This Privacy Policy explains how BKF Management, LLC collects, uses, shares and protects information when you visit the website at bkfmanagement.autos, communicate with our office, or engage us for computer integrated systems design services in the property management sector.
The website and the services described on it are published under the developer name BKF Management by BKF Management, LLC, a company registered in the United States with its office at 9249 S Tortellini Dr, Sandy - 84093-2511, United States (US). In this policy, the terms we, us and our refer to BKF Management, LLC. The terms you and your refer to any visitor, prospective client, client, vendor or other person who interacts with us or with this website.
We value plain language and we have tried to write this policy so that it can be read without legal training. Where a term has a particular meaning we define it at first use. If anything remains unclear, you are welcome to write to us at admin@bkfmanagement.autos and we will explain it.
1. Scope of this policy
This policy applies to personal information that we collect through the website located at bkfmanagement.autos, through email and telephone communications with our office, through proposals and contracts, and through the delivery of our professional services. It does not apply to information that we process on behalf of a client within a system that we design, build or support for that client.
Where we act as a service provider to a property management client, the client remains responsible for the personal information that it holds about tenants, applicants, owners and vendors. Our handling of that information is governed by the written agreement between us and the client, together with the client privacy notices that apply to its own operations. If you are a tenant or applicant and wish to exercise a privacy right relating to records held by a property manager, please contact that property manager directly. We will assist our clients with such requests as our agreements require.
This policy also does not cover websites, applications or platforms operated by other organisations, even where we link to them or integrate with them. Those organisations publish their own privacy notices, and we encourage you to read them before providing personal information.
Our office is located in the United States. We serve clients across the United States, and this policy is written to reflect the laws that commonly apply to our work, including state privacy statutes and federal rules that govern professional services. Nothing in this policy limits a right that applicable law grants you and that cannot be waived by agreement.
2. Information we collect
The information we collect depends on how you interact with us. We try to collect only what we need for the purpose at hand, and we avoid collecting sensitive categories of information unless a specific engagement requires it and the client has arranged an appropriate basis for that collection.
Information you provide directly
When you complete the contact form, send an email, telephone our office or meet with us, you may provide your name, email address, telephone number, company name, job title, postal address and the content of your message. If you engage us for services, you may also provide billing details, contract information, project documents and the names and contact details of colleagues who will work with us.
Information collected automatically
When you visit the website, our hosting and infrastructure providers may record technical information such as the internet protocol address from which the request originated, the type of browser and device you used, the pages you requested, the date and time of the request and the referring address if you arrived from another site. This information is used in aggregate to keep the site available, to diagnose faults and to understand which parts of the site are useful.
Information from client engagements
In the course of designing and supporting property systems, we may receive or access business records that contain personal information, such as tenant names, unit numbers, lease dates, maintenance histories and vendor contacts. We treat these records as confidential client data. We use them only to perform the agreed services, and we do not sell them or use them for our own marketing.
Information we do not seek
We do not ask for social security numbers, full payment card numbers, bank credentials or government identification through this website. If a project genuinely requires such information, we will agree a secure method for its transfer before any file is shared. Please do not send these categories of information through the contact form or by ordinary email.
3. How we obtain information
Most of the personal information we hold comes from you directly. You provide it when you send an enquiry, request a proposal, sign an engagement letter, attend a project meeting, submit an invoice or communicate with our support desk. You provide it on your own initiative, and you can choose not to provide particular items, although that choice may limit our ability to respond or to deliver a service.
We also receive information from our clients when they ask us to work on their systems. A client may give us a list of staff contacts, a vendor roster, a rent roll extract or a sample of lease files for the purpose of understanding a process. In those cases the client is responsible for ensuring that it has a lawful basis to share the information with us and that the individuals concerned have received the relevant notice.
Technical information is generated automatically by the systems that serve the website. We may also receive information from business partners, such as a hosting provider reporting a service incident, or from a professional adviser who introduces us to a prospective client with that person consent.
Finally, we may obtain publicly available business information, such as a company address or the name of a property manager listed on a public register, in order to respond to a business enquiry or to verify the identity of a counterparty. We do not build profiles of individuals from public sources for marketing purposes.
4. Why we use information
We use personal information for a limited set of purposes connected to our professional practice. Each purpose is described below, together with examples of the information involved.
- To respond to enquiries. We use your name, contact details and message content to answer your question, to arrange a conversation and to keep a record of the exchange.
- To prepare and manage engagements. We use contract, billing and project information to draft proposals, issue invoices, deliver services and maintain accurate business records.
- To operate and improve the website. We use technical information to ensure the site loads correctly, to protect it against abuse and to understand which pages visitors find useful.
- To meet legal and accounting duties. We use records of transactions and communications as required by tax, corporate and professional obligations.
- To protect our rights and the rights of others. We may use information to investigate a complaint, to prevent fraud or misuse, and to establish or defend a legal claim.
