Privacy Policy

Information We Collect

We collect several categories of personal information depending on how you interact with us — whether through our website, contact forms, phone calls, emails, or in the course of providing property management and brokerage services.

A. Identity & Contact Information

• Full name (first and last)
• Email address (personal and/or business)
• Phone number (mobile and/or landline)
• Mailing or billing address
• Company or organization name, if applicable

B. Property Information

• Property address(es) you own, manage, or are inquiring about
• Property type (residential, commercial, mixed-use, condo/co-op, multifamily, etc.)
• Number of units or size of the building
• Current property management situation or challenges you are experiencing
• Property-related documents shared with us during onboarding or service delivery
• Lease agreements, violation records, maintenance history, or vendor contracts shared for management purposes

C. Financial Information

• Budget expectations or financial goals related to property management
• Invoice and billing information for services rendered by our company
• Bank account or payment details needed to process service fees (handled securely and never stored on our website)
• Financial records, operating expenses, or budget data shared with us in the context of our financial management services
• Cash flow statements, rent rolls, and expense reports provided by clients

D. Communication Records

• Content of messages or inquiries submitted through our website contact form
• Records of phone calls, voicemails, and text messages
• Full email correspondence between you and our staff
• Notes taken during client meetings, consultations, or property visits
• Any documents or attachments you send us electronically

E. Technical & Usage Data (Collected Automatically)

• IP address and approximate geographic location
• Browser type and version
• Operating system and device type (desktop, mobile, tablet)
• Pages visited on our site, time spent on each page, and your navigation path
• Links and buttons you clicked
• Referring URL — the website or platform that directed you to ours
• Date and time stamps of your visit
• Cookie identifiers and session data

F. Sensitive Information

In limited circumstances related to our property management or brokerage services, we may collect sensitive information such as:

• Government-issued identification for lease verification or compliance purposes
• Background check results for prospective tenants or purchasers (collected with explicit written consent)
• Proof of insurance for vendors, contractors, or service providers
• Tax identification numbers or EINs when required for business agreements

How We Collect Your Information

We collect information through multiple channels depending on how you interact with Get Access Realty:

A. Directly From You

• Website Contact Form: When you complete and submit our inquiry form, including name, phone, email, property address, property type, and your message
• Email Correspondence: When you send us an email directly at info@getaccessrealty.com
• Phone Calls: When you contact our office at 718-644-6300 or send a fax to 718-648-2811
• In-Person Meetings: During property consultations, office appointments, or on-site visits
• Service Agreements & Contracts: When you sign management or brokerage agreements with our company
• Document Submissions: When you provide property records, financial documents, or other materials necessary to perform our services

B. Automatically Through Our Website

• Cookies: Small text files placed on your device when you visit our website that help us remember your preferences and understand how you use our site
• Web Server Logs: Our hosting servers automatically record basic information about each visit, including IP address, browser type, and pages accessed
• Analytics Tools: We may use tools such as Google Analytics to understand website traffic patterns, popular pages, and visitor behavior in aggregate form
• Tracking Pixels: Small image files embedded in emails or web pages that help us confirm receipt or measure engagement with our communications

C. From Third Parties

• Referrals from existing clients, business partners, vendors, or contractors who recommend our services
• Publicly available property records, NYC Department of Buildings filings, ACRIS records, or other government databases relevant to properties we manage
• Professional references or background screening services used during tenant qualification processes
• Business directories or real estate listing platforms where your inquiry originates

How We Use Your Information

We use the personal information we collect for specific, legitimate business purposes. We do not use your information in ways that are incompatible with the purposes described below:

A. To Respond to Inquiries & Provide Services

• To respond to your questions, requests, or submissions made through our contact form, email, or phone
• To assess your property management needs and determine how our services can best assist you
• To prepare and deliver proposals, service agreements, and contracts
• To onboard you as a client and initiate property management or brokerage services

B. To Deliver Property Management & Brokerage Services

• To manage day-to-day building operations on your behalf, including coordinating vendors, scheduling maintenance, and conducting property visits
• To handle financial management tasks including cash flow planning, budget tracking, expense allocation, and recordkeeping
• To manage vendor relationships, evaluate bids, verify insurance coverages, and oversee contractor work
• To qualify prospective tenants or purchasers and enforce lease agreements and house rules
• To ensure compliance with all applicable NYC and NYS codes, regulations, and legal requirements
• To coordinate emergency response services and on-call personnel when required
• To implement LEED and green building practices where applicable

