Privacy Policy

1. Introduction

Monarch Investment and Management Group ("Company," "we," "us," or "our") operates the website aptsinlittlerock.com (the "Site"). This Privacy Policy describes how we collect, use, disclose, and protect information when you visit or interact with the Site.

PLEASE READ THIS ENTIRE PRIVACY POLICY CAREFULLY. BY USING THE SITE, YOU EXPRESSLY CONSENT, WITHOUT QUALIFICATION, TO THE COLLECTION, USE AND DISCLOSURE OF INFORMATION, INCLUDING PERSONAL INFORMATION, AS DESCRIBED IN THIS PRIVACY POLICY. IF YOU DO NOT AGREE TO THE TERMS OF THIS PRIVACY POLICY, YOU ARE NOT AUTHORIZED TO USE THE SITE.

We may amend this Privacy Policy from time to time. Should the Privacy Policy be modified in any way, the new Privacy Policy will be posted to this webpage. As we may make changes from time to time without notifying you, we suggest that you periodically review the Privacy Policy. By using the Site after the effective date of any modification to the Privacy Policy, you expressly consent, without qualification, to the collection, use and disclosure of information, including Personally Identifiable Information (that you previously provided or later provide), as described in the new Privacy Policy.

2.0 Types of Information Collected

We collect two types of information: personally identifiable information and non-personally identifiable information. Personally identifiable information is information that identifies you or can be used to identify or contact you ("Personally Identifiable Information"). We also may collect information that by itself typically cannot be used to identify or contact you, such as demographic information (e.g. age, profession or gender), browser types, domain names, internet service providers, referring/exit pages, date/time stamp, operating system, clickstream data, information about you such as how you use the Site and your communication preferences, and other anonymous statistical data involving the use of our Site ("Non-Personally Identifiable Information").

Personally Identifiable Information we collect may include, but is not limited to: your name, email addresses, postal addresses, postal codes, user Internet Protocol (IP) addresses, social security/insurance number, income, telephone numbers, date of birth, age and other information either desirable or necessary to provide quality services to our customers and visitors. We may also collect information about you such as your use of the Site and communication preferences.

You may choose not to provide your Personally Identifiable Information by not entering it on the Site; however, you will not be able to use certain services and features if those services and features require Personally Identifiable Information in order to function.

2.1 Information You Provide Directly

When you submit a consultation request through our scheduling form, we collect the following:

• Full name
• Email address
• Phone number
• Preferred method of contact (call, text, email, video, or in-person tour)
• Whether you have opted in to receive calls or text messages from us
• Preferred move-in window
• Bedroom, bathroom, and maximum rent preferences
• Pet preference
• Amenity preferences
• Work or office address (if provided, for commute estimation)
• Neighborhood and property preferences, including the communities you select
• Appointment date and time selection, and the advisor assigned to you
• A summary of estimated commute times, where you have used the commute tool
• Any notes or messages you include with your submission

2.2 Information Collected Automatically

When you visit the Site, certain information may be collected automatically:

• URL parameters: We capture UTM tracking parameters (utm_source, utm_medium, utm_campaign, utm_content, utm_term) from the URL when you arrive at the Site. These help us understand which marketing channels are driving traffic. They are stored with your lead record if you submit a consultation request.
• Standard server logs: Our web server may log your IP address, browser type, and pages visited as part of normal server operations.

2.3 Prequalification Data (When Applicable)

If you choose to use our rental prequalification feature, you will be asked to provide:

• Your name and contact details
• Social Security Number (SSN)
• Date of birth
• Stated monthly income
• Your current address
• The same details for a roommate or co-applicant, if you add one and confirm they have authorized their own screening

This information is transmitted to Yardi Systems, Inc. and its screening service, RentGrow, Inc., through a secure, encrypted connection in order to conduct the screening you requested.

What we keep. We do not store your Social Security Number or the income amount you enter. We do keep a record of your screening request, as evidence of the authorization you provided under the Fair Credit Reporting Act. That record contains your name, email address, phone number, date of birth, IP address, browser information, the version of the authorization text you agreed to, the date and time, whether you opted in to calls or texts, and the outcome of the screening.

What we share internally. We do not send your screening result to anyone on our team. It is shown only to you, on screen, and we keep only the authorization record described above. If you ask to be contacted about a community from your results, we pass your name, your contact details, and the community you chose to that community — not your screening result or the rent budget you were approved for.

3. Use of Cookies and Similar Technologies

The Site uses the following cookies and similar technologies:

• Session cookie (session_token) — strictly necessary. Set only when an authorized team member logs into the administrative management portal. It is not set for general visitors browsing the Site. It is used for authentication only, does not track browsing behavior, and expires after 7 days or upon logout.
• Analytics cookies. Google Analytics 4 and Google Tag Manager set the cookies described in Section 3.1 below.
• Local storage. When you dismiss the cookie notice, we store a small flag in your browser so the notice is not shown again. It contains no personal information and is never transmitted to us.

We do not use advertising cookies, social media tracking pixels, or other third-party tracking technologies on the Site.

