Privacy Policy

C1. Two kinds of information

• Records a Customer keeps. A Customer uses eSamaHomes to keep records about its properties and the people it works with: tenants, applicants, owners and vendors. The Customer decides what goes into those records and how they are used. We store and process them for the Customer, only to run the service. Your lease, application or work is with the Customer, not with us.
• Information we use ourselves. Sign-in, subscription billing, security, support, error reports and records of who accepted our terms. For this information, we decide.

C2. What we collect

Everyone who signs in

• From Google sign-in: your name, email address and profile picture. We never see or store a password.
• When you accept our terms: the date, the version, your IP address and your browser type.
• What you add in the portal: messages, maintenance requests and documents you upload.

Customers and their team members

• Business name, address, phone and email. Team members' names, emails and roles.
• Subscription billing: Stripe stores your card. We keep your plan, its status and Stripe's reference numbers.
• Your own Stripe account, connected for rent: we keep its reference number and status.

Tenants

• Name, email, phone, your lease and who else is on it, other occupants listed on the lease (name and age), charges, payments, maintenance requests, messages and documents the Customer shares with you.
• Paying online: Stripe collects and verifies your bank account. We keep only the bank name, the last four digits, and Stripe's reference to the account and to your authorization. We never see or store your full account number.

Applicants

When you apply through a link from a Customer, you send the Customer, through eSamaHomes:

• your name, email, phone and move-in date;
• your current address, how long you have lived there, your rent, and your current landlord's name and phone;
• your employer, job title, start date, monthly income and other income;
• the other people who will live with you (name and age, and email for adults) and your pets;
• an emergency contact and any note you add;
• an ID document and proof of income, if you upload them;
• when you accepted the terms and certified your answers, with your IP address and browser type.

We do not ask for your Social Security number, date of birth or driver's license number. The Customer may also record that you paid an application fee outside eSamaHomes.

Property owners

• Name, contact details, your properties, statements and payouts.
• How you're paid: the method, and the handle that goes with it (a Zelle email or phone, a Venmo username, a Cash App $cashtag, an Apple Cash phone or email), or the last four digits of a bank account. We don't keep full bank account or routing numbers.

Vendors

• Name, company, contact details, work orders, quotes, invoices and documents you upload, such as a W-9 or an insurance certificate.
• How you're paid, the same as owners, if the company records it.

Signing a lease online

• Firma, our e-signature provider, records each signer's name, email, IP address, consent, the email code check, and when the lease was sent, viewed and signed. When everyone has signed, we keep a copy of that signing record and of the signed lease.

People who contact a listing

• Your name, email, phone and message, and which site sent you to the listing (one of a fixed list, such as Apartments.com or Facebook). To stop spam, we count messages from your IP address for one hour. We do not store your IP address with your message.

Properties and listings

• Property addresses, listing text and photos. We remove hidden information from photos, such as where a photo was taken, before we store them.

C3. How we use it

• To run the service for the Customer: records, leases, rent, reminders, notices, reports and documents.
• To show each person only what they are allowed to see.
• To process payments through Stripe.
• To send sign-in, invitation and service emails.
• To keep the service secure, find and fix errors, and stop fraud and spam.
• To help you when you contact us.
• To follow the law.

We do not sell personal information. We do not share it for advertising. We do not decide anything about you automatically: the Customer decides whether to approve an application.

C4. Who sees it

The Customer, and the people the Customer allows

• The Customer's team sees the records in its account.
• Tenants see their own lease, charges, payments and the documents shared with them. Tenants on the same lease see each other's names.
• Property owners see statements and reports for their own properties, and the names of their tenants. Owners never see ID documents or proof of income, and do not see applicants' contact details.
• Vendors see the work orders the Customer sends them.
• One Customer can never see another Customer's information. This separation is enforced in our database itself.

Companies that run parts of eSamaHomes for us

We give each company only what it needs to do its job, and they may use it only for that.

Listing sites

When a Customer publishes a listing and turns on a listing site, the listing (address, rent, description, photos, features) and the Customer's business name, email and phone go to that site and appear on the public listing page. Today these sites are Apartments.com and Dwellsy. A listing that comes down may stay on those sites marked as unavailable until it is removed. No tenant, applicant or owner information goes to listing sites.

eSamaHomes sends nothing to Facebook. A Customer who posts a listing on Facebook does it from their own account.

