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Protecting the Privacy of Your Tenants

Protecting the privacy of your tenants

With improved technology and advanced online applications, the task of protecting privacy and personal information of residents has become more challenging for property management. The task of securing online personal data is in itself a major worry, and there is no foolproof way of ensuring privacy. However, by implementing proper policies the data of your tenants can be protected for the most part.

A Noble Campaign

Marketing strategies for the property are now mainly aimed at creating a brand image and in creating a personalized experience. This translates into happier tenants, lower vacancies, and a better retention of fantastic tenants. To implement the marketing strategies, a property manager will have to design advanced techniques for collecting information and generate effective mobile campaigns. This will not only help in retaining old tenants but also help in finding new prospects.

As if it was Your Own

Property management gains immensely by integrating collection of data and developing personalized strategies. However, along with the advantages of such techniques, the risk of personal data being breached also increases tremendously. Even though these risks exist, most of it can be mitigated by providing proper training to the staff and effectively managing information collecting techniques.

Property management can include some effective strategies such as:

  1. oDesign strict internal policies to ensure protection of tenant privacy.
  2. oRestrict access of employees to sensitive paper as well as electronic information. Routing of information should take place in a way, where private information is available only to select designated personnel.
  3. oRoutinely change PIN numbers and passwords once a month, and especially when a key staff member is terminated, retired, or transferred.
  4. oAll digital information should be protected by passwords and online data should be protected by specialized software that prevents spying and hacking.
  5. oDigital storage media and printed documents should always be secured in locked cabinets, and access should be restricted to few responsible staff members.
  6. oIt is best to have a shredder in the office for disposing outdated documents.
  7. oDevise safe policies for social media engagement and the information routed through these channels.

Apart from digital and online security, property management should not ignore the advantages of having a separate space that is designated mainly for meeting with tenants and prospects. Conversations taking place between property manager and tenants should be kept private and therefore having a separate office space or meeting area is critical.

Non-Verbal Communication

Leasing or renting procedures, especially applications and renewals will generate lot of personal information. Employees should be trained to protect this sensitive information, and when separate space is not available employees should be instructed not to state social security numbers, phone numbers, and other types of sensitive information aloud, but rather point it out on the document.

While training employees for protecting personal information, property management should focus on how the employees should respond to information requests from:

  1. Other employees
  2. Tenants
  3. Law enforcement agencies
  4. In case of emergencies

Protecting privacy and personal information will require proper planning and a coordinated effort of the whole property management team.