Privacy Policy

1. Introduction

Best Nest Property Management (“Best Nest,” “we,” “our,” or “us”) is a licensed California real estate brokerage and residential property management company. We’re committed to protecting the privacy and security of the personal information we collect from property owners, rental applicants, current and former residents, website visitors, and other individuals who interact with our business.

This Privacy Policy explains what personal information we collect, why we collect it, how we use and share it, how we protect it, and what rights you have regarding your information. It applies to information collected through our website (bestnestpm.com), our application and resident portals, email communications, and any other interaction with Best Nest.

This policy is designed to comply with the California Online Privacy Protection Act (CalOPPA), the California Consumer Privacy Act as amended by the California Privacy Rights Act (CCPA/CPRA), the federal CAN-SPAM Act, the California Anti-Spam Act, the Fair Credit Reporting Act (FCRA), the California Investigative Consumer Reporting Agencies Act (ICRAA), the California Information Practices Act (Civil Code §1798 et seq.), and applicable regulations of the California Department of Real Estate (DRE).

2. Information We Collect

We collect different categories of personal information depending on your relationship with Best Nest and the services you use.

2.1 Information from Property Owners

• Name, mailing address, email address, and phone number
• Tax identification number or Social Security number (for IRS reporting)
• Bank account information (for owner disbursements)
• Property details, including address, unit numbers, and insurance information
• Property management agreement and related documents
• Communication records between you and Best Nest

2.2 Information from Rental Applicants

• Name, date of birth, email address, phone number, and current address
• Social Security number (for credit and background screening)
• Government-issued photo identification
• Employment history, income information, and supporting financial documents
• Rental history and landlord references for the past three years
• Credit reports, eviction reports, and criminal background check results obtained through our screening provider
• Pet information submitted through PetScreening.com
• Co-applicant and occupant information

2.3 Information from Current and Former Residents

• All information collected during the application process
• Lease agreements and addenda
• Rent payment history and account balances
• Maintenance requests and service records
• Move-in and move-out inspection records, including photographs
• Insurance documentation
• Communication records
• Security deposit accounting records

2.4 Information from Website Visitors

• IP address, browser type, device type, and operating system
• Pages visited, time spent on pages, and referring URLs
• Information submitted through contact forms
• Cookies and similar tracking technologies (see Section 8)

2.5 Sensitive Personal Information

Under the CCPA/CPRA, certain information we collect qualifies as sensitive personal information. We collect sensitive personal information only as reasonably necessary to process rental applications, administer leases, comply with legal obligations, and fulfill our duties under property management agreements. We don’t use or disclose sensitive personal information for purposes beyond those permitted under the CCPA/CPRA.

3. How We Collect Information

• Directly from you. When you fill out an application, sign a lease, submit a contact form, email us, call us, or interact with our portals.
• From third-party screening providers. Credit bureaus, eviction databases, criminal background check providers, and income verification services.
• From PetScreening.com. Pet profile information and screening scores.
• From previous landlords and employers. References you provide as part of your application.
• From your use of our website. Automatically through cookies, analytics tools, and server logs.
• From property owners. Information about properties, existing tenants, and financial accounts.
• From public records. Court records, property records, and other government databases as permitted by law.

4. How We Use Your Information

• Processing and evaluating rental applications
• Preparing, executing, and administering lease agreements
• Collecting rent and disbursing owner payments
• Coordinating maintenance and repairs
• Conducting inspections and security deposit accounting
• Communicating with owners, residents, and applicants
• Marketing available rental properties
• Complying with federal, state, and local laws
• Enforcing lease terms and pursuing legal remedies
• Improving our website, services, and internal operations
• Preventing fraud and unauthorized access

We don’t sell your personal information. We don’t use personal information for automated decision-making or profiling that produces legal effects, except as part of our tenant screening process, which includes meaningful human review before any final decision.

5. How We Share Your Information

5.1 Property Owners

We share resident and applicant information with the property owner whose property you’re applying for or occupying.

5.2 Service Providers

We share information with companies that perform services on our behalf, including tenant screening providers, payment processors, our property management software provider (Rentvine), PetScreening.com, maintenance vendors, insurance providers, accounting services, and legal counsel. These providers are contractually required to protect your information.

5.3 Government Agencies

We disclose information when required by law, including court orders, subpoenas, tax reporting, fair housing investigations, and DRE audits.

5.4 Business Transfers

If Best Nest is involved in a merger, acquisition, or sale of assets, personal information may be transferred as part of that transaction.

We don’t sell or share your personal information for cross-context behavioral advertising.

6. Data Retention

• Approved applications: Duration of tenancy plus seven years
• Denied applications: Minimum two years after denial
• Lease agreements and financial records: Duration of tenancy plus seven years
• Screening reports: Only as long as necessary for the application decision
• Owner records: Duration of management agreement plus seven years
• Website analytics: Not retained beyond 26 months

7. Data Security

We implement reasonable administrative, technical, and physical safeguards including encryption, access controls, multi-factor authentication, and staff training. If we become aware of a data breach, we’ll notify you as required by California law.

8. Cookies and Tracking

Our website uses essential cookies (required for basic functionality) and analytics cookies (to understand how visitors use the site). We don’t use advertising or retargeting cookies.

9. Your Rights Under California Law

California residents have the following rights:

• Right to Know what personal information we’ve collected (up to twice per year)
• Right to Delete personal information, subject to legal exceptions
• Right to Correct inaccurate information
• Right to Opt Out of sale or sharing (we don’t sell your data)
• Right to Non-Discrimination for exercising privacy rights

10. How to Exercise Your Rights

Email: hello@bestnestpm.com (subject line: “Privacy Request”)
Mail: Best Nest Property Management, 1223 Cleveland Avenue Suite 200-36, San Diego, CA 92110

We’ll acknowledge your request within 10 business days and respond within 45 calendar days.

11. Email Communications

You may opt out of marketing emails at any time. Opting out doesn’t affect transactional or account-related emails. Every commercial email includes our business name, address, and unsubscribe mechanism.

12. Children’s Privacy

Our services aren’t directed to individuals under 16. We don’t knowingly collect personal information from children under 16.

13. Changes to This Policy

We may update this policy from time to time. When we make material changes, we’ll update the date at the top and provide notice through our website or by email.

14. Contact Us

Best Nest Property Management
1223 Cleveland Avenue Suite 200-36
San Diego, CA 92110
hello@bestnestpm.com

For privacy requests, use the subject line “Privacy Request.”