1. Introduction
Whiterock Locators (“Company,” “we,” “us,” or “our”) is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your personal information when you visit our website at whiterocklocators.com (the “Site”) and use our apartment locating services.
By using the Site or our services, you consent to the practices described in this Privacy Policy. If you do not agree with this policy, please do not use the Site.
2. Information We Collect
2.1 Information You Provide Directly
When you use our Site and services, you may provide us with:
- Contact Information: First name, last name, email address, and phone number
- Apartment Preferences: Budget range, desired locations, bedroom count, lease length preferences, move-in date, pet information, parking preferences, laundry preferences, and desired apartment features
- Financial Information: Household income range and cosigner availability (we do not collect bank account numbers, Social Security numbers, or credit card information)
- Priority Preferences: Your stated priorities for your apartment search, such as proximity to work, price sensitivity, lifestyle preferences, or rebate maximization
2.2 Information Collected Automatically
When you visit the Site, we may automatically collect:
- Device Information: Browser type, operating system, device type, and screen resolution
- Usage Data: Pages visited, time spent on pages, click patterns, and referring URLs
- IP Address: Your Internet Protocol address, which may indicate your approximate geographic location
- Cookies and Similar Technologies: Small data files stored on your device to improve your experience (see Section 7)
2.3 Information from Third Parties
We may receive information about you from:
- Marketing Partners: UTM parameters and referral source information when you arrive at our Site through advertising or partner links
- Apartment Communities: Lease status updates and commission information related to your application
3. How We Use Your Information
We use the information we collect to:
- Provide Our Services: Search for apartments matching your preferences, send you apartment recommendations, and facilitate the locating process
- Process Rebates: Calculate, verify, and deliver your cash back rebate payments
- Communicate With You: Send apartment recommendations, respond to your inquiries, provide service updates, and send follow-up communications about your apartment search
- Improve Our Services: Analyze usage patterns to improve the Site, optimize our quiz experience, and better serve our clients
- Marketing: With your consent, send you information about our services, promotions, or related offerings
- Legal Compliance: Comply with applicable laws, regulations, and legal processes, including Texas Real Estate Commission requirements
- Fraud Prevention: Detect and prevent fraudulent activity and protect the security of our Site and services
4. How We Share Your Information
We may share your personal information in the following circumstances:
- Apartment Communities: We share your contact information and apartment preferences with apartment communities to facilitate your apartment search and application process. This is essential to providing our locating service.
- Service Providers: We may share information with third-party service providers who assist us in operating the Site, managing our customer relationship management systems, processing payments, sending communications, or performing other business functions on our behalf. These providers are contractually obligated to protect your information.
- Legal Requirements: We may disclose your information if required to do so by law, in response to a subpoena, court order, or other legal process, or to protect our rights, property, or safety, or the rights, property, or safety of others.
- Business Transfers: In the event of a merger, acquisition, reorganization, or sale of all or a portion of our assets, your personal information may be transferred as part of that transaction.
- With Your Consent: We may share your information in other ways if you provide us with specific consent to do so.
We do not sell your personal information to third parties for their own marketing purposes.
No mobile information will be shared with third parties or affiliates for marketing or promotional purposes.
5. Data Retention
We retain your personal information for as long as necessary to provide our services, fulfill the purposes described in this Privacy Policy, comply with legal obligations, resolve disputes, and enforce our agreements. Specifically:
- Active Client Data: Retained for the duration of your apartment search and for 12 months after your lease signing or last interaction with us
- Rebate Records: Retained for 7 years for tax and accounting purposes
- Marketing Data: Retained until you opt out or request deletion
- Website Analytics: Aggregated and anonymized data may be retained indefinitely
6. Communications and Contact Consent
When you submit your contact information through our Site (including via our apartment search quiz), you provide express consent for Whiterock Locators to contact you using the information you provide. This section describes how we communicate with you and your rights regarding those communications.
6.1 Types of Communications
We may contact you via:
- Email: Apartment recommendations, search results, rebate updates, service notifications, appointment confirmations, and marketing communications about our services.
