Privacy Policy

Dorian Gray Property Management ("we," "us," "our") respects your privacy. This policy explains what information we collect when you interact with our website, our forms, our client portal, or our team — and how we use that information. We've tried to write it in plain English.

Information we collect

From website visitors

When you browse our website without filling out a form, we collect anonymous analytics — pages viewed, referring source, approximate location based on IP address, browser and device type. We use this to understand which pages are useful and which aren't. We don't link this to any identifiable person.

From form submissions and contact

When you fill out a contact form, request information, or email us directly, we collect:

• Your name and contact information (email, phone)
• Property details you choose to share (address, type, condition)
• Anything else you tell us in the message body

We use this information to respond to your inquiry, follow up appropriately, and (with your consent) keep in touch about relevant services.

From clients

If you become a client, we collect the additional information needed to operate your property: financial details for setting up the operating account, property documents (deed, mortgage, insurance), tenant lease records, maintenance history, and ongoing operational data. We treat this as confidential business information and limit access to staff who need it to do their job.

How we use your information

We use information you provide to:

• Respond to inquiries and operate your property if you're a client
• Send you statements, reports, and communications relevant to our services
• Improve our website and operations
• Comply with legal obligations (tax reporting, fair-housing recordkeeping, etc.)

We do not sell your information. We do not share your information with third parties for marketing purposes. We do not use your information to train AI models.

Who we share information with

We share information only with parties involved in operating your property:

• Our service providers — banking partners (Mercury), property management software (TenantCloud), maintenance work-order software (Jobber), accounting tools, email and document hosting. These vendors process information on our behalf under their own privacy and security policies.
• Your designated partners — accountants, lenders, attorneys, etc., when you ask us to share information with them.
• Government and legal authorities — when required by law (subpoena, court order, regulatory request).

Cookies & tracking

Our website uses essential cookies (session management) and analytics cookies (understanding traffic). We don't use advertising cookies or tracking pixels. You can disable cookies in your browser; the site will still work.

Data retention

Client records are retained for the duration of our agreement plus seven years (per Ohio recordkeeping requirements for property managers). Tax-related records are retained per IRS guidance.

Your rights

You can:

• Request a copy of the personal information we hold about you
• Request corrections to information that's wrong
• Request deletion of information that's no longer needed for legitimate operations
• Opt out of communications at any time

To exercise any of these rights, email [email protected]. We respond to all requests within 30 days.

Security

We use reasonable technical and organizational measures to protect your information — including encrypted email for sensitive communications, password-protected systems, and restricted access internally. No system is 100% secure, but we take this seriously.

Children

Our services are not directed to people under 18. We do not knowingly collect information from children.

Changes to this policy

We will update this policy as our practices change. The "last updated" date at the top reflects the most recent revision. For material changes, we will notify clients directly.

Contact us

Questions about this policy or how we handle your information? Reach out:

Email: [email protected]
Phone: (937) 203-0868