Draft for legal review. Not yet in effect.
Pondview Property Management
Your leases, your rent and deposit ledger, statements, and notices or documents the office publishes for leases you are on. After you move out, you can still see that lease for one year. If you share a lease with roommates, everyone on that lease sees the same ledger, including each payment made toward it and its description, which may say who paid.
Social Security numbers, dates of birth, other residents' contact details, and staff notes.
Pondview office staff who manage resident accounts. We use service providers to run the portal: our hosting provider stores the data, Google Workspace sends our emails, and Google handles sign-in if you choose "Sign in with Google". We don't sell your information or use it for advertising.
If you ask for an explanation of your statement, the statement's dates, descriptions and amounts are sent to Anthropic, the company that makes the Claude AI model, to write it. Payment descriptions are sent only as "Payment", and no names, contact details or staff notes are sent. We keep each explanation for one year.
Portal emails contain sign-in and set-up links. They never include amounts or account details; sign in to see those.
Sessions end after 30 minutes without activity and after 12 hours in total. Sign-in pauses for 15 minutes after repeated wrong passwords. If you think someone else has used your account, contact the office and we will sign it out on every device.
If personal information is exposed in a data breach, we will notify affected residents as Washington law requires (RCW 19.255.010), within 30 days of discovering it.
[To confirm with counsel: retention period for portal activity records, and for accounts after move-out.]
Contact the Pondview office.