Last Updated: May 22, 2025

RealManage, LLC and its affiliates and subsidiaries, (collectively, “RealManage,” “Company,” “we,” “our,” or “us”) provides this Privacy Policy (this “Policy”) to describe our privacy practices regarding personal information we collect from individuals (“you” or “your”), including when you visit our offices, or when you visit our desktop and mobile websites and applications (collectively, the “Sites”). Unless we state otherwise, any new features or functionality provided by RealManage on the Sites are part of the larger Community Association Property Management services (the “Services”) provided by the Company.

By browsing or using any of the Sites, you agree to our collection and use of your personal information as described in this Policy. If you do not agree with all of the terms of this Policy, you should not use, browse, or otherwise access any of the Sites. Please note that this Policy does not cover the personal information we collect about employees, independent contractors, or job applicants.

 

Definition of Personal Information

For the purposes of this Policy, “personal information” means any information that identifies, relates to, describes, is reasonably capable of being associated with, or could reasonably be linked, directly or indirectly, with a particular individual or household. It does not include personal information that is publicly available.

 

How do we Collect Information?

 We collect personal information from individuals directly and through our Sites. For those who interact with us in a commercial capacity, we collect personal information from your employer or the company you represent or third-party references or related contracts.

We may collect information from you when you:

  • Visit or register for the Services;
  • Contact our customer service via email, phone, or other forms of communication;
  • Login to and interact with your account;
  • Interact with us at an event;
  • Send us a request;
  • Provide us with feedback, comments, or suggestions.

 

What Information Do We Collect?

 The categories of personal information we collect about you and may have collected about you through the Services, our Sites, or when you otherwise interact with us are as follows:

  • Personal Identifiers: Name, mailing address, email address, phone numbers and other similar contact information, whether you live in a community managed by us, and IP addresses.
  • Professional Information: Job title, name and contact information of employer or entity you represent, name and location of the homeowner’s association or residential community you represent, status as a board member of your homeowner’s association or residential community.
  • Audio and Visual Information: CCTV recordings of you in the public areas on those properties on which our clients operate security cameras, voice recordings of calls made to our customer service line.
  • Internet or other electronic network activity: Visits to and interaction with our Sites and advertisements, information about visits to our social media accounts, geolocation information such as if you tag your posts or pictures or check-in at a location, technical information such as your IP address, cookie IDs, browser information, and information reflecting how you searched, browsed, and were directed to the Services, including mouse move.

 

 Automated Data Collection Technologies:

 We may collected your information using automated data technologies, which may include technical information such as your IP address, cookie IDs, browser information, and information reflecting how you searched, browsed, and were directed to the Services, including mouse movement, click, touch, scroll, and keystroke activity, and any other information provided by your use of our Services.

 

Cookies and Other Tracking Technologies:

Our website utilizes common tracking methodologies, such as Web Cookies. We also use automated technologies and applications, such as Google Analytics, to evaluate the use of our Sites. We utilize these tools to help us improve the Sites, performance, and user experience. To learn more about how Google Analytics collects personal information and processes data, please visit: Privacy Policy – Privacy & Terms – Google

 

Do Not Track Settings: “Do Not Track” (DNT) is a privacy preference that users can set in certain web browsers. At this time, the Sites do not respond to DNT signals. As such, we do not comply with automated browser signals regarding tracking mechanisms, which may include DNT instructions.

 

How Do We Use the Information We Collect?

 We may use your information for the purposes of the following, including but not limited to:

  • Services
    • To provide the Services to you, including providing technical and other support for the Services.
    • To provide you with Services on behalf of our clients, such as management of facilities, public grounds and common areas in communities; facilitating sales and leasing/rentals; processing payments; contacting you and responding to your requests and inquiries; responding to requests for documentation association with the association; providing customer service; operating a call-in center; distributing newsletters and similar materials.
    • To provide you with additional services, such as to market and provide information about our Services and Company; improve the Sites by understanding who and how they are used.
    • To ensure compliance with applicable laws, regulations and codes of practice.
    • Set up your account and populate your profile.
    • For statistical analysis and research to analyze and optimize the performance of our Services.
  • Communications
    • Set up your account and populate your profile.
    • To communicate with you about your account or our relationship; to contact you about your use of our Sites; to contact you about your account or for you to provide feedback.
    • Administer contests and sweepstakes and notify you if you have won.
  • Security
    • For security purposes such as fraud prevention and detection. We may use personal information for fraud prevention, or to protect our Company, affiliates, our clients, or our Sites, or a third-party website or platform.
  • Compliance
    • To support auditing, legal and compliance purposes, including responding to court orders or subpoenas, or upon the request of a government agency or investigatory body.
    • To perform legal compliance activities, such as to address fraud and other illegal activities, to exercise and defend legal claims, and to protect your safety and the safety of other users of the Services.
  • Marketing and Recruiting
    • To inform you about the Company and the Services we offer.
    • Develop and deliver customized advertising and content in line with your individual behavior or characteristics, based on your information and your use of the Services and information gathered across other platforms, such as online or mobile websites, apps, and services.
    • To send you information about career opportunities.
    • In connection with our hiring, employment and job training activities.
  • We may use your information as otherwise described or permitted by law, for any other purpose as described in this Privacy Policy, or as we may notify you.

