At a glance
- We collect only what we need to lease and manage homes — contact info, application data, and (with your permission) screening data.
- We never sell your data. We do not allow third-party advertisers to track you across the web from our site.
- You can request a copy, correction, or deletion of your data at any time by writing privacy@santirma.com.
- We retain screening data for 7 years per Washington State recordkeeping rules; everything else, less.
1. What we collect
We collect personal information you provide directly:
- Contact information: name, email, phone, mailing address.
- Inquiry data: the property you asked about, tour dates, message contents.
- Application data: date of birth, prior addresses, employer, income, references, government-issued ID (collected via secure third-party screening provider).
- Screening reports: credit, criminal background, employment, and rental verification — retrieved by our third-party provider with your written consent.
- Resident account data: rent payment history, maintenance requests, lease documents.
We collect technical data automatically when you visit the site: IP address, browser type, pages viewed, referring URL, and timestamp. We use this for security and aggregate analytics — not to build a profile of you.
2. How we use it
We use your information solely for:
- Responding to inquiries and showing you the right home.
- Processing applications and operating tenancies.
- Collecting rent, dispatching maintenance, and complying with lease terms.
- Sending operational communications (lease renewals, maintenance updates, payment confirmations).
- Sending marketing communications only with your explicit opt-in. The Santirma Letter is opt-in. Every email has a one-click unsubscribe.
- Meeting our legal obligations under federal and Washington State law.
We do not use your personal data to train AI models, sell to third parties, or share with advertisers.
3. Who we share with
We share data only with parties that need it to do their job:
- Third-party screening providers — TransUnion SmartMove or equivalent — solely to process your application.
- Property owners — for the homes you apply to or rent, limited to what they need to make a leasing decision and manage the tenancy.
- Service providers — payment processors, accounting providers, and our hosting and customer-support tools. All are bound by data-processing agreements.
- Legal authorities — only when required by law (subpoena, court order) or to prevent imminent harm. We will notify you unless legally prohibited.
We do not share data with marketing networks, data brokers, or advertising platforms.
4. How long we keep it
- Inquiries: 24 months from last contact.
- Declined applications: 7 years per FCRA and Washington recordkeeping rules.
- Active leases: for the duration of tenancy plus 7 years.
- Site analytics: 26 months, aggregated and pseudonymized after 90 days.
- Marketing list: until you unsubscribe, then removed within 30 days.
5. Your rights
You have the right to:
- Access a copy of the personal information we hold about you.
- Correct inaccurate or incomplete data.
- Delete data that is no longer required for the purpose collected, subject to legal retention obligations.
- Restrict or object to certain processing activities.
- Portability — receive your data in a machine-readable format.
- Opt out of marketing communications at any time.
To exercise any right, write to privacy@santirma.com. We respond within 30 days. You will not be charged a fee, denied service, or otherwise penalized for exercising these rights.
6. Security
We protect data with encryption in transit (TLS 1.3) and at rest (AES-256), access controls on a least-privilege basis, multi-factor authentication for staff, and quarterly security reviews. We use SOC 2-attested vendors for hosting, payments, and screening.
No system is perfectly secure. If we experience a breach affecting your data, we will notify you within 72 hours of discovery per Washington RCW 19.255.
7. Children
The Services are not directed to children under 18. We do not knowingly collect data from minors. If you believe we have inadvertently collected data from a minor, write to privacy@santirma.com and we will delete it.
8. Cookies
We use a small set of cookies for site function and aggregate analytics. We do not use third-party advertising cookies. You can manage your preferences below at any time:
9. Changes
We may update this Privacy Policy from time to time. Material changes will be announced via email to active residents and applicants and posted to this page at least thirty (30) days before taking effect.