Privacy Policy

Who we are

Covendell Property Management, LLC ("Covendell," "we," "us") is a residential property management company based in Memphis, Tennessee. This policy describes how we collect, use, and protect personal information when you visit our website (covendell.com), use our owner portal, submit a form, or otherwise interact with our services.

What we collect

We collect information you provide directly to us, including:

• Contact information: name, email address, phone number, and mailing address when you submit a Property Walk request, contact form, or sign a management agreement.
• Property information: property addresses, unit counts, ownership duration, and current management status provided through our intake forms.
• Financial information: bank account details for rent disbursements and payment processing, collected only after signing a management agreement. We do not store credit card numbers on our servers.
• Tenant application data: background, credit, income, and rental history information collected as part of the tenant screening process, processed through authorized consumer reporting agencies in compliance with the Fair Credit Reporting Act.
• Website usage data: pages visited, time on site, browser type, and referring URL collected through analytics tools. This data is aggregated and not linked to individual identities.

How we use your information

We use personal information to:

• Schedule and conduct Property Walks and deliver Property Health Reports
• Manage properties on behalf of owners, including rent collection, maintenance coordination, and financial reporting
• Screen prospective tenants through authorized consumer reporting agencies
• Process rent disbursements to property owners
• Communicate about your property, account, and our services
• Comply with legal obligations, including Tennessee landlord-tenant law and trust account requirements
• Improve our website and services based on aggregated usage data

Who we share information with

We do not sell your personal information. We share information only as necessary to operate our business:

• Service providers: payment processors, consumer reporting agencies for tenant screening, and software platforms (Zoho) used to manage properties and communicate with clients.
• Vendors: maintenance vendors receive only the property address and work order details necessary to complete a repair. They do not receive owner or tenant personal information.
• Legal compliance: we disclose information when required by law, court order, or government request, or to protect the rights, safety, or property of Covendell, our clients, or the public.
• With your consent: we share information with third parties you specifically authorize, such as mortgage lenders or prospective buyers requesting property documentation.

Trust account and financial data

All owner and tenant funds are held in a dedicated Tennessee trust account, separate from Covendell's operating funds, as required by Tennessee Code Annotated Section 66-28-301. Financial records are maintained in accordance with Tennessee Real Estate Commission regulations and are available to owners through the owner portal.

Data security

We implement reasonable security measures to protect personal information, including encrypted data transmission (HTTPS), access controls limiting employee access to data on a need-to-know basis, and secure storage of financial records. No method of electronic transmission or storage is 100% secure, and we cannot guarantee absolute security.

Data retention

We retain personal information for as long as necessary to fulfill the purposes described in this policy or as required by law. Property management records are retained for a minimum of three years after the termination of a management agreement, consistent with Tennessee record retention requirements. Tenant screening data is retained only for the duration required by the Fair Credit Reporting Act.

Your rights

You have the right to:

• Request access to the personal information we hold about you
• Request correction of inaccurate information
• Request deletion of your information, subject to legal retention requirements
• Opt out of marketing communications at any time

To exercise any of these rights, contact us at hello@covendell.com or call (901) 555-0100.

Cookies and analytics

Our website uses basic analytics to understand how visitors use the site. We do not use third-party advertising cookies or retargeting pixels. We do not track individual visitors across other websites.

Changes to this policy

We update this policy as our practices or legal requirements change. The "Last updated" date at the top reflects the most recent revision. Continued use of our website or services after changes constitutes acceptance of the updated policy.

Contact

Covendell Property Management, LLC
Memphis, Tennessee
hello@covendell.com
(901) 555-0100