- Text Messages (SMS/MMS): Apartment alerts, appointment reminders, property recommendations, service updates, and follow-up communications related to your apartment search. Messages may be sent using an automatic telephone dialing system. Message and data rates may apply. Message frequency varies based on your search activity.
- Phone Calls: Calls from our locating team to discuss your apartment preferences, schedule tours, provide property recommendations, and deliver service updates. Calls may be made using an automatic telephone dialing system or prerecorded/artificial voice messages.
6.2 Consent
By providing your phone number and/or email address through the Site, you expressly consent to receive the communications described above. Your consent is given freely and is not a condition of purchasing any goods or services, though providing contact information is necessary for us to deliver our apartment locating services.
6.3 Opting Out
You may withdraw your consent and opt out of communications at any time:
- Text Messages: Reply STOP to any text message. Reply HELP for assistance.
- Email: Click “unsubscribe” in any email or email us at contact@whiterocklocators.com with the subject “Unsubscribe.”
- Phone Calls: Let us know during any call or email contact@whiterocklocators.com to be added to our do-not-call list.
Please note that opting out may limit our ability to provide apartment locating services. Even after opting out of marketing communications, you may still receive transactional messages related to an active apartment search or pending rebate payment.
6.4 Third-Party Communications
With your consent, we may share your contact information with apartment communities you have expressed interest in so they can contact you directly regarding availability, tours, and application processes. We are not responsible for communications you receive directly from apartment communities.
7. Data Security
We implement reasonable administrative, technical, and physical security measures to protect your personal information from unauthorized access, use, alteration, or destruction. These measures include:
- Encryption of data in transit using SSL/TLS protocols
- Secure storage of personal information in encrypted databases
- Access controls limiting employee access to personal information on a need-to-know basis
- Regular security assessments and monitoring
However, no method of transmission over the Internet or method of electronic storage is 100% secure. While we strive to protect your personal information, we cannot guarantee its absolute security.
8. Cookies and Tracking Technologies
We use cookies and similar tracking technologies to:
- Essential Cookies: Enable core functionality of the Site, such as maintaining your quiz progress
- Analytics Cookies: Help us understand how visitors interact with the Site so we can improve the user experience
- Marketing Cookies: Track the effectiveness of our advertising campaigns and attribute referrals from marketing partners
You can control cookie preferences through your browser settings. Most browsers allow you to block or delete cookies. However, disabling cookies may affect the functionality of the Site.
9. Your Rights and Choices
Depending on your jurisdiction, you may have the following rights:
- Access: Request a copy of the personal information we hold about you
- Correction: Request that we correct inaccurate or incomplete personal information
- Deletion: Request that we delete your personal information, subject to certain legal exceptions
- Opt-Out of Marketing: Unsubscribe from marketing emails by clicking the “unsubscribe” link in any marketing email or by contacting us directly
- Data Portability: Request a copy of your data in a structured, commonly used format
To exercise any of these rights, please contact us using the information provided in Section 14. We will respond to your request within 30 days.
10. Texas Privacy Rights
As a Texas-based business, we comply with the Texas Data Privacy and Security Act (TDPSA) and other applicable Texas privacy laws. Texas residents have the right to:
- Know what personal data we collect and how it is used
- Access their personal data
- Correct inaccuracies in their personal data
- Delete their personal data
- Obtain a portable copy of their personal data
- Opt out of the sale of personal data (we do not sell personal data)
11. California Privacy Rights
If you are a California resident, the California Consumer Privacy Act (CCPA) provides you with additional rights regarding your personal information, including the right to know what information we collect, the right to delete your information, and the right to opt out of the sale of your personal information. We do not sell personal information as defined under the CCPA.
12. Children's Privacy
The Site and our services are not directed to individuals under the age of 18. We do not knowingly collect personal information from children under 18. If we become aware that we have collected personal information from a child under 18, we will take steps to delete that information promptly. If you believe we have collected information from a child under 18, please contact us immediately.
13. Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our practices or applicable laws. We will post the updated policy on this page with a revised “Last Updated” date. We encourage you to review this Privacy Policy periodically. Your continued use of the Site after any changes constitutes your acceptance of the updated policy.
14. Contact Information
If you have any questions, concerns, or requests regarding this Privacy Policy or our privacy practices, please contact us at: