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.

Cookies

This site uses a small number of functional cookies (for analytics described above). We do not use cross-site advertising tracking cookies or third-party retargeting pixels.

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:

• 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]

Data deletion requests

Email [email protected] with the subject "Data deletion request." We'll respond within 30 days. We can delete most data on request; we may be required to retain certain records (e.g. tax records, lease documents) under Oklahoma law.

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 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.