C. To Communicate With You

• To send you updates, reports, and communications related to your property or our services
• To provide invoices, billing statements, and payment-related communications
• To notify you of important regulatory changes, NYC/NYS compliance deadlines, or property-related matters
• To follow up on inquiries you have submitted through our website or other channels

D. For Business Operations & Improvements

• To analyze how our website is used and identify opportunities to improve its functionality and content
• To maintain and improve our internal processes and service quality
• To train staff and ensure consistent delivery of high-quality property management services
• To process payments and maintain accurate financial records for our business
• To detect, investigate, and prevent fraudulent activity or unauthorized access to our systems

E. For Legal & Compliance Purposes

• To comply with applicable New York State and New York City laws and regulations governing real estate management and brokerage
• To respond to lawful requests from government agencies, courts, or law enforcement authorities
• To enforce our service agreements, terms of service, and any other contractual obligations
• To maintain records as required by New York real estate licensing regulations and financial recordkeeping laws

Legal Basis for Processing Your Data

We process your personal information based on one or more of the following legal grounds:

• Contractual Necessity: Processing is required to enter into or perform a contract with you, such as a property management agreement or brokerage service contract
• Legitimate Interests: Processing is necessary for our legitimate business interests, such as improving our services, responding to inquiries, and operating our website, provided those interests are not overridden by your rights
• Legal Obligation: Processing is required to comply with applicable laws and regulations, including NYC and NYS real estate laws, financial recordkeeping requirements, and government agency reporting obligations
• Consent: Where required by law, we will obtain your explicit consent before processing your information, such as for marketing communications or the collection of sensitive data

How We Share Your Information

We do not sell your personal information. We share your information only in the following specific and limited circumstances:

A. Service Providers & Vendors

We may share your information with trusted third-party service providers who assist us in operating our website and delivering our services. These include:

• Website hosting and IT service providers
• Email and communication platforms
• Customer relationship management (CRM) software providers
• Accounting and financial management software providers
• Payment processing services

All such providers are bound by confidentiality agreements and are only permitted to use your information to perform services on our behalf.

B. Professional & Operational Partners

In delivering our property management and brokerage services, we may share relevant information with:

• Licensed contractors, vendors, and service technicians performing work on your property
• Insurance companies or brokers in connection with property or liability coverage
• Legal counsel or compliance professionals engaged to assist with regulatory matters
• Licensed real estate brokers or agents involved in a sale or rental transaction you have authorized
• Operating engineers or LEED-credentialed professionals working on your building

C. Government Agencies & Regulatory Bodies

As part of our commitment to full NYC/NYS code compliance, we may share information with government agencies including:

• NYC Department of Buildings (DOB)
• NYC Department of Finance
• Housing Preservation & Development (HPD)
• NYC Water Board
• NYC Department of Transportation (DOT)
• Landmarks Preservation Commission (LPC)
• Any other agency with lawful authority over the properties we manage

D. Legal Requirements

We may disclose your information if we believe in good faith that disclosure is necessary to:

• Comply with a legal obligation, court order, subpoena, or government request
• Protect and defend the rights or property of Get Access Realty
• Prevent or investigate possible wrongdoing in connection with our services
• Protect the personal safety of our clients, staff, or the public

E. Business Transfers

In the event of a merger, acquisition, restructuring, or sale of all or a portion of our business assets, your personal information may be transferred to the acquiring entity. We will notify you via email or a prominent notice on our website before your information is transferred and becomes subject to a different privacy policy.

Data Retention

We retain your personal information only for as long as necessary to fulfill the purposes for which it was collected, to provide ongoing services, and to comply with applicable legal obligations. Our retention periods are as follows:

A. Website Inquiry & Contact Form Data

• Retained for up to 3 years from the date of submission
• If you become a client following an inquiry, your data is merged into your client file and retained for the duration of the service relationship

B. Active Client Records

• Retained for the full duration of our management or brokerage service agreement with you
• Includes all property records, financial documents, communications, and service histories

C. Financial & Accounting Records

• Retained for a minimum of 7 years following the end of our service relationship, as required by New York State financial recordkeeping and real estate laws
• Includes invoices, payment records, budget reports, and expense documentation

D. Legal & Compliance Records

• Retained for as long as required by applicable NYC/NYS regulations or until any related legal proceedings are fully resolved
• May include government filings, compliance documentation, and correspondence with regulatory agencies

E. Website Analytics & Technical Data

• Typically retained for 12 to 24 months, after which it is anonymized or deleted

Your Rights & Choices

We respect your rights over your personal information. Depending on your location and applicable law, you may have the following rights:

A. Right to Access

You have the right to request a copy of the personal information we hold about you. We will provide this in a clear, readable format within 30 days of your request.

