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Privacy Policy

1. Introduction

HARCO (“HARCO,” “we,” “us,” or “our”) respects the privacy of our tenants and is committed to protecting the personal information provided through the HARCO Portal.

The HARCO Portal is designed to support tenants in their day-to-day interactions with HARCO regarding their rental properties, including submitting maintenance requests, reporting rental or property-related issues, communicating with property management, tracking requests, receiving notices, and accessing relevant tenancy information.

This Privacy Policy explains what information we may collect through the HARCO Portal, how we use and protect that information, when it may be shared, and the choices available to users.

By accessing or using the HARCO Portal, you acknowledge the practices described in this Privacy Policy.

2. Information We Collect

Depending on the services and features you use, HARCO may collect the following categories of information:

Personal and Contact Information

This may include:

  • Full name
  • Tenant or account number
  • Email address
  • Telephone number
  • Rental property, unit, or premises information
  • Other contact information provided by you

Account Information

When you create or use a HARCO Portal account, we may collect information such as:

  • Username or login identifier
  • Account preferences
  • Authentication and security information
  • Account activity and login history

Passwords, where used, should be stored and processed using appropriate security measures and should not be accessible to HARCO personnel in plain text.

Rental and Tenancy Information

We may process information related to your tenancy, including:

  • Property and unit information
  • Lease or rental information
  • Rental inquiries
  • Maintenance history
  • Complaints or service requests
  • Communications concerning your tenancy
  • Other records required to manage the tenant-landlord relationship

Maintenance and Rental Issue Information

When you report an issue through the HARCO Portal, we may collect:

  • Description of the issue
  • Date and time of the request
  • Property or unit affected
  • Photographs, videos, documents, or other attachments you voluntarily upload
  • Access instructions provided by you
  • Communications regarding the request
  • Status, actions taken, and resolution information

Please avoid including unnecessary sensitive or confidential personal information in maintenance descriptions or uploaded attachments.

Technical Information

When you access the HARCO Portal, certain technical information may be collected automatically, such as:

  • IP address
  • Device type
  • Browser type and version
  • Operating system
  • Date and time of access
  • Portal pages or features accessed
  • Error and diagnostic information
  • Security and authentication logs

This information may be used to operate, secure, maintain, and improve the HARCO Portal.

3. How We Use Your Information

HARCO may use information collected through the Portal to:

  • Create and manage tenant accounts;
  • Verify user identity and protect Portal security;
  • Manage the tenant-landlord relationship;
  • Receive and respond to maintenance requests;
  • Process and track rental or property-related issues;
  • Arrange inspections, maintenance, or repairs;
  • Communicate with tenants regarding requests and tenancy matters;
  • Send relevant notices, updates, and service communications;
  • Maintain records of tenant requests and their resolution;
  • Improve the quality and efficiency of HARCO's tenant services;
  • Diagnose technical problems and maintain Portal functionality;
  • Prevent fraud, misuse, unauthorized access, and other security incidents;
  • Meet legal, regulatory, contractual, accounting, and administrative requirements; and
  • Establish, exercise, or defend legal rights where necessary.

HARCO will not use personal information collected through the Portal for purposes that are materially unrelated to tenant services without an appropriate legal basis or, where required, your consent.

4. Photographs, Documents, and Other Uploads

The HARCO Portal may allow tenants to upload photographs, documents, videos, or other files to help HARCO understand and resolve maintenance or rental issues.

Uploaded materials should relate directly to the issue being reported. Tenants should take reasonable care not to upload documents, photographs, or other materials containing unnecessary personal information about themselves or other individuals.

HARCO may make relevant uploaded materials available to authorized employees, property managers, maintenance personnel, contractors, or service providers when reasonably necessary to investigate or resolve the reported issue.

5. Communications

HARCO may use the contact information associated with your account to communicate with you about:

  • Maintenance and repair requests;
  • Property access or appointments;
  • Rental or tenancy matters;
  • Service interruptions;
  • Account and security matters;
  • Important property notices; and
  • Other matters reasonably related to your tenancy or use of the HARCO Portal.

Depending on the services offered, communications may be delivered through the Portal, email, telephone, SMS, or other approved communication channels.

6. Sharing of Personal Information

HARCO does not sell tenants' personal information.

We may share personal information when reasonably necessary with:

  • Authorized HARCO employees and representatives;
  • Property managers;
  • Building or facilities management personnel;
  • Maintenance companies and technicians;
  • Contractors and other service providers;
  • IT, hosting, security, and Portal service providers;
  • Professional advisers, including legal, accounting, insurance, or auditing providers;
  • Government authorities, regulators, courts, or law enforcement where disclosure is required or permitted by applicable law; and
  • Other parties where necessary to protect HARCO, its tenants, its properties, or other individuals.

