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 [email protected].

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 [email protected], 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 [email protected] 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 [email protected] 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: [email protected]

See also: Terms of Service | Accessibility Statement