Privacy Policy

Last Updated: November 1, 2025

Willowbrook Apartments (“we,” “us,” “our”) respects the privacy of residents and visitors and is committed to protecting your personal information. This Privacy Policy explains what we collect, how we use it, your rights, and how you can manage your preferences, in alignment with U.S. federal and state privacy laws—including new regulations effective in 2025.
1. Scope of This Policy
This policy applies to www.willowbrookapts.com and all related digital features, online forms, SMS communications, and online ads/pages that link here.
If you apply or lease through third-party platforms (such as RentCafe, Yardi, RealPage, Entrata, or other integrated solutions), their own privacy policies also apply, and their use of your information is governed by those policies.
This policy does not cover information collected offline or on third-party websites and services not linked here.
2. Information We Collect
We collect and process the following personal information:
Contact and account data: Name, email, phone, address, birth date, emergency contacts
Leasing and resident data: Application information, SSN, background and credit screening, preferences, tour scheduling, vehicle and pet information
Communication history: Emails, SMS, and other messages
Usage and device info: IP address, device/browser/OS, geolocation, website usage analytics, cookies, click/touch data
Social/profile info: Interactions with us via social media or account integrations
Third-party and platform data: Data processed by RentCafe, Yardi, RealPage, Entrata, and similar platforms, as governed by their own privacy policies
Sensitive/protected category data: SSN, driver’s license, background check info, collected only as needed for leasing and identification
We may also aggregate and de-identify data for analytics or business intelligence purposes.
3. How We Collect Information
Directly: Forms, applications, event RSVPs, phone/email/SMS communication
Automatically: Cookies, pixels, analytics, device data
From vendors/platforms: Leasing and resident portals, payment processors, tenant screening, marketing platforms (such as Google, Facebook, RentCafe integrations)
4. Cookies and Tracking Technologies
We use essential, functional, analytics, and targeted/ad cookies.
Tools include Google Analytics and remarketing pixels (Google, Meta/Facebook, etc.).
You may manage tracking via browser/device settings or industry opt-out pages (NAI/DAA), or by contacting info@willowbrookapts.com.
A list of third-party analytics/ad providers is available upon request.
5. How We Use Your Information
Manage applications, resident accounts, and property services
Process payments, maintenance/service requests, and communications
Personalize and improve user experience
Provide relevant advertising and marketing (never sharing your personal info for third-party promotional use unless you consent)
Comply with legal screening, fair housing, and reporting requirements
6. How and When We Share Your Information
With service providers and processors (hosting, analytics, leasing/payment platforms, property management vendors), contractually bound to respect your privacy
Integrated platforms: Leasing, resident, and payment portals process your info based on their contractual/privacy terms
Legal or safety reasons: When required by law, or to protect property/safety/rights
Business transfers: In the event of sale, merger, or acquisition
Aggregated/de-identified data: Shared as permitted by law, never in personally identifiable form
SMS/MMS: Your consent is managed directly; SMS data is never sold or shared for third-party marketing
7. Your Choices and Rights
Email/SMS marketing: Unsubscribe with provided links, email info@willowbrookapts.com, or reply STOP to SMS to opt out
Cookies: Manage via device/browser or industry opt-out pages (NAI/DAA)
Access, update, delete, and state-based privacy rights (CA, CO, VA, TN, IA, MD, MN, NH, DE, NE, NJ, UT, TX, FL, IN, KY, CT, OR, MT): Email info@willowbrookapts.com with “Privacy Request”; ID verification may be required
Authorized agents: California and other states let you appoint an agent for privacy rights
“Shine the Light”: CA residents can request a list of categories of disclosures for direct marketing
8. Data Retention
Personal data is retained as long as necessary for property management, tenant relations, legal compliance, and contracts.
State laws may mandate specific retention times for certain data; details available upon request.
9. Security
We use reasonable administrative, technical, and physical safeguards; sensitive data is encrypted and handled securely whenever possible.
No method of data transmission is perfectly secure. Account holders should protect their passwords.
10. Children’s Privacy
Our services are not directed to children under 18. We do not intentionally collect data from children. Contact us promptly if you believe a minor has provided information.
11. International Users
Data is processed and stored in the U.S.; use of our services and site constitutes acceptance of that.
12. State Privacy Rights
You may have rights (access, deletion, correction, portability, opt-out of sale/sharing/profiling) depending on your state of residence. Contact info@willowbrookapts.com for details and requests.
TN residents: This policy aligns with the NIST Privacy Framework for additional protection.
13. Do Not Track (DNT)
Browsers may send DNT signals; currently, our site does not respond to DNT, but honors legal opt-out rights as required.
14. Policy Changes
Updates to this policy will be posted to www.willowbrookapts.com with a new effective date. Continued use after posting indicates acceptance.
15. Notice and Accessibility
Essential privacy notices may be sent via email, SMS, or website posting. This policy is available in accessible formats upon request.
SMS Opt-In Terms
By opting in, you agree to receive SMS about leasing and services.
Message/data rates may apply.
Reply STOP to unsubscribe, HELP for info.
SMS subject to carrier limitations. SMS preferences are not shared for third-party marketing.
Contact Us
Willowbrook Apartments
Phone: 251-318-2852
Email: info@willowbrookapts.com
See also: Terms of Service | Accessibility Statement