Third-party service providers should receive only the information reasonably necessary for them to perform their assigned services and are expected to handle personal information appropriately.

For example, if a tenant reports an air-conditioning problem, HARCO may provide the relevant maintenance contractor with the tenant's unit information, issue description, contact details, and appropriate access instructions so that the repair can be arranged.

7. Data Security

HARCO takes reasonable administrative, organizational, and technical measures designed to protect information processed through the HARCO Portal against unauthorized access, disclosure, alteration, loss, destruction, or misuse.

These measures may include, where appropriate:

  • Access controls;
  • Authentication mechanisms;
  • Encryption;
  • Secure communications;
  • System monitoring and logging;
  • Restricted administrative access;
  • Data backups;
  • Security updates; and
  • Internal policies governing access to tenant information.

However, no internet-based service or electronic storage system can guarantee absolute security. Users are responsible for protecting their account credentials and should notify HARCO promptly if they suspect unauthorized access to their account.

8. Data Retention

HARCO retains personal information only for as long as reasonably necessary for the purposes described in this Privacy Policy, including managing the tenancy relationship, resolving maintenance and rental issues, maintaining appropriate business records, meeting contractual requirements, and complying with applicable legal obligations.

Retention periods may vary depending on the type of information and the purpose for which it was collected.

Information may be retained after a tenancy ends where reasonably necessary for legal, accounting, dispute-resolution, security, or recordkeeping purposes.

When information is no longer required, HARCO will take reasonable steps to delete, anonymize, or securely dispose of it in accordance with applicable requirements and HARCO's retention procedures.

9. Cookies and Similar Technologies

The HARCO Portal may use cookies or similar technologies that are necessary for authentication, security, session management, user preferences, and Portal functionality.

Where analytics or other non-essential technologies are used, HARCO will provide any notices or choices required under applicable law.

10. Third-Party Services

Certain Portal functions may depend on third-party providers, such as hosting providers, email or messaging services, maintenance management systems, mapping services, or other technology providers.

Where personal information is processed by these providers on HARCO's behalf, HARCO will take reasonable steps to use providers that maintain appropriate privacy and security protections.

The HARCO Portal may also contain links to external websites or services. HARCO is not responsible for the privacy practices of independent third-party websites or services.

11. Tenant Privacy Rights

Depending on the laws applicable to you and HARCO, you may have rights concerning your personal information, including the right to:

  • Request access to personal information HARCO holds about you;
  • Request correction of inaccurate or incomplete information;
  • Request deletion of certain personal information;
  • Object to or request restrictions on certain processing;
  • Withdraw consent where processing is based on consent; or
  • Submit a complaint regarding the handling of your personal information.

These rights may be subject to legal exceptions and may vary depending on your location.

Requests regarding personal information may be submitted using the contact information provided below. HARCO may need to verify your identity before processing certain requests.

12. Children's Privacy

The HARCO Portal is intended for tenants and other authorized users and is not designed as a service directed toward children.

If HARCO becomes aware that personal information relating to a child has been submitted through the Portal inappropriately, HARCO will take reasonable steps to handle that information in accordance with applicable law.

13. Account Responsibilities

Users are responsible for maintaining the confidentiality of their HARCO Portal login credentials.

You should:

  • Use a strong and unique password;
  • Not share your login credentials with unauthorized persons;
  • Log out when using shared or public devices; and
  • Notify HARCO promptly if you believe your account has been compromised.

HARCO may suspend or restrict Portal access where necessary to protect tenant information, Portal security, or HARCO systems.

14. Changes to This Privacy Policy

HARCO may update this Privacy Policy from time to time to reflect changes in the Portal, our practices, legal requirements, or the services we provide.

When material changes are made, HARCO may provide notice through the Portal, by email, or through another appropriate communication method.

The effective or last-updated date displayed at the beginning of this Privacy Policy indicates when the Policy was most recently revised.

15. Contact HARCO

If you have questions, concerns, or requests regarding this Privacy Policy or how your personal information is handled through the HARCO Portal, please contact:

HARCO

Privacy / Tenant Services

Email: help@lebanesevillage.net

Important: This Privacy Policy should be customized to reflect HARCO's actual data collection, hosting arrangements, third-party providers, retention periods, location of operations, and applicable privacy and data-protection laws before being published.