Tenant screening

Screening is not done inside eSamaHomes. A Customer who wants a background or credit check follows a link to TransUnion SmartMove and orders it on TransUnion's site. eSamaHomes sends nothing to TransUnion. TransUnion asks the applicant for their information and permission directly, under TransUnion's own privacy policy. TransUnion may pay eSamaHomes a referral fee for screenings ordered through that link; it does not receive any information from us for that.

Eviction cases

eSamaHomes never starts an eviction case by itself. A Customer who connects their own Evictions API account can send an eviction case for one of their leases. Only when they send it, eSamaHomes sends Evictions API what the case needs: each tenant's name and phone number, the property address and the owner's name, the lease's dates and rent, the rent charges and payments for that lease, the documents the Customer chooses (such as the signed lease, the deed and the notice), the Customer's business address and phone, and the Customer's answers to the case's questions. Evictions API and the licensed attorney it engages use this information under Evictions API's own privacy policy. eSamaHomes keeps the case's status and steps so the Customer, and in Property Manager mode the owner, can follow it. Messages and costs are read from Evictions API when they are shown, not kept. eSamaHomes takes no payment for the case. While a case is open, the tenant can't pay rent for that lease online in eSamaHomes.

When the law requires it, or to protect people

We share information when a court order or law requires it, or when needed to protect someone's safety or our service. If eSamaHomes is sold or merged, this information would pass to the new owner, who must follow this policy.

C5. Cookies

We use only the cookies needed to sign you in and keep you signed in, and a short cookie (one hour) while you accept an invitation. No advertising cookies, no tracking cookies, no analytics. Public listing pages and the application page store nothing in your browser.

Help Center videos are played by YouTube. Nothing from YouTube loads until you press play; once you do, YouTube may store information in your browser under Google's privacy policy.

C6. How long we keep it

• While the Customer's account is active: as long as the Customer keeps the record. A Customer can delete documents and records.
• After a Customer's account is blocked: we keep the account's data for 90 days, then delete it. Deleted data leaves our backups within 14 more days. Copies of signed leases held by our e-signature provider are deleted at our request, within 30 more days.
• Applications that are not approved (denied, closed or never finished): deleted 90 days after the decision. An approved application becomes part of the tenant's records.
• Signed leases and signing records: kept with the lease, as long as the Customer's account exists.
• Error reports: 30 days. Server logs: 14 days.
• We may keep some records longer when the law requires it, such as billing records and records of who accepted our terms.

C7. How we protect it

• Sign-in is through Google. No passwords are stored.
• Information is encrypted when it travels between your device and eSamaHomes. Our database, files and backups are encrypted where they are stored.
• Each Customer's information is kept apart in the database itself.
• Private documents open only through links that expire within minutes. Listing photos and company logos are public, because they are meant to be seen.
• No system is perfectly secure. If a breach affects your information, we will tell you as the law requires.

C8. Your choices

• See, correct, get a copy of, or delete your information. For records a Customer keeps about you (your lease, application, statements, work orders), ask the Customer first: they control those records. If you write to us, we will pass your request to the Customer and help them answer.
• Emails. You can turn most notifications off in your settings. We still send emails needed to run your account, such as sign-in and payment emails.
• Your state's law. Depending on where you live, you may have more rights. We will honor them where they apply.
• We answer requests within 30 days, and we may need to confirm who you are first. Using these rights will not change how we treat you.

C9. Children

eSamaHomes is not for people under 18, and no one under 18 may have an account. An adult may list household members under 18 on an application or a lease, with their name and age. That information is used only for that application or lease. If we learn that a child gave us information directly, we will delete it.

C10. Where your information is kept

In the United States, except signing records and signed leases sent through Firma, which Firma stores in France and seals in Sweden, both in the European Union. Firma's email provider may handle signers' names and email addresses in the United States.

C11. Changes

When this policy changes, we post the new version with its date. For important changes, we will ask you to accept the new version before you continue.

C12. Contact

Privacy questions and requests: privacy@esamahomes.com

ESAMA HOMES LLC, 7765 Lake Worth Road, Suite 1062, Lake Worth, FL 33467

Phone: (561) 308-4562