Privacy Policy — Galavier Group

Galavier Group LLC ("Galavier Group," "we," "us," or "our") respects your privacy and is committed to protecting the personal information you share with us. This Privacy Policy explains what information we collect through galaviergroup.com and our tenant portal, how we use it, who we share it with, and the choices you have.

1. Information We Collect

We collect information you provide directly to us, including:

Application information: Name, date of birth, Social Security Number, employment history, income, rental history, references, and any identification or income documents you upload with a rental application.
Account information: Email address, password (stored in hashed form), and tenant portal activity such as lease, payment, and maintenance records.
Contact information: Name, email address, phone number, and any messages you send through our contact form or by email.
Maintenance requests: The details, photos, and unit information you submit when you report an issue.
Payment information: Transaction records associated with rent and other charges. We do not store full payment credentials such as card or bank login details.
Chat messages: Questions you type into the Galavier Assistant chat on our website (see Section 4).

We also receive basic technical information automatically when you visit the site, such as your IP address, browser type, and the pages you request. Our servers keep this in standard logs for security and troubleshooting.

2. How We Use Your Information

We use the information we collect to:

Process and evaluate rental applications
Manage your tenancy and lease agreement
Communicate about your account, notices, and maintenance requests
Process rent payments and maintain financial records
Answer your questions and operate the website, including the chat assistant
Keep our systems secure and prevent fraud or misuse
Comply with legal obligations under applicable housing, tax, and landlord-tenant law

We use your Social Security Number and date of birth only to verify identity and screen rental applications.

3. Information Sharing

We do not sell your personal information. We share it only as needed to run our business:

Screening providers: credit and background check services, when we screen an application.
Service providers: companies that help us operate the site and communicate with you — for example, text messaging (Twilio), email delivery, and the AI chat assistant (Anthropic). They may use your information only to provide their service to us.
Maintenance contractors: who need your name, unit, and phone number to schedule and complete a repair.
Professional advisors: legal, accounting, and financial advisors under confidentiality obligations.
Authorities: government agencies or courts when required by law or to protect rights and safety.

Mobile phone numbers and SMS opt-in consent are not shared with third parties or affiliates for marketing or promotional purposes. Text messaging originator opt-in data will not be sold or shared.

3a. SMS / Text Messaging

If you opt in to text messages, Galavier Group LLC may send you messages about your rental application, tenant account, maintenance requests, and related service matters. Message frequency varies. Message and data rates may apply. Reply STOP to opt out at any time, or HELP for help. Consent to receive text messages is not a condition of applying for or maintaining a tenancy.

4. Galavier Assistant (AI Chat)

Our website includes a chat assistant that answers questions about renting, applying, payments, and maintenance. The messages you type are sent to our AI provider, Anthropic, to generate a reply. If you are signed in to the tenant portal, the assistant may also use a summary of your own lease and account balance to answer questions about your account; it does not show any other tenant's information.

Please do not enter your Social Security Number, bank or card numbers, or passwords into the chat. Submit sensitive information only through the rental application or your tenant portal.

5. Cookies and Similar Technologies

When you sign in to the tenant portal, we set a session cookie so the site can recognize you while you are signed in. It is required for the portal to work. We do not use advertising or third-party analytics cookies. Our pages load fonts from Google Fonts, which means Google may receive your IP address when a page loads. Links to Facebook and Instagram take you to those services, which have their own privacy policies.

6. Data Security

We use reasonable technical and organizational measures to protect your personal information against unauthorized access, disclosure, or loss. Passwords are stored in hashed form and are never stored in plain text, and access to application and tenant records is limited to authorized personnel. No method of transmission or storage is completely secure, so we cannot guarantee absolute security.

7. Data Retention

Rejected applications are automatically deleted 30 days after the decision.
Tenant records are kept for the duration of your tenancy and afterward for as long as needed for tax, accounting, and legal purposes (generally up to seven years after the tenancy ends).
Contact-form and email messages are kept for as long as needed to respond and keep a record of the conversation.

8. Your Rights

Depending on where you live, you may have the right to access, correct, or request deletion of your personal information. To make a request, contact us at info@galaviergroup.com. We may need to verify your identity first, and we may be required to keep some records (for example, lease and payment records) for legal reasons.

9. Children

Our website and services are intended for adults. We do not knowingly collect personal information from anyone under 18.

10. Contact Us

If you have questions about this Privacy Policy or how your information is handled, please contact:

Galavier Group LLC
info@galaviergroup.com

We may update this policy from time to time. Material changes will be communicated to tenants via the tenant portal or email, and the "Last updated" date above will change.