 

To Whom Do We Disclose Your Information?

In the course of our business, we may disclose your information as described above, to third parties in the following instances:

  • To our subsidiaries and affiliates, in accordance with this Privacy Policy.
  • To service providers and other companies that work with or on our behalf, such as banks, accounts, lawyers, and entities that provide printing, mailing or communications services providing services on our behalf, our internet, IT, and telecommunications service providers, and our payroll administrators and processors.
  • For legal purposes, such as when we believe in good faith that an applicable law requires it or when requested by governmental authorities or other third parties conducting an investigation.
  • To detect and protect against fraud or any technical or security vulnerabilities.
  • For targeted advertising partners and similar companies to deliver targeted advertising in accordance with this Privacy Policy.
  • In the event we undergo a business transaction involving a transfer of our rights or obligations under any agreement, in connection with a sale, merger, or consolidation of our business or other transfer of our assets, whether voluntarily or by operation of law.

 

We do not sell your personal information. We retain your information for as long as reasonably necessary for our business purposes.

Security

We maintain several administrative, technical, and physical safeguards designed to protect against unauthorized access, use, modification, and disclosure of your information in our custody and control. While we strive to protect your information from unauthorized access, use, or disclosure, we cannot and do not ensure or warrant the security of your information. No information, on the Internet or otherwise, can be guaranteed to be one hundred percent secure.

 

Minors

The Company’s Sites are not directed or intended for children under the age of 16. We do not knowingly collect or sell Personal Information of children under the age of 16. In the event we become aware that Personal Information has been collected from a child under the age of 16, we will take the necessary steps to delete that information as soon as possible.

 

California Data Privacy Rights for California Residents

If you are a California resident, you may have certain rights with respect to Personal Information under California law, as set forth in more detail below.

 

Shine the Light: California Civil Code Section 1798.83, also known as the “Shine the Light” law, permits California residents to annually request, free of charge, information about the Personal Information (if any) disclosed to third parties for direct marketing purposes in the preceding calendar year. We do not share Personal Information with third parties for their own marketing purposes.

 

CCPA Rights of Individuals: Certain rights are afforded to California residents under the California Consumer Privacy Act of 2018 (“CCPA”) regarding the Personal Information we collect. Those rights include the right to know about the Personal Information we collect, the right to request that we delete it and the right to request that we refrain from selling any Personal Information (the “CCPA Rights”).

  • Right to know about Personal Information collected, disclosed, or sold. You may have the right to request that we provide certain information to you about our collection and use of your Personal Information over the past twelve (12) months. Specifically, you may have the right to request disclosure of:
    • The specific pieces of personal information we collected about you;
    • The categories of personal information we collected about you;
    • The categories of sources from which personal information was collected;
    • Our business or commercial purpose for collecting or disclosing personal information; and
    • The categories of third parties with whom we shared personal information.
  • Right to request deletion of personal information. Upon request, we will delete the Personal Information we have collected about you that is covered by the CCPA, subject to situations where the CCPA authorizes us to retain specific information, including when it is necessary for us to provide you with a good or service that you requested, to perform a contract we entered into with you, to maintain the functionality or security of our systems, or comply with or exercise rights provided by the law. The law also permits us to retain specific information for our exclusive internal use, but only in ways that are compatible with the context in which you provided the information to us or in ways that are reasonably aligned with your expectations based on your relationship with us.
  • Right to correct inaccurate personal information. You may also have the right to request that we correct inaccurate personal information we maintain.
  • Right to non-discrimination for the exercise of a consumer’s privacy rights. We will not unlawfully discriminate against you for exercising any of your applicable privacy rights.
  • Exercising your California privacy rights. To request to exercise your CCPA rights, as described above, please submit a verifiable consumer request to use by using the information in the “Contact Us” section below. Only you or your “authorized agent,” as defined in the CCPA, may make a verifiable consumer request related to your personal information.
    • Your verifiable consumer request, as submitted by you or your “authorized agent” must:
      • Provide sufficient information that allows us to reasonably verify that you are the person about whom we collected personal information; and
      • Describe your request with sufficient detail that allows us to properly understand, evaluate, and respond to it.
    • We are unable to respond to your request or provide you with personal information if we cannot verify your identity or authority to make the request and confirm that the personal information relates to you. Making a verifiable consumer request does not require you to create an account with us.
  • Response timing and format. We make our best effort to respond to a verifiable consumer request within forty-five (45) days of its receipt. If we require more time (up to ninety (90) days), we will inform you of the reason and extension period in writing. We will maintain records of consumer requests made pursuant to the CCPA, as well as our response to said requests, for a period of at least twenty-four (24) months.