A cookie notice is displayed on first visit informing you of analytics cookie use. By continuing to use the Site, you consent to the use of analytics cookies as described in this Section.

The Site loads the following external resources, which may be subject to their own privacy policies:

• Google Fonts: Typefaces are loaded from Google's font servers. Google may collect standard web request data (such as IP address) when serving fonts. See Google's Privacy Policy for details.
• Mapbox: Our property map loads mapping tiles from Mapbox. If you use the commute tool, the work or office address you enter is also sent to Mapbox to convert it into map coordinates, to calculate driving times to our communities, and to draw routes and travel-time areas on the map. See Mapbox's Privacy Policy for details.
• OSRM (Open Source Routing Machine): If the Mapbox travel-time service is unavailable, the coordinates of the address you entered are sent to a public routing service at router.project-osrm.org as a fallback, so commute times can still be calculated.
• Cloudflare: Our prequalification form uses Cloudflare Turnstile to verify that submissions come from a person rather than an automated script. Cloudflare receives your IP address and browser information when the check runs. See Cloudflare's Privacy Policy for details.

3.1 Analytics

The Site uses Google Analytics 4 (measurement ID G-XG4J3FMREV) and Google Tag Manager (container ID GTM-PCX6PWB), provided by Google LLC. These services set cookies including _ga, _ga_XG4J3FMREV, and _gid to distinguish unique visitors and measure session activity. The data collected is anonymized and includes pages visited, time on page, device type, approximate geographic region, and referring URL. We use this data solely to understand visitor behavior in aggregate and improve the Site. Information collected by Google Analytics is governed by Google's Privacy Policy.

4. How We Use Your Information

We use the information we collect for the following purposes:

• To schedule and conduct leasing consultations with our team
• To match you with apartment communities that fit your preferences
• To communicate with you regarding your inquiry via your preferred method of contact
• To send appointment confirmation and follow-up emails
• To contact you about apartment homes, availability, pricing, and leasing opportunities that may interest you, including follow-up contact by a leasing advisor after you submit a consultation request or a prequalification screening
• To send you marketing and promotional communications about our communities. You may opt out of these at any time, as described in Section 8
• To call or send you text messages, including by automated means, where you have separately opted in to that contact. This opt-in is never required to schedule a consultation, to be prequalified, or to rent from us
• To create and manage guest cards in our property management system (RentCafe / Yardi Voyager)
• To conduct rental prequalification screenings when requested
• To understand marketing channel effectiveness through UTM parameter analysis
• To improve the Site and our services
• To comply with our legal obligations, to keep records of the authorizations you provide, and to enforce our Terms of Service

4.1 How We Use Prequalification Results

Where you authorize a prequalification screening, we use the credit information obtained solely to prequalify you for lease options, consistent with the written authorization you provide at the time of the screening.

We do not sell your screening results. We do not use your credit information, your eligibility status, or your approved rent budget for any purpose other than the one described in your authorization and in this policy, and we do not use them to build advertising audiences or to make decisions about you that produce legal or similarly significant effects. Any decision on an actual lease application is made separately, through a full application and tenant screening at the individual property, as described in the disclosure shown on the prequalification form.

5. How We Share Your Information

We do not sell your personal information. We may share your information with the following categories of third parties, solely to provide our services:

• Yardi Systems, Inc. / RentCafe: Your consultation and lead information is transmitted to Yardi's RentCafe platform to create appointments, manage guest cards, and (when applicable) process prequalification screenings.
• Resend (email service provider): We use Resend to deliver appointment confirmation emails and internal notifications to our leasing team. Your name, email address, and the contents of those messages are transmitted to Resend for this purpose.
• Railway (hosting provider): The Site and its database are hosted on Railway. Information you submit through the Site is stored there.
• Microsoft: Data transmitted to RentCafe and Yardi passes through Microsoft Azure Functions as a secure intermediary. Where you book a video consultation, your name and email address are also sent to Microsoft to create the meeting invitation.
• Cloudflare: Receives your IP address and browser information when the anti-automation check on the prequalification form runs, as described in Section 3.
• Mapbox and OSRM: Receive the work or office address you enter into the commute tool, as described in Section 3.
• Google LLC: Anonymized usage data is transmitted to Google for analytics and aggregated reporting via Google Analytics 4 and Google Tag Manager, as described in Section 3.1.

We also share your information with the individual apartment community you are interested in, so that its leasing team can assist you.

We may also disclose information if required by law, court order, or governmental regulation, or if we believe disclosure is necessary to protect our rights, your safety, or the safety of others.

6. Data Storage and Retention

Lead and consultation records are stored in a database on our hosting provider's systems. We retain this information for as long as necessary to provide our services and manage ongoing leasing relationships, and in general for no longer than three (3) years after your last interaction with us, unless a longer period is required or permitted by law.

Prequalification records are retained as described in Section 2.3. We keep the record of your authorization for five (5) years, which is the period we consider reasonable for demonstrating compliance with the Fair Credit Reporting Act. Your Social Security Number and stated income amount are not stored in our database at all.

Retention periods may be extended if we are required to preserve your personal data in connection with litigation, investigations and proceedings, or if a longer retention period is required or permitted by applicable law.

