Privacy Policy

Next Key Property Management (“NKPM,” “we,” “us,” or “our”) is committed to protecting the privacy, security, and integrity of the personal information we collect from property owners, tenants, applicants, prospects, vendors, website visitors, and other users of our services. This Privacy Policy explains how we collect, use, disclose, retain, and protect your information, including information collected through our website, forms, portals, phone calls, text messages, email communications, rental applications, and other interactions with our business.

By accessing our website, submitting information to us, using our portals, communicating with us, or using our services, you acknowledge that you have read and understand this Privacy Policy.

1. Scope of This Privacy Policy

This Privacy Policy applies to information collected through:

• Our website and web forms
• Rental analysis requests and owner inquiries
• Tenant, owner, vendor, and prospect communications
• Rental applications and supporting documentation
• Owner and tenant portals
• Phone calls, SMS/text messages, voicemail, and email
• Service, leasing, maintenance, accounting, and operational interactions

2. Information We Collect

2.1 Information You Provide Directly

We may collect personal information that you voluntarily provide, including:

• Name, mailing address, email address, and phone number
• Property address, ownership details, and rental property information
• Rental preferences, move-in timelines, and leasing details
• Application information, including employment, income, references, and background-related details as permitted by law
• Emergency contact information
• Vendor information, insurance documents, W-9s, licensing details, and service records
• Payment and billing information processed by third-party providers
• Portal credentials, account information, and support requests
• Any information you provide through forms, emails, text messages, calls, or other communications

2.2 Information Collected Automatically

When you visit our website or use our digital platforms, we may automatically collect:

• IP address and device identifiers
• Browser type, operating system, and device information
• Pages visited, session activity, time spent, and referral URLs
• Cookie, analytics, pixel, and similar tracking information

2.3 Communications and Messaging Information

When you provide your telephone number to NKPM, we may collect and retain your number and related messaging records, including text message interactions, opt-in preferences, opt-out requests, timestamps, and communication history, as permitted by law.

3. Sources of Information

We may collect information from the following sources:

• Directly from you
• From our website, forms, and portals
• From property owners, tenants, applicants, vendors, and representatives acting on your behalf
• From screening providers, payment processors, software platforms, and operational service providers
• From public records, legal filings, and regulatory sources where applicable
• From cookies, analytics tools, and related website technologies

4. How We Use Your Information

We may use your information for business and operational purposes including:

• Providing property management, leasing, maintenance, and resident services
• Responding to inquiries and providing rental analysis or service information
• Processing rental applications, renewals, payments, maintenance requests, and account updates
• Coordinating vendors, inspections, repairs, turnovers, and property readiness
• Providing owner and tenant portal access and support
• Communicating with you about your property, lease, account, service request, or relationship with us
• Sending SMS/text, voice, email, and other communications
• Providing appointment reminders, leasing updates, maintenance notices, payment reminders, and service alerts
• Sending marketing, promotional, and service announcements where permitted by law and based on your preferences
• Improving our website, systems, operations, service quality, and customer experience
• Detecting fraud, misuse, security incidents, and unlawful conduct
• Meeting legal, regulatory, risk management, compliance, and recordkeeping obligations

5. SMS, Voice, and Automated Communications

If you provide your phone number to Next Key Property Management through our website, forms, leasing inquiries, rental analysis requests, applications, portal activity, or other communications, you may receive text messages and phone calls from us related to your inquiry, account, lease, property, service request, or business relationship with NKPM.

5.1 How You Opt In

You may opt in to receive SMS communications from us by:

• Submitting a website form and checking any consent box presented
• Requesting information about leasing, management, or rental services
• Providing your phone number during an application, inquiry, maintenance, or account-related process
• Initiating a text message conversation with our business lines where follow-up is reasonably expected
• Providing express verbal or written consent where permitted by law

5.2 SMS Call-to-Action Notice

Where our forms request your phone number for messaging enrollment or follow-up, the intended call-to-action is that by submitting the form and providing your number, you agree to receive text messages from Next Key Property Management related to your request or relationship with us. Message frequency varies. Message and data rates may apply. Reply STOP to opt out and HELP for help. Consent is not a condition of purchase or service.

6. How We Share Your Information

We do not sell your personal information. We may share your information only as reasonably necessary for business operations, legal compliance, and service delivery, including:

• Service Providers and Platforms: including property management platforms, maintenance vendors, inspectors, contractors, technology providers, communication providers, analytics services, payment processors, and professional advisors that support our operations.
• Property Owners, Residents, Vendors, and Operational Participants: where needed to perform property management, leasing, maintenance, accounting, inspection, compliance, or related services.
• Legal, Safety, and Compliance Disclosures: where required by law, court order, subpoena, regulation, enforcement request, or where reasonably necessary to protect our rights, safety, property, clients, residents, or the public.
• Business Transfers: in connection with a merger, acquisition, financing, restructuring, sale, or transfer of business assets, subject to appropriate confidentiality protections.

7. Cookies, Analytics, and Tracking Technologies

We may use cookies, pixels, scripts, tags, analytics tools, and similar technologies to improve site performance, understand website usage, support marketing and advertising efforts, and enhance your user experience. You can manage certain cookie settings through your browser controls, though disabling some cookies may affect site functionality.

8. Data Retention

We retain personal information for as long as reasonably necessary to fulfill the purposes described in this Privacy Policy, including to provide services, maintain business records, comply with legal obligations, resolve disputes, enforce agreements, and protect our business interests. Retention periods may vary based on the type of information and the nature of the relationship or transaction.

9. Data Security

We implement administrative, technical, and physical safeguards designed to protect personal information against unauthorized access, loss, misuse, disclosure, alteration, or destruction. While we use reasonable efforts aligned to our operational risk profile, no method of transmission over the internet or storage system is completely secure, and we cannot guarantee absolute security.

10. Your Privacy Rights and Choices

Depending on your location and applicable law, you may have the right to:

• Request access to personal information we maintain about you
• Request correction of inaccurate or incomplete information
• Request deletion of certain information, subject to legal and operational retention requirements
• Opt out of marketing communications
• Withdraw consent for SMS communications by replying STOP
• Update your contact details and communication preferences

To submit a privacy request, contact us using the information listed below. We may need to verify your identity before responding to your request.

11. Third-Party Websites and Services

Our website or communications may include links to third-party websites, portals, or services, including software and payment platforms. We are not responsible for the privacy, security, or content practices of those third parties. We encourage you to review their privacy policies before providing information to them.

12. Children’s Privacy

Our website and services are not directed to children under the age of 13, and we do not knowingly collect personal information from children under 13. If we become aware that such information has been collected, we will take reasonable steps to delete it as required by applicable law.

13. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in law, technology, business practices, or our services. When we update this Privacy Policy, we will revise the “Last Updated” date above. Your continued use of our website or services after changes become effective constitutes your acceptance of the updated Privacy Policy.

14. Contact Us

If you have questions about this Privacy Policy, our messaging practices, or your privacy choices, please contact us:

Next Key Property Management
1282 Smallwood Drive West #221
Waldorf, Maryland 20603
Phone: 240-213-2832
Email: [email protected]
Website: www.nextkeypropertymanagement.com