Bolam Real Estate – Privacy Policy

Last updated: May 25, 2020

Bolam is committed to providing clear and concise information regarding our privacy policies and practices. This Privacy Statement describes how Bolam and its subsidiaries (“we,” or “us”) collect, use, and disclose certain personal information in the course of providing our services. By accessing our website (www.BolamRealEstate.com) or utilizing our services, you consent to the information collection and handling practices outlined in this statement.

I. Bolam Services and Scope

Bolam provides comprehensive property management software solutions and services to property owners and managers in the rental housing industry (our “Clients”). Our on-demand product line covers the full spectrum of accounting, leasing, operations, and marketing services (collectively “Bolam Services”). In providing this suite of services, Bolam acts as a service provider under contract to our Clients1. As a service provider, Bolam does not control any of the personal information we process on behalf of our Clients. Our Clients collect and control all such personal information, and Bolam is required to provide our products and services in accordance with Clients’ contractual provisions and instructions regarding data collection, privacy, processing, and security. 

Bolam offers direct-to-consumer services that collect personal data directly from residents. Our Clients may administer Bolam Services access for their employee end users. This administration may include control over end user account access and functionality, as well as access and monitoring of end user data and activity. Bolam is not responsible for the privacy or security practices of our Clients, and this Privacy Statement is not intended to cover those Client practices. Furthermore, this Privacy Statement does not apply to the privacy or security practices of any third party.

II. Information Collection

Bolam Services involve the collection and processing of personal information for business purposes. This includes Client resident and prospect information (either provided by Clients to Bolam or collected directly from residents by Bolam acting on behalf of Clients) and Client employee information (collected by Bolam to establish user account access to Bolam Services). This personal information varies depending on the individual Bolam Services being utilized, and multiple services may be integrated at a Client property. The personal information collected includes the following:

Contact Information & Identification: name, address, telephone number, email address, and emergency contact information

Personal Details: date of birth, social security number, driver’s license/state-issued ID/military ID/passport number, employment history/income, gender, and marital status

Financial Account Information: bank account, credit/debit card, and insurance policy/surety bond information

Property Ledger Information and Documents: resident leases, resident ledger history, utility consumption/expense, property notices and communications, rent/fee payment receipts, and other Client-generated content related to property management and resident history

Credentials and Authentication Information: user names, passwords, password hints and security questions

Technical Information: IP address, device and hardware specifications, and web browser type

Usage Data: logging data that tracks service access, usage, performance metrics, and error reports

III. Information Use

The personal information collected by Bolam Services is used for a variety of purposes, including:

To fulfill the purpose for which the personal information was collected and provide the requested Bolam Services.

To integrate with apartment community services offered by Bolam or third party service providers contracted by Clients.

To process service requests, transactions, and payments and prevent transactional fraud.

To distribute communications and legally required notices regarding the status of Bolam Services via phone, email, and SMS text.

To provide Bolam Services maintenance, enhancement, security, support, and website optimization.

To maintain compliance with federal and state laws related to software-as-a-service, background screening, financial institutions, and money services businesses.

To create, maintain, customize, and secure Bolam Services user accounts.

IV. Information Sharing & Disclosure

Bolam does not sell personal information collected through Bolam Services.

Bolam may provide personal information to third parties under limited circumstances, including service providers and vendors that support or integrate with the Bolam Services described in this statement. Bolam only shares personal information to the extent reasonably necessary to support Bolam Services requirements, or for the third party vendors or service providers to perform the services on our or our Clients’ behalf. We do not permit third party vendors or service providers to use or disclose your personal information except for the purpose of providing the services we request of them. However, please note that Bolam does not maintain direct control over the privacy policies and practices of Clients or any other third party companies, agents, or contractors.

In addition, if Bolam enters into any business transition, restructuring, merger, sale, or other transferring of assets, we reserve the right to transfer all Bolam Services information, including all personal information, as part of or in connection with the transaction.

Finally, we will access, transfer, disclose, and preserve personal information when we have a good faith belief that doing so is necessary to:

Comply with applicable law or respond to valid requests by public authorities, including law enforcement, national security agencies, or other government entities;

Operate and maintain the security of Bolam Services; and

Protect the rights and property of Bolam including both intellectual property and physical systems infrastructure.

V. Cookies, Web Beacons, and Other Technologies

When you access Bolam Services or our website, our servers may place small text files (“cookies”) on your computer for record keeping purposes. Among other things, cookies enable us to gather information about your activity on our website for the purposes of improving your online experience, establishing secure user accounts, remembering your preferences and settings, and for other similar customization purposes.

In addition to cookies, the Bolam Services and our website may utilize web beacons, clear gifs, or other technologies to gather information on how users interact with and utilize various features. For example, these technologies can identify popular pages, viewing patterns, click-through, conversion rates, and other information that can be used to improve, monitor, and operate our websites, products, and services.

Most internet browsers provide controls that allow users to manage or disable the placement and usage of cookies on their computer. Please note that disabling cookies may deactivate or otherwise restrict certain features on Bolam Services or our website.

VI. Third Party Links to Other Sites

Bolam Services may include links to third party service providers contracted by Clients. These linked services are operated by unaffiliated third parties that have separate and independent privacy statements, terms of use, and related notices or disclosures regarding information handling practices. We cannot be responsible for the information handling practices of independent parties and encourage you to review their practices prior to information disclosure.

VII. Data Security

Bolam implements and maintains appropriate physical, administrative, technical and organizational measures to protect the information we process against unauthorized or unlawful access, use or disclosure, and against accidental loss, damage, alteration or destruction. Under our security policies and practices, access to personal information is restricted and authorized only for those who have a business need for such access. Bolam strives to protect the personal information that we process; however, no security program is 100% secure and we cannot guarantee that our safeguards will prevent every unauthorized attempt to access, use, or disclose personal information. We maintain security incident response policies and procedures to handle incidents involving unauthorized access to personal data we process.

VIII. Accessing and Updating Personal Information

In the event your personal information is determined to be outdated, incomplete, or inaccurate, you may access and update your information by logging into your Bolam Services account or contacting your property manager. If you require verification that your requested changes have been completed, and such verification is not readily displayed in your Bolam Services account, you may request confirmation at the email address listed below (See “Contact Us”).

IX. Children’s Online Privacy

Bolam does not target children under the age of 13 for the collection of information online, and our services are not designed to attract children’s attention or interaction.

X. Privacy Statement Changes

Bolam reserves the right to amend this privacy statement at our sole discretion at any time. When we make changes to this privacy statement, we will post the updated content to our applicable website(s) and Bolam Services along with the effective date of the change. Your continued use of Bolam Services following the posting of changes constitutes your acceptance of such changes.

XI. Contact Us

If you have any questions or concerns about this Privacy Policy or its implementation, you may contact us via email: sales@BolamRealEstate.com