Privacy Policy

Commonwealth Realty Advisors LLC (“we,” “us,” or “our”) respects your privacy and is committed to protecting the personal information you share with us. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website, use our property management portals (including those powered by Yardi Breeze/RentCafe), or communicate with us via phone, email, or text.

By accessing or using our services, you agree to the collection and use of information in accordance with this policy.

1. Information We Collect

We collect information to provide better property management services to our owners and residents. The types of information we collect include:

A. Personal Information

You may voluntarily provide us with personal information when you apply for a rental, sign a management agreement, or contact us. This includes:

• Identity Data: Name, date of birth, Social Security Number (for tenant screening only).

• Contact Data: Mailing address, email address, and phone number.

• Financial Data: Bank account and routing numbers (processed securely via Yardi Systems for rent payments or owner distributions), credit card details, and income verification documents.

B. Usage Data & Device Information

When you access our website or portals, we automatically collect certain technical data, such as:

• Your IP address, browser type, and operating system.

• Pages you viewed and the duration of your visit.

• Device identifiers if accessing via a mobile device.

2. How We Use Your Information

We use the data we collect for specific business purposes, including:

• Property Management: Processing rental applications, executing lease agreements, collecting rent, and distributing owner funds.

• Communication: Sending lease updates, maintenance notifications, and responding to your inquiries.

• Maintenance: Coordinating repairs with third-party vendors (e.g., plumbers, electricians).

• Compliance: Meeting legal obligations under the Virginia Residential Landlord and Tenant Act (VRLTA) and fair housing laws.

3. SMS (Text Message) Communications & TCPA Compliance

We value your privacy and your time. Our policy regarding text messaging is strict:

• Opt-In Consent: By providing your phone number on an application, contact form, or maintenance request, you expressly consent to receive informational text messages from Commonwealth Realty Advisors regarding your property, lease, or application status.

• No Marketing Spam: We do not send unsolicited marketing text messages or “cold texts” to numbers obtained from third-party lists.

• Opt-Out: You may opt out of receiving text messages at any time by replying STOP to any message you receive from us.

• Data Privacy: We do not share your mobile phone number or consent status with third parties or affiliates for marketing/promotional purposes. Text messaging originator opt-in data and consent will not be shared with any third parties.

4. Disclosure of Your Information

We do not sell your personal information. We only share your data in the following limited circumstances:

• Service Providers: We share necessary data with trusted third-party vendors who help us operate our business, such as:

  • Yardi Systems: Our property management software provider.

  • Maintenance Vendors: Sharing a tenant’s name/number with a plumber or HVAC technician to schedule a repair.

  • Screening Agencies: Processing background and credit checks for rental applications.

• Legal Requirements: We may disclose information if required to do so by law, court order, or subpoena, or to protect the safety, rights, or property of the public or Commonwealth Realty Advisors.

5. Cookies and Tracking Technologies

We use cookies and similar tracking technologies to track activity on our website and hold certain information.

• Google Analytics: We use Google Analytics to understand how visitors interact with our website. This service collects data such as how often users visit this site, what pages they visit, and what other sites they used prior to coming to this site. We use the information we get from Google Analytics only to improve this site. Google’s ability to use and share information collected by Google Analytics about your visits to this site is restricted by the(https://marketingplatform.google.com/about/analytics/terms/us/) and the Google Privacy Policy.

6. Data Security

We implement appropriate security measures to protect your personal information from unauthorized access, alteration, disclosure, or destruction.

• Encryption: Sensitive financial data transmitted through our portals is encrypted using Secure Socket Layer (SSL) technology.

• Vendor Vetting: We partner with enterprise-grade software providers (Yardi) who maintain rigorous security standards.

7. Your Rights (Virginia Residents)

While Commonwealth Realty Advisors does not currently meet the volume thresholds to be classified as a “Controller” under the full administrative requirements of the Virginia Consumer Data Protection Act (VCDPA), we are committed to the principles of data privacy.

• Access & Correction: You have the right to request a copy of the personal information we hold about you and to request corrections to any inaccuracies.

• Deletion: You may request that we delete your personal data, subject to retention requirements mandated by Virginia real estate law (e.g., we must retain financial records and lease documents for specific statutory periods, usually 3 years).

To exercise these rights, please contact our Principal Broker using the contact information below.

8. Third-Party Links

Our website may contain links to third-party websites (such as utility providers or local city services). We are not responsible for the privacy practices or content of those third-party sites. We encourage you to read the privacy policies of any website you visit.

9. Contact Us

If you have questions or comments about this Privacy Policy, please contact us at:

Commonwealth Realty Advisors LLC

Attn: Curtis Key, Principal Broker

Email: hello@commonwealthrealtyadvisors.com

Address: 249 Central Park Avenue, Suite 300-229, Virginia Beach, VA 23462

This policy is subject to change. Any changes will be posted on this page with an updated effective date.