If you would like to request deletion of your personal information from our records, please contact us using the information provided below.

EMAIL MANAGEMENT. You may receive emails from Company for a variety of reasons. We respect your desire to manage email correspondence. We may still need to email you with important transactional or administrative information.

ACCESSING, REVIEWING AND CHANGING YOUR PERSONAL INFORMATION. With some exceptions, you have the right to see what personal information we hold about you. We can help you identify what records we might have about you and we will also try to help you understand any information you do not understand. We may need to confirm your identity before providing you with this access, and we reserve the right to charge a nominal fee for such requests. In some cases, we may require that your request to us for access be made in writing. If we cannot give you access, we will tell you within 30 days or as soon as reasonably practicable and provide you with a reason, as best we can, as to why we cannot give you access.

7. Data Security

We implement reasonable technical and organizational measures to protect your personal information, including:

• HTTPS encryption for all data transmitted between your browser and our server
• HttpOnly, SameSite cookie attributes to prevent cross-site scripting and cross-site request forgery
• Encrypted transmission of sensitive prequalification data to Yardi
• Rate limiting on form submissions to prevent abuse
• Security headers including X-Content-Type-Options, X-Frame-Options, Referrer-Policy, and Permissions-Policy

While we strive to protect your personal information, no method of transmission over the Internet or electronic storage is completely secure. We cannot guarantee absolute security.

8. Your Rights and Choices

Depending on your jurisdiction, you may have the following rights regarding your personal information:

• The right to confirm whether we are processing your personal information, and to access it
• The right to request correction of inaccurate information
• The right to request deletion of your personal information
• The right to obtain a portable copy of the personal information you provided to us
• The right to opt out of the processing of your personal information for targeted advertising, the sale of personal information, or profiling that produces legal or similarly significant effects
• The right to opt out of marketing communications

8.1 How to Exercise Your Rights

To exercise any of these rights, email us at [email protected] and tell us which right you wish to exercise. We will respond within 45 days, or tell you within that period if we need more time. We may need to verify your identity before acting on your request.

Opting out of marketing. We do not send automated or bulk marketing campaigns. Our leasing advisors contact people individually, so there is no mailing list to unsubscribe from. You can stop marketing contact in any of these ways:

• Tell the advisor who contacts you. They will record your request and stop.
• Reply STOP to any text message.
• Email us at [email protected] and tell us you no longer wish to be contacted.

If we begin sending bulk marketing emails in the future, every one of them will include an unsubscribe link. Withdrawing marketing consent does not affect messages we need to send you about an appointment you have already booked, or our record of a prequalification authorization you gave us.

If we deny your request. You have the right to appeal. To appeal, reply to our decision or email us at [email protected] stating that you are appealing. We will review the appeal and respond in writing with our decision and the reasons for it within 45 days, and we will tell you how to contact your state Attorney General if you disagree with the outcome.

8.2 State-Specific Rights

Colorado residents. The Colorado Privacy Act provides the rights listed above, including the right to appeal a denial. Section 18 of our Terms of Service describes these rights as well.

Texas residents. The Texas Data Privacy and Security Act provides the rights listed above. We do not sell personal data as that term is defined by Texas law, and we do not process personal data for targeted advertising. Texas residents may appeal a denied request as described in Section 8.1, and may contact the Texas Attorney General if an appeal is denied.

Residents of other states. We operate in several states, and the privacy laws of your state may give you additional or different rights. We will honor any right you are entitled to under the law of your state. Email us at [email protected] and we will tell you what applies to you.

If you consider that we have processed your personal data in violation of applicable law and failed to remedy such violation to your reasonable satisfaction, you may also lodge a complaint with your state Attorney General or the data protection supervisory authority in your country.

9. Children's Privacy

THE SITE IS NOT INTENDED FOR CHILDREN AND COMPANY DOES NOT KNOWINGLY SOLICIT OR COLLECT PERSONAL INFORMATION ON THE SITE FROM CHILDREN UNDER THE AGE OF 18. IF COMPANY LEARNS THAT A CHILD UNDER THE AGE OF 18 HAS SUBMITTED PERSONALLY IDENTIFIABLE INFORMATION TO COMPANY THROUGH THE SITE, IT WILL TAKE REASONABLE MEASURES TO DELETE SUCH INFORMATION FROM ITS RECORDS AND TO NOT USE SUCH INFORMATION FOR ANY PURPOSE (EXCEPT WHERE NECESSARY TO PROTECT THE SAFETY OF THE CHILD OR OTHERS, AS REQUIRED BY LAW, OR AS MAY OTHERWISE BE REQUIRED BY LAW).

10. Third-Party Links

The Site may contain links to third-party websites, including individual property websites hosted on the RentCafe platform. These third-party sites have their own privacy policies, and we are not responsible for their content or practices. We encourage you to review the privacy policies of any third-party sites you visit.

11. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or applicable law. When we make material changes, we will update the "Last Updated" date at the top of this policy. We encourage you to review this policy periodically.

12. Contact Us

If you have questions about this Privacy Policy or wish to exercise your rights regarding your personal information, please contact us at: