Privacy Policy
Introduction
AMBLING MANAGEMENT COMPANY, LLC (“Company” or “We”) respects the privacy and security
of your non-public personal information. We are committed to protecting such non-public personal
information through our compliance with this privacy policy (the “Policy”). The Policy applies to visitors
or prospective tenants (“Prospective Tenants”) and users who are tenants (“Tenants”).
In this Policy, we describe how we collect, use, and disclose personally identifiable information (“PII”)
that we obtain from users of the services offered by the Company at the property where you visit or live
(collectively, the “Services”).
If you have any questions about this Policy, please email us at info@ambling.com or call 229-244-2800.
Information Collected
When using our Services, you will be asked to provide some of your personal information. Prospective
Tenants will be required to provide certain PII including but not limited to first name, last name, email
address, physical address, and telephone number. Prospective Tenants who decide to apply to rent will be
required to provide additional PII including but not limited to social security number, information on your
credit report, birth date, telecommunication access devices including debit or credit card information and/or
financial institution account or information. A consumer report is a report related to a person’s credit
worthiness, credit standing, credit capacity, character, general reputation, personal characteristics, or mode
of living prepared by or obtained from an agency that collects such information such as a credit reporting
agency.
The Company obtains PII in the following ways:
a. In consumer reports from reporting agencies to which the Company subscribes in connection
with lease applications or for other reasons that the consumer may authorize the Company to
obtain;
b. In lease applications;
In tax reporting forms that Tenants or Prospective Tenants are required to complete, which are
given to the Company.
When completing the forms required above, Tenants or Prospective Tenants may send the information to
the Company by mail, facsimile, personal delivery, or by e-mail. Tenants or Prospective Tenants may
occasionally provide PII to the Company or its agents by other means such as telephone calls or e-mail
messages in order to expedite a transaction in which the Tenant or Prospective Tenant is involved.
Information You Provide to a Third Party
The Services provided may include links and plug-ins to websites operated by third parties such as Twitter,
Facebook, and Instagram buttons (“Third Party Sites”). We do not control any Third Party Sites and we are
not responsible for any information collected by such Third Party Sites. The information collection practices
of any Third Party Sites are governed by the individual privacy policies of such third parties. If you choose
to enter any of these Third Party Sites, we recommend you read the privacy policies of these Third Party
Sites.
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• PII from Prospective Tenants. We are required to assess Prospective Tenants for their suitability as
tenants and collect the necessary basic information should they become Tenants. The PII that
Prospective Tenants provide to the Company is primarily used to obtain consumer reports (credit
checks). The PII may also be used to perform background checks and rental history searches. The PII
in consumer reports will be disclosed to the property management company that manages the property
in question. The Company also reports information to credit reporting agencies and uses PII to complete
these reports.
• PII from Tenants. The PII from Tenants are disclosed to the property management company and may
be used to enforce any term of the lease or tenancy agreement and to obtain a consumer report in the
event a Tenant is in arrears of rent or wishes to renew their lease or tenancy agreement.
Consent
• Consent to use the PII supplied in Prospective Tenants is provided by means of a signature(s) on a
rental application. By signing the rental application, the applicant gives permission to the Company or
its agent to perform credit checks, to contact current and previous landlords and references, or to take
any other reasonable steps to assess the rental application for credit worthiness. Additional consent is
granted by signing the lease or tenancy agreement, if accepted to become a new Tenant.
• If a Tenant or Prospective Tenant withdraws consent or refuses to provide certain PII, it is likely that
the Company cannot provide the Tenant or Prospective Tenant with a rental apartment.
• PII is collected only for the purposes set out herein and not indiscriminately. If the Company requires
information for any purpose not specified herein, the Company will, unless otherwise permitted or
required by applicable law, notify the owner of the PII of the new purpose and, subject to their consent,
that new purpose will become an identified purpose. The Company will only collect PII by fair, lawful
means and a responsible staff member will explain why the information is needed.
