with California landlord-tenant laws, including the Tenant Protection Act of 2019 (AB 1482), local rent stabilization ordinances, and just-cause eviction requirements
  • Processing security deposits in accordance with California Civil Code §1950.5
  • Issuing legally required notices including Three-Day Notices, annual rent increase notices, and move-out statements
  • Filing required tax documents including 1099-NEC and 1099-MISC forms
  • Responding to legal process, court orders, or regulatory inquiries
  • Improving our internal operations, team training, and service delivery

3. How We Share Your Information

We do not sell personal information. We may share information with third parties only as described below:

3.1 Service Providers

We work with third-party vendors and platforms to operate our business, including our property management software (AppFolio), tenant screening providers, payment processors, maintenance coordination platforms, and utility concierge services (such as Citizen Home Solutions). These providers are contractually obligated to use your information only to provide services on our behalf.

3.2 Property Owners

As your property management company, we share relevant tenant information with the property owner(s) as necessary to fulfill our management obligations. This includes tenancy status, payment history, maintenance issues, and compliance matters. We do not provide tenant contact information to owners in a manner that facilitates direct owner-tenant contact outside the scope of authorized management activities.

3.3 Legal and Regulatory Disclosure

We may disclose personal information as required by law, court order, or governmental authority, including in connection with eviction proceedings, regulatory audits, or DRE compliance obligations.

3.4 Business Transfers

In the event of a merger, acquisition, or transfer of our business or assets, personal information may be transferred to the successor entity, subject to the same protections described in this Policy.

4. Your California Privacy Rights

California residents have specific rights under the California Consumer Privacy Act (CCPA), as amended by the California Privacy Rights Act (CPRA). These rights include:

  • Right to Know: You may request disclosure of the categories and specific pieces of personal information we have collected about you, as well as the purposes for collection and categories of third parties with whom we share it.
  • Right to Delete: You may request deletion of personal information we hold about you, subject to certain exceptions permitted by law (e.g., information needed to complete a transaction, comply with a legal obligation, or fulfill a lease agreement).
  • Right to Correct: You may request correction of inaccurate personal information we maintain about you.
  • Right to Opt-Out of Sale or Sharing: We do not sell or share personal information for cross-context behavioral advertising.
  • Right to Limit Use of Sensitive Personal Information: We use sensitive personal information (such as Social Security Numbers and financial data) only as necessary for property management services and do not use it for purposes beyond those disclosed in this Policy.
  • Right to Non-Discrimination: We will not discriminate against you for exercising any of the above rights.

To submit a rights request, please contact us using the information in Section 10. We will verify your identity before processing your request and respond within 45 days, as required by the CPRA.

5. Fair Housing and Anti-Discrimination

TrueDoor is committed to full compliance with the Federal Fair Housing Act, the California Fair Employment and Housing Act (FEHA), and all applicable local fair housing ordinances. We collect and use personal information in a manner that does not discriminate on the basis of race, color, national origin, religion, sex, familial status, disability, source of income, sexual orientation, gender identity, citizenship, immigration status, or any other protected class under California or federal law.

All tenant screening criteria are applied consistently and in accordance with written, objective standards. Adverse action notices are provided in compliance with the FCRA when applicable.

6. Data Security

TrueDoor implements administrative, technical, and physical safeguards designed to protect personal information against unauthorized access, loss, misuse, or disclosure. These measures include:

  • Secure, password-protected access to our property management software (AppFolio) with role-based permissions
  • Encrypted transmission of sensitive data
  • Restricted physical access to paper records
  • Employee training on data handling and confidentiality
  • Vendor agreements requiring appropriate security standards

No method of data transmission or storage is completely secure. In the event of a data breach affecting your personal information, we will notify affected individuals as required by California Civil Code §1798.82.

7. Cookies and Online Tracking

Our website may use cookies, web beacons, and similar technologies to improve user experience, analyze site traffic, and deliver relevant content. You may control cookie preferences through your browser settings. Please note that disabling cookies may limit certain website functionality.

We do not engage in cross-context behavioral advertising or sell data collected from website visitors.

8. Retention of Information

We retain personal information for as long as necessary to fulfill the purposes described in this Policy, comply with legal obligations, resolve disputes, and enforce our agreements. Retention periods are determined by:

  • California statute of limitations for contract and property-related claims (generally 4 years)
  • California Civil Code §1950.5 requirements for security deposit documentation
  • Tax record retention requirements (generally 7 years)
  • Applicable DRE record-keeping regulations

When personal information is no longer required, we dispose of it securely.

9. Minors

Our services are not directed to individuals under 18 years of age. We do not knowingly collect personal information from minors. If you believe we have inadvertently collected such information, please contact us immediately.

10. Contact Us

If you have questions about this Privacy Policy, wish to exercise your California privacy rights, or need to report a concern, please contact us:

TrueDoor Property Management

Attn: Branch Manager — Privacy Requests

Orange County, California

Email: info@truedoorpm.com

Phone: (714) 899-2200

Mailing Address: 2355 Main St. Suite 105. Irvine, CA 92614

We will respond to verified requests within 45 calendar days. If additional time is needed, we will notify you of the extension and the reason for it.

11. Changes to This Privacy Policy

TrueDoor reserves the right to update this Privacy Policy at any time to reflect changes in our practices, applicable law, or business operations. We will post the updated Policy on our website and note the new effective date at the top of the document. Where required by law, we will provide direct notice of material changes.

Your continued use of our services following any updates constitutes your acknowledgment of the revised Policy.

12. SMS Communications and Consent

  • SMS Consent Communication:
    The information as phone numbers obtained as part of the SMS consent process will not be shared with third parties for marketing purposes.
  • Types of SMS Communications:If you have consented to receive text messages from TrueDoor Property Management you may receive messages related to the following:
  • Appointment reminders(if applicable)
  • Follow-up messages(if applicable)
  • Billing inquiries (if applicable)
  • Promotions or offers (if applicable)


Example: "Hello, this is a friendly reminder of your upcoming appointment with TrueDoor at [Location] on [Date] at [Time]. You can reply STOP to opt out of SMS messaging from TrueDoor at any time."

3- Message Frequency:
Message frequency may vary depending on the type of communication. For example, you may receive up to 3 SMS messages per week related to your [appointments/billing, etc.].

4- Potential Fees for SMS Messaging:
Please note that standard message and data rates may apply, depending on your carrier’s pricing plan. These fees may vary if the message is sent domestically or internationally.

5- Opt-In Method:
You may opt-in to receive SMS messages from TrueDoor in the following ways:

  • By submitting an online form 
  • Owner Management Agreement

6- Opt-Out Method:
You can opt out of receiving SMS messages at any time. To do so, simply reply "STOP" to any SMS message you receive. Alternatively, you can contact us directly to request removal from our messaging list.

7- Help:
If you are experiencing any issues, you can reply with the keyword HELP. Or, you can get help directly from us at www.truedoorpm.com or call us at 714) 899-2200.

Additional Options:
If you do not wish to receive SMS messages, you can choose not to check the SMS consent box on our forms.

8- Standard Messaging Disclosures:

Message and data rates may apply.
You can opt-out at any time by texting "STOP."
For assistance, text "HELP" or visit our Privacy Policy https://www.truedoorpm.com/privacy-policy/ and Terms and Conditions listed in the Privacy policy section https://www.truedoorpm.com/privacy-policy/ pages.
Message frequency may vary