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Cobalt Property Management – Privacy Policy

This privacy policy has been compiled to better serve those who are concerned with how their 'Personally Identifiable Information' (PII) is used online. PII, as used in US privacy law and information security, is information that can be utilized on its own or with other information to identify, contact, or locate a single person, or to identify an individual in context. Please read our privacy policy carefully to get a clear understanding of how Cobalt Property Management collects, uses, protects, or otherwise handles your Personally Identifiable Information in accordance with our website and services.

What personal information do we collect?

Possible Personal Information Collected
Personal information may include:

  • Information in a consumer report; or

  • An individual’s first name or initial and last name in combination with any of the following:

    • Birth date;

    • Social security number or other government-issued identification number;

    • Mother’s maiden name;

    • Unique electronic identification number or routing code;

    • Telecommunication access devices including debit or credit card information; or

    • Financial institution account information.

  • E-mail address

  • Phone number

When do we collect information?

Cobalt Property Management obtains personal information in the following ways:

  • In consumer reports from reporting agencies to which we subscribe in connection with lease applications, loan applications, or for other reasons that you may authorize us to obtain;

  • In lease applications a prospective tenant completes;

  • In other real estate related forms you complete in or related to a transaction;

  • In tax reporting forms that you are required to complete and which are given to us; and

  • When you fill out a form or enter information on our site.

How do we use your information?

  • Personal Information from Prospective Tenants: The personal information that prospective tenants provide to Cobalt Property Management is primarily used to obtain consumer reports (credit checks). It may also be used to perform background checks and rental history searches. The information in the consumer reports may be discussed with landlords for whom we manage property. Cobalt Property Management also reports information to credit reporting agencies and uses personal information to complete those reports.

  • Personal Information from Owners of Properties Managed by Cobalt Property Management: When Cobalt Property Management acts as a property manager for a property owner, we use the property owner’s personal information only: (a) to deliver the required management services; (b) to file any required reports with governmental agencies (for example, the IRS); (c) to establish ACH deposits; or (d) for other purposes the property owner may authorize, such as coordinating utilities.

  • Personal Information from Clients (e.g., Buyers, Sellers, Landlords, Tenants): When Cobalt Property Management represents a person in a transaction, the agent servicing the client may, on the client’s behalf and at the client’s instruction, convey personal information they provide to service providers (for example, mortgage lenders and title companies) as those service providers may require for the products or services the client needs or requests. If Cobalt Property Management represents a prospective tenant in a lease transaction, the personal information may, on the tenant’s behalf and with the tenant’s knowledge, be discussed with and provided to landlords or their agents. Cobalt Property Management and its agents exercise reasonable discretion when discussing any personal information with others.

We may also use the information we collect in the following ways:

  • To improve our website to serve you better.

  • To allow us to service you better in responding to your customer service requests.

  • To administer a contest, promotion, survey, or other site feature.

  • To quickly process your transactions.

  • To send periodic emails regarding your application, tenancy, or other products and services.

How do we protect visitor information?

  • Written files at Cobalt Property Management are kept under lock and key or in otherwise secured locations.

  • Electronic records are protected by access controls, such as usernames and passwords, assigned to authorized persons within Cobalt Property Management.

  • Cobalt Property Management and its agents exercise reasonable discretion when discussing any personal information with others and release personal information to others only as described by this policy or with your consent.

  • Cobalt Property Management does not permit its employees or agents to make unnecessary copies of consumer reports or records of insurance claims. Consumer reports retained in our files are not to be accessed for purposes other than those for which they were originally obtained.

  • Individual agents that work with Cobalt Property Management may be independent contractors, and the agent with whom a customer or client works may maintain a separate transaction file in accordance with our policies.

  • Cobalt Property Management instructs its agents not to permit other unauthorized persons to access the personal information in files they maintain and to protect personal information in their files in the same manner as described in this policy.

  • Our website is scanned on a regular basis for security holes and known vulnerabilities to make your visit to our site as safe as possible. We use regular Malware Scanning.

  • Your personal information is contained behind secured networks and is only accessible by a limited number of persons who have special access rights to such systems and are required to keep the information confidential. In addition, all sensitive/credit information you supply is encrypted via Secure Socket Layer (SSL) technology.

  • We implement a variety of security measures when a user enters, submits, or accesses their information to maintain the safety of your personal information.

  • For your convenience in processing recurring payments (like rent) or to expedite future transactions, we may store your credit card or bank account information securely and in compliance with applicable regulations. Such storage will be for the duration necessary to fulfill the services you requested or as required by law, but typically not longer than necessary after the termination of your relationship with us, unless specific consent for longer storage is obtained.

Do we use 'cookies'?

Yes. Cookies are small files that a site or its service provider transfers to your computer's hard drive through your Web browser (if you allow) that enable the site's or service provider's systems to recognize your browser and capture and remember certain information. For instance, we may use cookies to help us remember and process items related to your online applications or payments. They are also used to help us understand your preferences based on previous or current site activity, which enables us to provide you with improved services. We also use cookies to help us compile aggregate data about site traffic and site interaction so that we can offer better site experiences and tools in the future.

