Privacy policy

1. What we collect

You give us:

• Name, email address, mobile number
• Where you want to live, your budget, bedrooms, move-in date, and how many people will live with you
• Whether you hold a Housing Choice Voucher, which authority issued it, and when it expires
• Pets — the kind and weight, where a community needs it
• Documents you upload for a Section 8 Request for Tenancy Approval

We generate:

• Your saved properties and searches
• Guest cards sent on your behalf, and the stage each one has reached
• Notes from our leasing team about your search
• A record of the disclosures we gave you and when

Collected automatically: IP address, device and browser, pages viewed, and the usual server logs.

2. ⚠ What we deliberately do not collect

This list is as important as the one above, and these are not accidental omissions:

• Your date of birth. Not on a guest card, not anywhere.
• A breakdown of which occupants are adults and which are children. We record a total only.
• A photograph of you.
• Your Social Security number, and we do not run your credit, background or rental history. The community does its own screening on its own forms.
• Race, colour, religion, sex, disability, familial status, national origin, or any other protected characteristic. We do not ask, we do not record it, and we do not infer it.
• Documentation of a disability. If you need a reasonable accommodation, including an assistance animal, we route the request to the community's own process and ask you for nothing.

An assistance animal is not a pet. It is never recorded as one, and it does not appear on your guest card or in any pet information we hold.

3. Why we use it

• To find you a home, and to send guest cards and applications to communities on your behalf
• To have our leasing team follow up and keep your file moving
• To prepare Section 8 documents and coordinate with your housing authority where you ask us to
• To invoice the community after you lease — see section 4 on what the community does not get
• To meet our obligations as a licensed Texas real estate brokerage, including keeping records TREC requires
• To contact you about your own search

We do not use your information to make an automated decision that produces a legal or similarly significant effect about you.

4. Who we share it with

Apartment communities and their management companies. When we send a guest card, the community receives your name, contact details, the home you are interested in, your move-in date, the total number of occupants, and whether you hold a voucher. That is how you get registered as our client. The community never sees what we charge them, and never sees notes from our team about your search.

Housing authorities. Where you ask us to prepare a Request for Tenancy Approval, we share what that authority's forms require, with that authority only.

FindMySection8. If your search moves to our voucher side, your file moves with it. An authority there sees only its own households.

Service providers who run things on our behalf — hosting, email and messaging delivery, electronic signature, our customer records system. They act on our instructions and may not use your information for their own purposes.

Our map provider, OpenStreetMap — when you open a map, your browser loads the map images straight from OpenStreetMap’s servers, which receive your internet address and the area shown. Nothing about your account, your clients or the communities is sent to it. (Added by TAC on 18 October 2026, for your reviewer.)

Community content shown inside TAC — where a community’s own map is shown on its page in TAC, community content shown inside TAC runs under the community’s own privacy policy and may set its own cookies. TAC sends it nothing you type. (Added by TAC on 21 October 2026, from Lacie’s handoff of 20 October, for your reviewer.)

Partner companies — only if you separately agreed, naming that company. See section 5.

When the law requires it — a court order, a regulator, a TREC request, or to establish or defend a legal claim.

We do not sell your information to data brokers, list sellers, or advertising networks.

5. Our partners, and your control over them

We work with partner companies whose services relate to moving. At sign-up you choose, separately and for each one by name, whether they may contact you.

Agreeing is never a condition of using our service. It is not a condition of a guest card being sent, of an application being submitted, or of being placed in a home. You may decline every partner and we will represent you identically.

Nothing is pre-ticked, and a box left unticked is a no for that company.

⚠ Your right to opt out of this sharing

Texas law gives you the right to opt out of the sale of your personal data and of its processing for targeted advertising. Whether our partner sharing is a "sale" under that law depends on what we receive in return, which is a question for counsel — but we treat it as one either way, so you have the opt-out regardless of how it is characterised.

You can withdraw at any time, by any reasonable means: the opt-out page, a reply of STOP to a text, a reply to an email, or by telling anyone on our team. We stop immediately and notify the partner within one business day. Partners are required to act within ten business days. We will confirm to you when we have recorded it.

America's Best Lending

We have an ownership interest in America's Best Lending. If we ever refer you to them for mortgage services, we will give you a separate written disclosure of that relationship at or before the referral, you are never required to use them, and you are free to shop with anyone. We receive no payment for referring you beyond our return on that ownership interest.

6. Your rights in Texas

If you are a Texas resident you may:

• Confirm whether we hold personal data about you, and access it
• Correct anything inaccurate
• Delete what we hold
• Obtain a copy in a portable, readable format
• Opt out of its sale, of processing for targeted advertising, and of profiling that produces a legal or similarly significant effect

How to exercise them: email privacy@theapartmentsconcierge.com or write to the address at the top. We respond within 45 days and may extend once by a further 45 days if the request is complex, telling you why. There is no charge for the first two requests in a twelve-month period.

If we refuse, you may appeal. Reply to our decision and we will reconsider, and respond within 60 days with our reasoning. If we still refuse, we will give you a link to complain to the Texas Attorney General.

Deleting your information may end your representation agreement and means we can no longer act for you. Some records we must keep regardless — see section 7.

7. How long we keep it

• Your account and search history — while your account is open, then 24 months
• Guest cards, placements and anything a commission was invoiced on — 4 years, because they are the record of a transaction we were paid for
• Brokerage records TREC requires — 4 years from the date of the transaction
• Partner consents and opt-outs — kept for as long as a claim could be brought, and longer than the consent itself is relied on. The exact period is set with counsel.
• Server logs — 12 months

8. Security

Encryption in transit and at rest, access limited to staff who need it for their job, and an audit log of decisions made in our platform. No system is perfectly secure, and we will tell you and the authorities if a breach affecting you occurs, as the law requires.

9. Children

Our service is for adults. We do not knowingly collect information from anyone under 18, and we do not ask the ages of the people who will live with you. If you believe a child has given us information, email us and we will delete it.

10. Electronic messages

We send you messages about your own search — a community's reply, a tour confirmation, a document to sign. Those are part of the service.

Marketing is different, and you control it separately. Every marketing email carries an unsubscribe link. For texts, reply STOP. Neither affects the messages about your own search.

11. AGENTS AND BROKERS

We collect your name, contact details, licence number and licence status, your brokerage and your designated broker, your seat and billing information, and a record of your placements, guest cards and invoices.

We verify your licence with the relevant commission before your account opens, and we check it periodically afterwards.

Your designated broker sees your placements and what each one pays, because payment runs to the broker of record and supervision is their responsibility.

Payment card details are handled by our payment processor; we do not hold your card number. We hold a W-9 at brokerage level only and issue one 1099-NEC to the brokerage.

Your account is personal to you. We log sign-ins, devices and search activity, and we use that to detect credential sharing.

12. PROPERTY AND MANAGEMENT COMPANY USERS

We collect your name, work contact details, role and the communities you are responsible for, plus what you publish to us — availability, pricing, terms, Section 8 position, screening criteria and documents.

Entries you make in the portal form part of your marketing agreement, so we record who made each one and when, and keep it in the audit log.

Screening criteria you give us are held internally. Agents cannot open them. We use them to tell an agent whether a client is likely to qualify, without publishing your standards to the market.

We do not receive, and do not want, applicant screening results, credit reports, or background checks.