- To provide support. When you contact us about a delivered system, we use the information in your request and in the relevant project records to diagnose and resolve the issue.
We do not use personal information for purposes that are incompatible with those listed above. If we wish to use information for a new purpose, we will update this policy and, where the law requires it, obtain your consent before the new use begins.
5. Legal bases for processing
Where the law requires us to identify a legal basis for processing personal information, we rely on one or more of the following grounds.
We process information to perform a contract or to take steps at your request before entering a contract. This covers the preparation of a proposal, the delivery of agreed services and the administration of an engagement.
We process information on the basis of our legitimate interests in running a professional practice. Those interests include responding to enquiries, maintaining secure systems, preventing misuse of the website and improving our services. We balance those interests against your rights and expectations, and we do not rely on this basis where the impact on you would be disproportionate.
We process information to comply with legal obligations, such as tax recording requirements, corporate filing duties and responses to lawful requests from a court or regulator.
Where we process information on the basis of consent, you may withdraw that consent at any time. Withdrawal does not affect the lawfulness of processing carried out before the withdrawal took effect.
8. Service providers and processors
We use a small number of carefully selected providers to operate the website and the practice. These providers act on our written instructions and are not permitted to use personal information for their own purposes.
Hosting and infrastructure
The website is served by a hosting provider that stores static files and delivers them to your browser. The provider may process technical logs for security and availability purposes. Those logs are retained for a short period and are used only to investigate incidents and to keep the service running.
Email and communication
Messages sent to our office are received by an email provider that stores them on our behalf. Access is limited to staff who need to read and reply to correspondence. We configure the account with strong authentication and we review access when a staff member leaves.
Accounting and administration
Invoices, contracts and related records are held in business administration tools used by the practice. These tools store the minimum information needed to issue invoices and to meet record keeping duties.
Professional advisers
Our accountants and legal advisers may see information about an engagement when their advice is required. They are bound by professional confidentiality obligations in addition to the terms of their engagement.
We review our providers periodically and replace any provider whose practices are not consistent with the standards described in this policy. Where a provider processes information outside the United States, the safeguards described in the international transfers section apply.
9. Retention of information
We keep personal information only for as long as we need it for the purpose for which it was collected, and for any additional period required by law or by a legitimate business need such as the defence of a legal claim.
Enquiries that do not lead to an engagement are generally kept for two years so that we can recognise a returning contact and understand how the enquiry was handled. If you ask us to delete an enquiry record earlier, we will do so unless we are required to keep it.
Records relating to a completed engagement are kept for the period required by tax and corporate law, which is commonly seven years from the end of the relevant financial year. After that period the records are reviewed and either deleted or archived in a reduced form.
Client system records that we hold as a service provider are retained in accordance with the agreement with the client. When an engagement ends, we return or delete the records as the client directs and confirm the action in writing. We do not keep a copy for our own use beyond what is needed to meet our legal obligations.
Technical logs generated by the hosting provider are retained for a short operational window, typically measured in days, and are then discarded. Security incident records may be kept longer where an investigation or a legal obligation requires it.
10. How we protect information
We take the protection of personal information seriously. Our practice is small, which allows us to keep direct control over who can access a record and why. The measures below describe the approach we apply across the practice.
Access to information is limited to staff and contracted advisers who need it to perform their work. Accounts are protected by strong passwords and multi factor authentication where the system supports it. Access is withdrawn promptly when a person leaves the practice or changes role.
Devices used for client work are kept current with security updates and are protected by full disk encryption. Documents containing client information are stored in access controlled locations rather than on shared drives that are open to everyone. Backups are taken regularly and tested from time to time.
We use encrypted connections for the website and for the transfer of project files where the tool allows it. Where a client requires a specific secure channel, we will use the channel the client provides.
No system is completely secure. If we become aware of a security incident that affects personal information, we will investigate promptly, take steps to contain the incident and notify affected individuals and any relevant authority where the law requires it. We will also tell the client whose records are involved so that the client can meet its own notification duties.
11. Your privacy rights
Depending on where you live, you may have some or all of the following rights in relation to your personal information.
- The right to know whether we hold information about you and to receive a copy of it.
- The right to correct information that is inaccurate or incomplete.
- The right to delete information that we no longer need, subject to legal retention requirements.
- The right to restrict or object to certain processing, including processing for direct marketing.
- The right to data portability, where information you provided is processed by automated means on the basis of consent or contract.
- The right not to be discriminated against for exercising a privacy right.
- The right to withdraw consent where processing is based on consent.
Some state laws also give residents the right to opt out of the sale of personal information, the sharing of personal information for cross context behavioural advertising, and certain profiling. We do not engage in those activities, so there is nothing for you to opt out of at this time. If that changes, we will update this policy and provide a clear method for exercising the choice.
To exercise a right, contact us using the details in the contact section below. We will respond within the period required by applicable law, which is generally forty five days in the United States, and we will tell you if we need more time and why.
