Privacy Policy
Privacy Policy
Last Updated: April 8, 2025
This Privacy Policy describes how The Griffin Company (referred to as "we," "us," or C"our") collects, uses, and shares personal information of residents, prospective residents, visitors, and website users (referred to as "you" or "your") of The Griffin Company (the "Community").
1. Information We Collect
We may collect the following types of personal information:
● Information You Provide Directly:
- Contact Information: Name, address, email address, phone number.
- Application Information: Rental applications, credit reports, income verification, employment history, references, emergency contact information.
- Lease Information: Lease agreements, lease renewals, payment history, maintenance requests, communication records.
- Resident Portal/Account Information: Usernames, passwords, profile information, communication preferences.
- Communications: Records of your communications with us, including emails, phone calls, and in-person interactions.
- Surveys and Feedback: Responses to surveys or feedback forms.
- Visitor Information: Sign-in sheets, identification information (if required).
● Information Collected Automatically:
- Website Usage Data: IP address, browser type, operating system, referring website, pages visited, dates and times of access, cookies, and similar tracking technologies. (See our separate Cookie Policy, if applicable).
● Security System Data: Footage from security cameras installed in common areas (if applicable).
- Access Control Data: Records of entry and exit through controlled access points (if applicable).
- Device Information: Information about the devices you use to access our website or online services.
● Information We Collect from Other Sources:
- Credit Bureaus: Credit reports for application processing.
- Background Check Services: Nationwide criminal history and other background checks for application processing.
- Previous Landlords/References: Information provided by your previous landlords or references.
2. How We Use Your Information
We may use your personal information for the following purposes:
● Providing and Managing Housing Services:
- Processing rental applications.
- Drafting and managing lease agreements.
- Managing resident accounts and providing access to resident portals.
- Collecting rent and processing payments.
- Responding to maintenance requests and other inquiries.
- Communicating important community updates and notices.
- Enforcing community rules and lease terms.
● Improving Our Services:
- Analyzing website usage and trends.
- Conducting surveys and gathering feedback to improve our services and the Community.
- Troubleshooting technical issues.
● Security and Safety:
- Operating and maintaining security systems.
- Investigating incidents and ensuring the safety and security of residents and the Community.
- Controlling access to certain areas of the Community.
● Legal and Compliance:
- Complying with applicable laws, regulations, and legal processes.
- Responding to requests from government authorities.
- Protecting our rights and property.
- Preventing fraud and illegal activities.
● Marketing and Communication (with your consent where required):
- Sending you information about our Community or related services that may be of interest to you (for prospective residents).
- Sharing community news and events (for current residents).
3. How We Share Your Information
We may share your personal information with the following categories of recipients:
● Service Providers: Third-party companies that provide services on our behalf, such as:
- Property management software providers.
- Payment processors.
- Maintenance and repair vendors.
- Background check and credit reporting agencies.
- Marketing and communication service providers.
- IT support and data hosting providers.
● Legal Authorities: When required by law, legal process, or government request.
● Prospective Buyers or Successors: In the event of a sale, merger, or other transfer of all or a portion of our business or assets.
● Emergency Contacts: As designated by you in emergency situations.
● Other Residents (Limited): In limited circumstances, such as sharing contact information for community events or resident directories (with consent where applicable).
We will ensure that any third-party service providers we share your personal information with are contractually obligated to protect your information in accordance with this Privacy Policy and applicable laws.
4. Your Rights and Choices
Depending on your location and applicable law, you may have certain rights regarding your personal information, including:
● Access: The right to request access to the personal information we hold about you.
● Correction: The right to request that we correct any inaccurate or incomplete personal information.
● Deletion: The right to request the deletion of your personal information (subject to certain exceptions).
● Objection to Processing: The right to object to the processing of your personal information for certain purposes, such as direct marketing.
● Restriction of Processing: The right to request that we restrict the processing of your personal information in certain circumstances.
● Data Portability: The right to receive your personal information in a structured, commonly used, and machine-readable format and to transmit it to another controller.
● Withdrawal of Consent: If we rely on your consent to process your personal information, you have the right to withdraw your consent at any time.
To exercise any of these rights, please contact us using the contact information provided below. We may require you to verify your identity before responding to your request.
5. Data Security
We take reasonable measures to protect your personal information from unauthorized access, use, disclosure, alteration, or destruction. These measures may include physical, technical, and administrative safeguards. However, no method of transmission over the internet or method of electronic storage is completely secure, and we cannot guarantee absolute security.
6. Data Retention
We will retain your personal information for as long as necessary to fulfill the purposes for which it was collected, including for as long as you are a resident, as required by our legal obligations, to resolve disputes, and to enforce our agreements.
7. Children's Privacy
Our services are not directed to children under the age of 18. We do not knowingly collect personal information from children without verifiable parental consent. If you believe that we have collected personal information from a child without such consent, please contact us immediately, and we will take steps to delete the information.
8. Links to Other Websites
Our website may contain links to other websites that are not operated by us. We are not responsible for the privacy practices of these third-party websites. We encourage you to review the privacy policies of any website you visit.
9. Changes to This Privacy Policy
We may update this Privacy Policy from time to time. We will post any changes on our website and update the "Last Updated" date at the top of this policy. We encourage you to review this Privacy Policy periodically for any changes. Material changes will be communicated to you as required by applicable law.
10. Contact Us
If you have any questions or concerns about this Privacy Policy or our privacy practices, please contact us at
The Griffin Company:
Regency Square
1751 Ashland City Road Clarksville TN 37043
leasing@regencyaptsoftn.com
931.647.3684
Regency Park
1834 Madison Street Clarksville TN 37043
leasing@regencyparkclarksville.com
931.648.3301
Woodmont Terrace Apartments
920 Woodmont Blvd Nashville TN 37204
615.610.1416
Tall Oaks Apartments
2330 N. Oliver Street Wichita KS 67220
316.313.4252