B. Right to Correction

If any information we hold about you is inaccurate, incomplete, or outdated, you have the right to request that we correct or update it promptly.

C. Right to Deletion

You may request that we delete your personal information. We will honor this request unless we are required to retain the data by law (such as for financial or compliance recordkeeping) or where the data is necessary to complete an active service agreement.

D. Right to Opt-Out of Marketing

You may opt out of receiving marketing or promotional communications from us at any time by:

• Clicking the "unsubscribe" link in any marketing email we send you
• Emailing us at info@getaccessrealty.com with the subject line "Unsubscribe"
• Calling us at 718-644-6300 during business hours

Please note that even after opting out of marketing, you may still receive transactional or service-related communications necessary to manage your property or account.

E. Right to Restrict Processing

You have the right to request that we limit how we process your information in certain circumstances, such as while a dispute about its accuracy is being resolved.

F. Right to Data Portability

Where technically feasible, you may request a copy of your data in a structured, machine-readable format so that you can transfer it to another service provider.

Cookies & Tracking Technologies

Our website may use cookies and similar tracking technologies to enhance your browsing experience and help us understand how visitors use our site.

What Are Cookies?

Cookies are small text files stored on your device (computer, phone, or tablet) when you visit a website. They allow the website to recognize your device on future visits and remember certain preferences or behaviors.

Types of Cookies We Use

• Essential Cookies: Strictly necessary for the website to function properly. Without these, certain features of our site may not work correctly.
• Analytics Cookies: Help us understand how visitors interact with our website — which pages are most popular, how long visitors stay, and where they come from. We may use Google Analytics for this purpose.
• Preference Cookies: Remember your settings and preferences (such as language or region) to personalize your experience on return visits.
• Marketing Cookies: Used to deliver relevant advertisements or track the effectiveness of marketing campaigns. We use these sparingly and only with appropriate consent.

Managing Cookies

You have full control over cookies through your browser settings. You can choose to:

• Accept all cookies
• Be notified when a cookie is set
• Reject all or certain categories of cookies
• Delete existing cookies from your device

Data Security

We take the security of your personal information seriously and have implemented a range of technical, administrative, and physical safeguards to protect it from unauthorized access, disclosure, alteration, loss, or destruction.

A. Technical Safeguards

• Our website uses HTTPS encryption (SSL/TLS) to protect data transmitted between your browser and our server
• Access to personal data stored in our systems is protected by password authentication and strict access controls
• We regularly update and patch our software and systems to protect against known security vulnerabilities
• Sensitive financial data is handled through secure, industry-standard payment processors and is never stored directly on our website

B. Administrative Safeguards

• Access to your personal information is restricted to employees and contractors who need it to perform their job functions
• All staff with access to personal data are trained on data privacy and security best practices
• All third-party vendors who handle your data are required to sign confidentiality agreements and maintain appropriate security standards
• We conduct periodic reviews of our data collection, storage, and processing practices to ensure they remain appropriate and secure

C. Physical Safeguards

• Physical records containing personal information are stored in secure, access-controlled locations at our office
• Paper documents containing sensitive client information are disposed of through secure shredding
• Access to our office and file storage areas is restricted to authorized personnel only

D. Data Breach Response

In the unlikely event of a data breach that affects your personal information, we will:

• Investigate the breach promptly and take immediate steps to contain it
• Notify affected individuals as required by applicable New York State law, including the NY SHIELD Act
• Report the breach to relevant authorities where legally required
• Take corrective measures to prevent future occurrences

Third-Party Links & NYC Resources

Our website contains links to third-party websites, including New York City and New York State government agency websites that we provide as a convenience and resource to our clients. These include:

• NYC Department of Finance — finance.nyc.gov
• NYC Department of Buildings (DOB) — nyc.gov/buildings
• ACRIS (Automated City Register Information System) — acris.nyc.gov
• NYC Water Board — nyc.gov/dep
• NYC Department of Transportation (DOT) — nyc.gov/dot
• Housing Preservation & Development (HPD) — nyc.gov/hpd
• Landmarks Preservation Commission (LPC) — nyc.gov/landmarks

These external websites are operated by independent organizations and have their own privacy policies and data practices. We have no control over the content, privacy practices, or security of these third-party sites. We strongly encourage you to review the privacy policy of any external website you visit before submitting any personal information.

Children's Privacy

Our website and real estate management and brokerage services are intended solely for adults aged 18 and older. We do not knowingly collect, solicit, or process personal information from children under the age of 18.

If you are a parent or guardian and believe that your child has provided personal information to us through our website or any other channel, please contact us immediately at info@getaccessrealty.com or call 718-644-6300. Upon verification, we will promptly delete the child's information from our records.

If we discover that we have inadvertently collected personal information from a child under 18 without verifiable parental consent, we will take immediate steps to delete that information from our systems.

Marketing Communications

From time to time, we may send you marketing communications about our property management services, industry updates, or relevant real estate news in New York. We will only send you marketing communications in the following circumstances:

• You have expressly opted in to receive marketing emails or newsletters from us
• You are an existing client and the communication relates to services similar to those you have already engaged us for, and you have not opted out

How to Opt Out

You can withdraw your consent to receive marketing communications at any time using any of the following methods:

• Click the "Unsubscribe" link found at the bottom of any marketing email we send
• Email us at info@getaccessrealty.com with "Unsubscribe" in the subject line
• Call our office directly at 718-644-6300 during business hours

We will process all opt-out requests within 10 business days. Opting out of marketing will not affect service-related communications about your active property management account.

New York State Privacy Disclosures

As a company operating in New York, we comply with all applicable New York State privacy and data security laws, including:

A. NY SHIELD Act

We comply with the Stop Hacks and Improve Electronic Data Security (SHIELD) Act, which requires businesses that collect personal information of New York residents to implement reasonable data security safeguards. In the event of a qualifying data breach, we will notify affected New York residents and the New York Attorney General's office as required by law.

B. New York Real Estate Licensing Laws

As a licensed real estate management and brokerage company in New York, we are subject to regulations set by the New York Department of State, Division of Licensing Services. We maintain all required records in accordance with these regulations.

C. Your Rights as a New York Resident

• Know what categories of personal information we collect about you
• Request access to the personal information we hold about you
• Request correction of any inaccurate personal information
• Request deletion of your personal information, subject to legal retention requirements
• Be notified promptly in the event that your personal information is involved in a data security breach
• Not be discriminated against for exercising any of your privacy rights

Changes to This Privacy Policy

We reserve the right to update or modify this Privacy Policy at any time to reflect changes in our business practices, services, technology, or applicable laws.

• We will update the "Last Updated" date at the top of this page whenever changes are made
• For significant or material changes, we will post a prominent notice on our homepage for at least 30 days
• Where we have your email address on file and the changes materially affect your rights, we will send you a direct email notification

Your continued use of our website or services after the effective date of any updated Privacy Policy constitutes your acceptance of the revised terms. We encourage you to review this Privacy Policy periodically.

Governing Law & Dispute Resolution

This Privacy Policy is governed by and construed in accordance with the laws of the State of New York, without regard to its conflict of law provisions.

Any disputes arising out of or relating to this Privacy Policy shall be subject to the exclusive jurisdiction of the state and federal courts located in Nassau County, New York. By using our website or services, you consent to the personal jurisdiction of such courts.

Before initiating any formal legal proceedings, we strongly encourage you to contact us directly so that we may attempt to resolve any concerns informally and in good faith.

Contact Us

If you have any questions, concerns, or requests regarding this Privacy Policy or the way we handle your personal information, please do not hesitate to reach out.

• Company: Get Access Realty
• Address: 141 Washington Avenue, Suite 200, Lawrence, New York 11558
• Phone: 718-644-6300
• Fax: 718-648-2811
• Email: info@getaccessrealty.com
• Business Hours: Monday – Friday, 9:00 AM – 5:00 PM EST