Limiting Use, Disclosure, Retention
• PII will not be used or disclosed for purposes other than those for which it was collected, except with
the consent of the Tenant or Prospective Tenant, or as may be permitted or required by applicable law.
• The Company may provide PII about Tenants to providers of utilities services and/or commodities
including but not limited to water, laundry, cable TV, telephone and internet companies so that such
suppliers may contact those Tenants of the properties that the Company owns or manages. In all cases,
before disclosing the PII, the Company will ensure that the service providers comply with this Policy.
• The Company will only disclose PII as permitted by law. The Company does not sell or transfer any
PII other than where explicit reference is made and approval obtained at the time the PII is provided,
or where passing that PII to third parties is necessary to provide the service or information requested.
o Service Providers. The Company may use third-party service providers to provide certain
business services, including, but not limited to, property management software. Your PII may
be provided to such third-party service providers to facilitate the provision of Services. These
service providers are only permitted to use, disclose, or retain PII to provide such Services and
are prohibited from selling PII..
• The Company will use reasonable measures to dispose of PII. PII is usually disposed of by shredding
or burning documents, erasing electronic files by means that make the files unreadable or
undecipherable or by eradicating PII from documents or electronic files in ways that make PII
unreadable.
4938-5265-4389, v. 1Access to PII
The following persons have access to PII in the Company’s files:
• Chief Operations Officer
• Vice President of Operations
• Director of Compliance
• Directory of Information Technology
Protection of PII
Written files in the Company are protected under lock and key. Electronic records are protected under an
access name and password. The Company and its agents will exercise reasonable discretion when
discussing any PII with others and will only release PII as described by this Policy. The Company does not
permit its employees or agents to make copies of consumer reports or records of insurance claims. The
consumer reports retained in the Company’s files are not to be accessed in the future as a convenience to
Tenants or Prospective Tenants.
Erroneous Records
If the Company erroneously reports information to a consumer reporting agency, the Company will act to
correct the information in the Company’s records and request that the reporting agency correct the
information in its records promptly after the Company has learned and determined that the report was in
error.
Right to Delete
Tenants or Prospective Tenants may submit a request to Ambling Management Company exercising its
right to:
• Confirm whether the Company is processing the Tenant’s or Prospective Tenant’s PII and to access
the PII;
• Correct any inaccuracies in the PII;
• Delete PII provided or obtained by the Company (except that the Company is not required to delete
PII that it maintains or uses as aggregate or de-identified data, provided that such data in the
possession of the Company is not linked to a specific Tenant or Prospective Tenant;
• Obtain a copy of the PII that was previously provided to the Company in a portable and to the
extent technically feasible, readily usable format that allows the Tenant or Prospective Tenant to
transmit the data to another controller without hindrance, where the processing is carried out by
automated means;
• Request that Company disclose whether any PII was sold;
• Opt out of the Company selling PII about the Tenant or Prospective Tenant.
This request may be submitted via electronic mail by emailing info@ambling.com, via phone call by calling
229-244-2800, or by submitting a request through the online portal available on our website.
The Company shall respond to the Tenants or Prospective Tenants without undue delay, but in all cases
within forty-five (45) days of receipt of a request from a Tenant or Prospective Tenant. The response period
may be extended once by fifteen (15) additional days when reasonably necessary, taking into account the
complexity and number of requests, so long as the Company informs the Tenant or Prospective Tenant
within the initial forty-five (45) day response period together with the reason for the extension.
4938-5265-4389, v. 1If the Company declines to take action regarding the requests, the Company shall inform the Tenant or
Prospective Tenant without undue delay, but in all cases and at the latest within forty-five (45) days of
receipt of any requests, of the justification for declining to take action and instructions for how to appeal
the decision.
Changes to This Privacy Policy
We reserve the right to change, modify, or update this policy at any time without notice. Any substantial
change in the way we use your PII will be posted on this site.
Contact
If you have any questions regarding this Policy, please do hesitate to reach out to Ambling Management
Company at 229-244-2800.
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