Privacy Policy of Cedarwood Management LLC
Effective January 1, 2025
Cedarwood Management LLC (“Cedarwood,” “we,” “our,” or “us”) is committed to safeguarding the privacy and security of personal information entrusted to us by tenants, applicants, website visitors, and users of our online platforms including but not limited to our official website, the AppFolio platform, and all official social media accounts (collectively, the “Services”).
This Privacy Policy is adopted pursuant to the laws of the State of Ohio, including Chapter 1347 of the Ohio Revised Code regarding personal information systems, Ohio’s Data Protection Act (R.C. §1354.01 et seq.), and Ohio’s data breach notification requirements (R.C. §1349.19). It shall serve as Cedarwood’s official and binding statement of privacy practices.
1. Scope & Applicability
This Policy applies to all personal information collected, stored, or processed by Cedarwood through:
• Cedarwood’s official website;
• The AppFolio property management platform and related systems;
• All official social media accounts operated or controlled by Cedarwood.
This Policy does not apply to unaffiliated third-party websites, platforms, or applications that may be linked through our Services.
2. Information Collected
Cedarwood may collect and process the following categories of personal information:
• Tenant & Applicant Information: names, phone numbers, email addresses, rental application details, billing addresses, and emergency contacts.
• Payment Information: bank account details, payment card data, and related billing records.
• Sensitive Information (via AppFolio): Social Security Numbers, government-issued identification, and other data required for background checks, income verification, and housing assistance programs (e.g., Section 10).
• Technical Information: IP addresses, browser type, device identifiers, cookies, and related usage data.
Cedarwood does not knowingly collect personal information from individuals under eighteen (18) years of age.
3. Purpose of Collection and Use
All personal information collected is used solely for legitimate and lawful business purposes, including but not limited to:
• Processing and evaluating rental applications;
• Managing leases, tenancy, and property operations;
• Facilitating rent collection and processing payments;
• Responding to maintenance requests and coordinating vendor or contractor services;
• Communicating with tenants, applicants, and authorized representatives;
• Marketing the availability of rental properties via Cedarwood’s website and official social media;
• Complying with state and federal laws, housing regulations, and judicial or administrative orders.
Cedarwood adheres to Ohio’s principle of data minimization, collecting only that information which is reasonably necessary for operational and compliance purposes.
4. Aggregate Information
The Website may track the total number of visitors to our Site, the number of visitors to each page of our Site, browser type, IP addresses, External Websites (defined below) linked to and other aggregated data collection through our services and we may analyze this data for trends and statistics in the aggregate but such information will be maintained, used and disclosed in aggregate form only and it will not contain personally identifiable information. We may use such aggregate information to analyze rends, administer the Site, track users’ movement, and gather broad demographic information for aggregate use.
5. Links to Third Party Sites
The Website may provide links to other websites or resources over which Cedarwood Management LLC does not have control (“External Websites”). Such links do not constitute an endorsement by Cedarwood Management LLC of those External Websites. You acknowledge that Cedarwood Management LLC is providing these links to you only as a convenience, and further agree that Cedarwood Management LLC is not responsible for the content of such External Websites. Your use of External Websites is subject to the terms of use and privacy policies located on the linked to External Web Sites.
6. Disclosure of Information
Cedarwood may disclose personal information under the following circumstances:
• To contractors, service providers, and vendors performing business functions on behalf of Cedarwood.
• To financial institutions and payment processors;
• To housing authority representatives or governmental agencies administering public housing or assistance programs;
• To attorneys, auditors, and professional advisors engaged by Cedarwood;
• As required by applicable law, regulation, subpoena, or court order;
• To protect and enforce Cedarwood’s legal rights, leases, contracts, or policies.
No Sale of Data: Cedarwood does not sell personal information to any third party.
7. Third-Party Social Media Platforms
Cedarwood maintains official accounts on third-party social media platforms (e.g., Facebook, Instagram, X/Twitter). Use of such platforms is governed by the privacy policies and terms of those providers, which are beyond Cedarwood’s control. Cedarwood disclaims responsibility for the data practices of such third-party platforms, and individuals are encouraged to review those providers’ policies before engaging.
8. Data Security & Breach Notification
We may employ industry standard procedural and technological measures that are reasonably designed to help protect your personally identifiable information from loss, unauthorized access, disclosure, alteration, or destruction. Cedarwood may use, without limitation, firewalls, password protection, secure socket layer, and any other security measures to help prevent unauthorized access to your personally identifiable information.
In accordance with Ohio Revised Code §1349.19, in the event of a security breach involving personal information that is reasonably likely to cause a material risk of identity theft or fraud, Cedarwood will provide notice to affected individuals as soon as practicable, but not later than 45 days after discovery of the breach.
Notification may be made by mail, email, or alternative authorized means, depending on the scope of the breach.
9. Retention & Disposal of Information
Cedarwood retains personal information only for as long as is necessary to fulfill the business purposes stated herein or as otherwise required by applicable law. Upon expiration of retention periods, such information will be securely deleted, destroyed, or de-identified.
10. Individual Rights
Consistent with Ohio law and the framework of the proposed Ohio Personal Privacy Act, individuals may request to:
• Access the personal information maintained about them;
• Correct inaccuracies;
• Request deletion of personal information, where legally permissible;
• Opt out of non-essential marketing communications.
Requests must be made in writing to the contact information below. Cedarwood may require verification of identity prior to fulfilling such requests and shall respond within 45 days, subject to lawful extensions.
11. Cookies
Cedarwood uses both session ID cookies and persistent cookies. A session ID cookie expires when you close your browser. A persistent cookie remains on your hard drive for an extended period of time. You can remove persistent cookies by following directions provided in your Internet browser’s “help” file.
On our Website, we use session cookies to make it easier for you to navigate the Site by remembering your login preferences and to improve and track the overall Site experience. For our Site, we set a persistent cookie to authenticate your login and authorization to use the services. Persistent cookies enable us to track, store and target the interests of our users to enhance the experience on our Site. If you reject cookies, you may still use our Site, but your ability to use some areas of our Site may be limited.
12. Children’s Privacy
All services are intended for adults age eighteen (18) and older. Cedarwood does not knowingly collect, use, or maintain information from children under thirteen (13). If such information is discovered, Cedarwood will promptly delete it.
13. Privacy Policy Updates
Due to the Internet’s rapidly evolving nature, Cedarwood may need to update this Privacy Policy from time to time. If so, Cedarwood will post its updated Privacy Policy on our Site along with a change notice on the Site. Cedarwood may also send registered users of our services a notice that this Privacy Policy has been changed. Cedarwood encourages you to review this Privacy Policy regularly for any changes. Your continued use of this Site and/or services and/or your continued provision of personally identifiable information to us after the posting of such notice will be subject to the terms of the then-current Privacy Policy.
14. Governing Law & Enforcement
This Policy shall be governed by, and construed in accordance with, the laws of the State of Ohio.
Enforcement of privacy-related obligations under Ohio law, including the Data Protection Act (R.C. §1354.01) and any successor legislation, rests with the Ohio Attorney General. The Attorney General retains authority to investigate violations and seek injunctive relief, civil penalties, or other remedies available under law.
15. Contact Information
All inquiries, access requests, or complaints concerning this Privacy Policy should be directed to:
Cedarwood Management
P.O. Box 4526, Akron, OH 44310
📞 330.790.1781
