How we handle your information.

HTTPS / SSL

Every page of this site is served over HTTPS with a valid SSL certificate. All form submissions and data transmissions between your browser and our servers are encrypted in transit.

What this site collects

Contact form submissions

When you fill out a contact form, we receive the information you provide: name, email, phone, optional property address, and your message. Form data is delivered to [email protected].

Site analytics

We use Google Analytics 4 and Cloudflare Web Analytics to understand site traffic patterns. These tools collect anonymized data: pages viewed, time on site, referring source, approximate location, device type. We do not collect or store individual identifying information through analytics.

Advertising (Meta Pixel)

We use the Meta (Facebook) Pixel for targeted advertising: it lets Meta recognize visitors to this site so we can show our ads to them later on Facebook and Instagram. Meta receives your browser's page activity on this site (pages viewed, and that a form was submitted) and your IP address, and may combine it with what it already knows about you. We never send Meta your name, email, phone number, or the contents of your forms. You can opt out at any time on our Your Privacy Choices page, linked at the bottom of every page, and we treat a Global Privacy Control signal from your browser as an opt-out.

How you found us

This website uses a small first-party script to understand how you found us. When you arrive, it notes how you got here — campaign parameters in the address bar (such as UTM tags and advertising click identifiers), the page you landed on, and the referring website — and gives your browser a random visitor ID, kept in your browser’s local storage. Your first visit, and each later visit that arrives from a new source, is recorded on our own servers. Links in our marketing emails carry a code that tells us which email, and which recipient, the click came from.

We also record on our own servers, under that visitor ID, every page you view on this website, how long you spend on each page and how far you scroll, and how often you visit. With each page we record the device you used — its type (phone, tablet, or computer), operating system, browser, screen size, language, and time zone — your IP address, and your approximate location (city and state), which we derive from your IP address on our own servers using IP geolocation by DB-IP (licensed under CC BY 4.0); your IP address is not sent to anyone to do this. We keep this history for as long as we keep your record.

Device fingerprint and shared networks. Unless you have opted out of targeted advertising (or your browser sends a Global Privacy Control signal), the script also reads characteristics of your browser and device — how it draws text and graphics, its graphics processor, which fonts are installed, its number of processor cores and memory, and its screen — and combines them into a device fingerprint. We use the fingerprint to recognize your browser again even after its visitor ID has been cleared, and we use it and your network address to identify devices that probably belong to the same person or household (for example, a phone and a computer on the same home Wi-Fi). We treat those matches as possibilities, not as confirmed links.

If you later send us an inquiry, refer a client, complete our owner onboarding form, or arrive through one of our email links, we connect those visit records to your contact record and keep that history as part of it, from every device you use, so we know which channels brought you to us and which properties or services interest you. We may also ask you how you heard about us. We use this information to help you, to decide which properties, offers, and emails to send you, and to measure and improve our marketing. It is not shared with or sold to third parties. Clearing your browser’s site data resets the visitor ID, but it may not stop us recognizing your browser by its device fingerprint; to have your history deleted, ask us as described under “Data deletion requests” below.

Cookies

This site uses cookies for the analytics and advertising described above, plus one cookie that remembers your privacy choice.

How we use information

Contact form data is used exclusively to respond to your inquiry and (if you become a client) to manage the property management relationship. Analytics data is used to improve the site.

We do not:

• Sell, rent, or trade personal information
• Send marketing email to people who haven't opted in
• Share form submissions with third parties for advertising
• Use AI to profile prospects beyond standard relevance signals (e.g. you wrote about a 3BR rental, so we know to talk about 3BR rentals)

How we share information

We share information only with service providers necessary to perform property management:

• Customer relationship management and messaging providers — our CRM (GoHighLevel and our own portal), email delivery, and text messaging (Twilio), which receive contact form submissions so we can respond.
• AppFolio — our property management software. Stores owner and tenant records, financial data, lease documents. SOC-2 compliant.
• Tenant screening services — credit, criminal, eviction, income, and rental history checks. Only run when an applicant authorizes.
• Payment processors — for rent collection (handled in AppFolio).
• Vendors — contractors performing maintenance on your property. They receive your property address and the relevant work order, not your financial information.

Sensitive financial data

We do not store sensitive financial data (bank account numbers, full SSN, credit card numbers) on this website. All such data is collected and stored inside AppFolio, where it is encrypted at rest and in transit.