12. Access, correction and deletion
When you ask for a copy of your information, we will verify that the request comes from you or from a person authorised to act on your behalf. Verification may involve confirming details that we already hold, such as the email address used to contact us. We will not ask you to provide new categories of sensitive information for the purpose of verification.
If the information we hold is inaccurate, you may ask us to correct it. We will make the correction and, where the information has been shared with a provider or a client as part of an engagement, we will take reasonable steps to inform them of the change.
If you ask us to delete information, we will do so unless we are required or entitled to keep it. Records covered by a tax or corporate retention duty, records needed to resolve an open dispute, and records that we hold as a service provider for a client may fall within an exception. Where we cannot delete a record, we will explain the reason and the period for which it will be kept.
Requests should be sent to admin@bkfmanagement.autos. We do not charge a fee for a first request unless the request is manifestly unfounded or excessive, in which case we will explain the position before proceeding.
13. Marketing communications
We do not send bulk marketing email to people who have not asked to hear from us. If you request information about a service or ask to be kept informed about our intake calendar, we may add your business contact details to a small list used to send relevant updates.
Every marketing message we send includes a clear way to stop receiving further messages. You may also write to admin@bkfmanagement.autos and ask to be removed at any time. We will action the request promptly and, in any event, within the period required by applicable law.
We keep a suppression record of people who have asked not to be contacted so that we do not add them again by mistake. That record contains only the minimum information needed to honour the request.
Service messages that are necessary for the performance of an engagement, such as invoices, project updates and security notices, are not marketing and are sent regardless of marketing preferences while the engagement continues.
14. Privacy for Children
Our website and services are intended for businesses and professionals working in property management and related fields. They are not directed to children, and we do not knowingly collect personal information from anyone under the age of sixteen.
If you believe that a child has provided personal information to us, please contact admin@bkfmanagement.autos and we will investigate. If we confirm that we hold information about a child without an appropriate basis, we will delete it promptly and confirm the deletion to the person who raised the matter.
Parents and guardians who wish to understand how a property manager handles information about a child in a household should contact that property manager, because the records are held under the privacy notice of the property manager rather than under this policy.
15. International data transfers
Our practice is based in the United States, and we primarily process information within the United States. Some of our service providers operate infrastructure in other countries, which means that information may be stored or processed outside the country in which it was collected.
Where information is transferred across a border, we take steps to ensure that it receives an appropriate level of protection. Those steps may include contractual terms that require the recipient to protect the information, limiting transfers to providers that maintain recognised security certifications, and keeping sensitive records within the United States wherever the tool allows it.
If you are located outside the United States and you contact us, you understand that your information will be handled in the United States, where privacy laws may differ from those in your country. We will apply this policy wherever the information is processed.
16. Third party links and services
The website may contain links to websites operated by other organisations, including professional bodies, vendors and platforms that we use in our work. Those links are provided for convenience. We do not control the content or the privacy practices of the linked sites, and this policy does not cover them.
If you follow a link to another site, we encourage you to read its privacy notice before providing personal information. If you believe that a site we link to has a privacy practice that you should tell us about, please write to admin@bkfmanagement.autos so that we can review the link.
Our client systems may integrate with third party platforms, such as payment processors or accounting tools. Information submitted to those platforms is governed by their own terms and privacy notices. Our engagement agreements explain which parties are responsible for which records in an integrated system.
17. Automated decision making
We do not use personal information to make automated decisions that produce legal effects or similarly significant effects for an individual. The systems we design for clients may include rules that flag a late payment or route a maintenance request, but those rules support human staff and do not replace a person who is accountable for the outcome.
Where a client asks us to design a system that includes scoring or automated eligibility checks, we will discuss the applicable legal requirements with the client before the feature is built. Any such feature will be documented, and the client will remain responsible for providing the notices and appeal routes that its own legal obligations require.
18. Changes to this policy
We review this policy from time to time and update it when our practices change, when we adopt a new tool, or when the law requires a different approach. The effective date at the top of the page shows when the current version took effect.
If a change materially affects how we use personal information, we will take reasonable steps to bring it to the attention of people who have an active relationship with us, for example by placing a notice on the website or by sending a short message to the contact address we hold. We will not apply a materially different use to information collected earlier without a lawful basis for the change.
The current version of this policy is always available at bkfmanagement.autos and from the link in the footer of every page. If you would like a copy in another format, please write to us and we will provide one.
19. How to contact us
If you have a question about this policy, wish to exercise a privacy right, or want to raise a concern about how information has been handled, please contact us. We take every enquiry seriously and will respond within the period required by applicable law.
BKF Management, LLC
9249 S Tortellini Dr
Sandy - 84093-2511
United States (US)
Email: admin@bkfmanagement.autos
Telephone: +19109262030
If you are not satisfied with our response, you may raise the matter with the appropriate supervisory authority in your jurisdiction. We will cooperate fully with any such review.