We use cookies to:

  • Compile aggregate data about site traffic and site interactions to offer better site experiences and tools in the future. We may also use trusted third-party services that track this information on our behalf.

You can choose to have your computer warn you each time a cookie is being sent, or you can choose to turn off all cookies. You do this through your browser (like Chrome, Firefox, Safari, or Edge) settings. Each browser is a little different, so look at your browser's Help menu to learn the correct way to modify your cookies.

If you disable cookies, some features of our website may be disabled or may not function properly, but it should not prevent you from accessing most of our services.

How Do We Share Your Information?

We do not sell, trade, or otherwise transfer to outside parties your personally identifiable information unless we provide you with advance notice or obtain your consent, except as described herein. This does not include website hosting partners and other parties who assist us in operating our website, conducting our business, or servicing you, so long as those parties agree to keep this information confidential. We may also release your information when we believe release is appropriate to comply with the law, enforce our site policies, or protect ours or others' rights, property, or safety.

Specifically, SMS opt-in information and phone numbers collected for SMS purposes are NOT shared with third parties for their marketing purposes under any circumstances.

However, non-personally identifiable visitor information may be provided to other parties for marketing, advertising, or other uses.

Third-party links

Occasionally, at our discretion, we may include or offer third-party products or services on our website. These third-party sites have separate and independent privacy policies. We, therefore, have no responsibility or liability for the content and activities of these linked sites. Nonetheless, we seek to protect the integrity of our site and welcome any feedback about these sites.

Google

Google's advertising requirements can be summed up by Google's Advertising Principles. They are put in place to provide a positive experience for users.
(https://support.google.com/adwordspolicy/answer/1316548?hl=en)

If we use Google AdSense Advertising on our website:
Google, as a third-party vendor, uses cookies to serve ads on our site. Google's use of the DART cookie enables it to serve ads to our users based on their visit to our site and other sites on the Internet. Users may opt-out of the use of the DART cookie by visiting the Google ad and content network privacy policy.

We may implement the following:

  • Remarketing with Google AdSense

  • Google Display Network Impression Reporting

  • Demographics and Interests Reporting

We, along with third-party vendors such as Google, may use first-party cookies (such as the Google Analytics cookies) and third-party cookies (such as the DoubleClick cookie) or other third-party identifiers together to compile data regarding user interactions with ad impressions and other ad service functions as they relate to our website.

Opting out:

Users can set preferences for how Google advertises to you using the Google Ad Settings page. Alternatively, you can opt-out by visiting the Network Advertising Initiative opt-out page or permanently using the Google Analytics Opt-Out Browser add-on.

Access to Personal Information?
The following persons at Cobalt Property Management may have access to personal information in our files on a need-to-know basis:

  • The agent or broker who is servicing or coordinating your transaction or tenancy;

  • The office manager to whom the agent reports;

  • Property Managers, Assistant Property Managers, and Receptionists;

  • Application processors;

  • Employees who need to access the information to assist agents, brokers, accountants, or the office manager in processing transactions or performing a task related to your service.

Property owners for whom Cobalt Property Management manages properties do not have direct access to personal information in our files (such as full consumer reports). However, we and our agents may discuss relevant information from a tenant’s consumer report or lease application with a property owner to facilitate a leasing decision. Copies of such specific information are provided to the landlord only: (1) with the tenant’s consent; or (2) if Cobalt Property Management ceases to be the property manager and the landlord requests that the files be sent to the landlord, the landlord’s attorney, or the new property manager, as legally permissible.

Personal information from a buyer, seller, landlord, or tenant may be discussed with others (such as mortgage lenders or prospective landlords) only as is reasonably necessary to negotiate or close the transaction or to provide the services you seek from us.

Cobalt Property Management may, at your request, provide personal information to service providers in a transaction, such as a title company or mortgage company, if it is necessary to expedite or complete a transaction.

If Cobalt Property Management is required by law to allow others to access the personal information in our files, we will comply with the law (for example, compliance with court orders, subpoenas, or governmental investigations). We will also allow law enforcement agencies access to personal information to cooperate with such investigations as required by law.

Disposal of Personal Information

Cobalt Property Management employees are not to destroy documents containing personal information without authorization from management. We use reasonable measures to dispose of personal information. Personal information is usually disposed of by shredding or burning documents, erasing electronic files by means that make the files unreadable or undecipherable, or by eradicating personal information from documents or electronic files in ways that make the personal information unreadable.

Erroneous Records

If Cobalt Property Management erroneously reports information to a consumer reporting agency, we will act to correct the information in our records and request the reporting agency to correct the information in its records promptly after we have learned and determined that the report was in error.
If Cobalt Property Management maintains an erroneous record (e.g., that a consumer has issued a dishonored check), we will promptly delete or correct the record after we and the consumer agree that the information is in error, or after the consumer provides us with a law enforcement agency report stating that the dishonored check was not authorized, where applicable.
We ask that you provide accurate information to Cobalt Property Management and its agents and notify us of any changes to ensure our records are current.

California Online Privacy Protection Act (CalOPPA)

CalOPPA is the first state law in the nation to require commercial websites and online services to post a privacy policy. The law's reach stretches well beyond California to require a person or company in the United States (and conceivably the world) that operates websites collecting personally identifiable information from California consumers to post a conspicuous privacy policy on its website stating exactly the information being collected and those individuals with whom it is being shared, and to comply with this policy.

According to CalOPPA, we agree to the following:

  • Users can visit our site anonymously.

  • Once this privacy policy is created, we will add a link to it on our homepage, or as a minimum on the first significant page after entering our website.

  • Our Privacy Policy link includes the word 'Privacy' and can be easily found on the page specified above.

  • Users will be notified of any privacy policy changes on our Privacy Policy Page.

  • Users can change their personal information by:

    • Emailing us

    • Calling us

    • Logging into their account 

How does our site handle “do not track” signals?

We honor do not track signals and do not track, plant cookies, or use advertising when a Do Not Track (DNT) browser mechanism is in place. 

Does our site allow third-party behavioral tracking?
It's also important to note that we do not allow third-party behavioral tracking on our site, other than aggregated analytics as described in the "Cookies" and "Google" sections.

COPPA (Children Online Privacy Protection Act)

When it comes to the collection of personal information from children under 13, the Children's Online Privacy Protection Act (COPPA) puts parents in control. The Federal Trade Commission, the nation's consumer protection agency, enforces the COPPA Rule, which spells out what operators of websites and online services must do to protect children's privacy and safety online.
We do not specifically market to children under 13. Our services are intended for adults.

Fair Information Practices

The Fair Information Practices Principles form the backbone of privacy law in the United States and the concepts they include have played a significant role in the development of data protection laws around the globe. Understanding the Fair Information Practice Principles and how they should be implemented is critical to comply with various privacy laws that protect personal information.

To be in line with Fair Information Practices, should a data breach occur, we will take the following responsive action:

  • We will notify affected users via email within a reasonable timeframe, typically within 7 business days of discovering the breach, or as otherwise required by law.

  • We may also notify users via phone call or in-site notification within a reasonable timeframe.
    We also agree to the individual redress principle, which requires that individuals have a right to pursue legally enforceable rights against data collectors and processors who fail to adhere to the law. This principle requires not only that individuals have enforceable rights against data users, but also that individuals have recourse to courts or a government agency to investigate and/or prosecute non-compliance by data processors.

CAN-SPAM Act

The CAN-SPAM Act is a law that sets the rules for commercial email, establishes requirements for commercial messages, gives recipients the right to have emails stopped from being sent to them, and spells out tough penalties for violations.

We collect your email address to:

  • Send information, respond to inquiries, and/or other requests or questions.

  • Process applications and orders and send information and updates pertaining to them.

  • Send you additional information related to your product and/or service.

  • Market to our mailing list or continue to send emails to our clients after the original transaction has occurred, in compliance with applicable laws.

To be in accordance with CAN-SPAM, we agree to the following:

  • NOT use false or misleading subjects or email addresses.

  • Identify the message as an advertisement in some reasonable way if it is primarily an advertisement.

  • Include the physical address of our business or site headquarters.

  • Monitor third-party email marketing services for compliance, if one is used.

  • Honor opt-out/unsubscribe requests quickly.

  • Allow users to unsubscribe by using the link at the bottom of each promotional email.

SMS/Text Message Opt-in & Consent

Before sending an SMS (text) message to any number, Cobalt Property Management or its service providers must have your express consent to do so. Implied consent is not sufficient for SMS outside of immediately responding to a received message. You must actively ask to receive SMS messages from us. Consent must be given for each type of SMS communication you intend to receive (e.g., informational alerts, marketing messages). Marketing or promotional messages require your express prior written consent.
Examples of obtaining consent include using a web form where it is clearly explained that you are opting into SMS messages, or by having you send a keyword message to our number. We recommend a double opt-in process, where we confirm your consent via a reply SMS to validate your number.
We log and track consent, opt-ins, and opt-outs. In certain cases, mobile carriers may request proof that an individual has opted in, including an overview of how our opt-in/opt-out process works. Failure to ensure opt-in may result in your number or our service being blocked or suspended by mobile carriers.

SMS Consent Information Sharing

SMS opt-in consent data and phone numbers collected specifically for SMS purposes will NOT be shared with or sold to third parties for their marketing purposes.

Contacting Us

If there are any questions regarding this privacy policy, you may contact Cobalt Property Management using the information below:

Cobalt Property Management
1101 N Argonne Rd Suite 110
Spokane, WA 99212
team@rentcobalt.com
509-795-1031

Effective Date: May 2025

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