Data retention

• Active owner/tenant records: Duration of relationship
• Former owner/tenant records: Seven years after the relationship ends (Oklahoma real estate record-keeping requirement)
• Contact form submissions (non-client): Up to 24 months, then deleted
• Analytics data: Retained per Google Analytics 4 default settings (currently 14 months)

SMS / Text Message Communications

HCO Leasing may send text messages to phone numbers that have explicitly opted in to receive them. The categories of SMS programs are described in our Terms of Service.

No mobile information will be shared with third parties or affiliates for marketing or promotional purposes. All categories listed exclude text messaging originator opt-in data and consent; this information will not be shared with any third parties.

Information we collect when you opt in to SMS

When you provide your mobile phone number and opt in to one of our SMS programs, we collect: your phone number, the date and time of opt-in, the source of opt-in (e.g. our contact form, an owner onboarding form, a service inquiry form), your IP address and browser/device (user agent) at the time of opt-in, and a record of the exact consent language you agreed to. We retain this information for the duration of your participation in the program plus the period required by federal and state recordkeeping rules.

How we use the information

We use your mobile number solely to deliver the SMS messages you opted in to receive — for example, showing confirmations, application status updates, maintenance updates, owner statement notices, work-order approval requests, or leasing updates. We do not use your mobile number for unrelated marketing.

Sharing

We use Twilio, Inc. as our SMS service provider. Your phone number is shared with Twilio strictly for the purpose of delivering the messages you've opted in to receive. Twilio is contractually required to handle this data in accordance with applicable telecom and privacy laws. We do not sell, rent, or share your phone number or SMS opt-in data with any other third party for marketing, advertising, or promotional purposes.

Message frequency

Frequency varies by program. Tenant messages are sent only when an event triggers them (e.g. a showing is confirmed, an application status changes). Owner messages are sent roughly 1–4 times per month depending on portfolio activity (e.g. a statement is ready, a work order needs approval).

Opt-out

You can opt out of either SMS program at any time by replying STOP to any message you receive. After opting out, you will receive a single confirmation message and no further messages from that program. To rejoin, reply START. For help, reply HELP or contact us at the phone number or email below.

Cost

Message and data rates may apply. Standard messaging rates from your carrier apply to all messages sent and received.

Contact

For questions about our SMS practices, contact us at:
HCO Leasing
1224 S Kelly Ave, Edmond, OK 73003
405-927-4131
[email protected]

Your privacy rights

Depending on where you live, and in any event for Oklahoma residents, you have the right to:

• confirm whether we process your personal data and access it;
• correct inaccurate personal data;
• delete personal data you provided to us or that we obtained about you;
• obtain a portable copy of personal data you provided to us; and
• opt out of targeted advertising (see Your Privacy Choices), of the sale of personal data, and of profiling used for decisions that produce legal or similarly significant effects.

Categories of personal data we process: contact details (name, email, phone, address); property and rental information (properties you ask about, applications, leases, payment and maintenance records); screening results for rental applicants; communications with us; and online activity on this site (pages viewed, how you found us, device and browser information). We use it to respond to you, provide leasing and property management services, run and measure our advertising, keep the site secure, and meet legal record-keeping requirements. We share it with the service providers listed above, with our affiliated companies Homestead & Co and Liberty Link Group when you ask for their services, and with Meta for advertising as described above.

How to make a request: use our privacy request form, email [email protected] with the subject "Privacy request," call 405-927-4131, or write to us at the address below. You don't need an account. We verify requests to access, correct, or delete data — usually by confirming you control the email or phone number we have on file. Opt-out requests don't need verification. We respond within 45 days of receiving your request; if we need more time, we'll tell you within those 45 days, explain why, and respond within a further 45 days. Requests are free up to twice in any 12-month period. We may keep records the law requires us to keep (for example lease documents and tax records) and will tell you what we kept and why. We will never treat you differently for exercising these rights.

How to appeal: if we decline to act on your request, we'll explain why. Use the appeal link in our decision email, reply to it, or contact us the same way, with "Privacy appeal" in the subject. Someone who didn't make the original decision will review it, and we'll respond in writing within 60 days of receiving your appeal. If we deny your appeal, you may submit a complaint to the Oklahoma Attorney General, and our response will tell you how.

What we will never do

• Sell your data to anyone, for any reason
• Send you marketing email without explicit opt-in
• Use AI to make automated decisions about your application without human review
• Share your name, contact details, or application information with advertisers

Changes to this policy

If we make material changes to this policy, we will update the "Last updated" date at the top and notify current clients via the AppFolio portal.

Questions

Privacy concerns or questions about how we handle your data: [email protected] or 405-927-4131.