When we collect and process Personal Information on our clients, we act as their “service provider,” as defined in the CCPA. We do not disclose, use or retain any of the Personal Information we collect when collecting or processing on behalf of our clients for any purpose other than the specific purpose of performing the services specified in our contracts with our clients. As such, we do not own the Personal Information we collect on behalf of our clients (i.e. your homeowners’ or condominium association). Please be advised that homeowners/condominium associations are not subject to CCPA (and therefore are not required to provide CCPA Rights), as they are not-for-profit entities. Nevertheless, you may always review the information in your Resident Portal.

 

Accuracy and Access

Your Personal Information is accurate to the extent that you provide it correctly and accurately to us or the party collecting such information. Errors that you make when entering your Personal Information may result in erroneous information in the Company’s database. We provide residents with the ability to review and/or correct their information. To protect your privacy and security, we may take reasonable steps to verify your identity, such as requiring a password and user ID, before we permit any changes to be made to the Personal Information in our database.

 

Accessibility Policy

 Our website makes technical accommodations for individuals with disabilities. Notable features include:

  • Keyboard Navigation Support: This allows users with motor disabilities to navigate without a mouse, which is essential for many assistive technology users.
  • Screen Reader Compatibility: Ensures visually impaired users can access content through tools like JAWS, NVDA, or VoiceOver.
  • Support for Different Screen Resolutions: This helps users with visual impairments who rely on zoomed-in views or screen magnifiers.
  • Multilingual Support: RealManage provides extended-hours, multilingual service from 7:30 a.m. to 7 p.m. (Central), enhancing accessibility for non-English speakers.
  • Resident Portal: The CiraNet Owner/Resident Portal allows homeowners to interact with their accounts, pay assessments, access necessary documents, and view correspondence 24/7.

 

Texting Communications

Opt-In Method: Under our “Contact Us” section on our website, we may request your phone number via a form to provide more information or respond to your inquiries. By providing your phone number, you consent to receive text messages from RealManage.

  • The phone numbers and information obtained for SMS purposes will not be shared with third parties and affiliates for marketing purposes.
  • Text message frequency may vary based on query/information received or required.
  • Many carriers charge a fee for each message sent or received. As such, message and data rates may apply.
  • If you consented to receive text messages from us, these messages may include information regarding our services, information about your account, or product notifications.
  • In order to receive additional assistance, you can reply HELP to any received SMS message from RealManage.

 

Opt-Out: Customers will be able to opt out of SMS messaging from RealManage by replying STOP at any time to any received SMS message. Once you opt-out, you will receive no further SMS communication from us. You can opt back in at any time by replying START.

Unsubscribing from Emails and SMS Communications: If you wish to stop receiving emails and SMS communications from RealManage, please contact us at sales@realmanage.com or use the Opt-Out instructions provided in the message. Once unsubscribed, you will no longer receive these communications unless you choose to opt back in.

 

Changes to this Privacy Policy

 We reserve the right to amend, alter, or otherwise change this Privacy Policy in our sole and absolute discretion. If we make material changes to the Privacy Policy, we will post notice on the Sites. Further use of the Sites following any such notification constitutes your agreement to follow and to be bound by the amended Privacy Policy.

 

Contact Us

For any questions or comments about this Privacy Policy, please feel free to contact us at any time by emailing sales@realmanage.com.