This policy explains what personal information Crawley & Donnelly Real Estate, operating as CDR Property Group, collects, why we collect it, who we share it with, and how long we keep it. It is written to be read, not to be survived.
Who we are
Crawley & Donnelly Real Estate is a small, owner-operated residential real estate business in Lakewood, Ohio. We own and manage rental property, and we buy houses. You can reach us at ian@cdrpropertygroup.com.
What we collect, and from whom
If you enquire about a rental or become a resident
Your name, contact details, the information on your rental application, your lease, rent and payment history, maintenance requests you submit, and any messages you send us. If you use the resident portal we also hold your login email.
If you contact us about selling a property
Your name, contact details, the property address, and whatever you choose to tell us about the property and your situation.
If you apply to work for us as a contractor
Your name, business details, contact details, trades, licence and insurance information, references, and any documents you upload.
If we contacted you first about your property
We did not get your details from you. We identify property owners from public records, chiefly the Cuyahoga County Fiscal Officer and the County Recorder, and we use a data provider to find current mailing addresses and phone numbers. That is lawful and ordinary in our industry, and we would rather say so plainly than let you wonder. If you would prefer we stop contacting you, email us and we will remove you.
What we do with it
We use your information to do the thing you came to us for: to answer your enquiry, to consider your application, to manage your tenancy, to arrange repairs, to collect rent, to pay contractors, and to meet our legal and tax obligations as a landlord. We use property owner information to make and follow up purchase offers.
We do not sell your personal information, and we do not share it for anyone else’s advertising.
Who else sees it
We use established service providers to run our business. Each one sees only what its job requires.
- Payments. Stripe processes rent payments. Your card or bank details go directly to Stripe and never reach our systems.
- Hosting and data. Netlify hosts our software and Supabase hosts our database.
- Documents. DocuSign handles lease signing.
- Banking. Plaid provides read-only access to our own company bank accounts. It is never used on yours.
- Email and scheduling. Google, for our company email and calendar.
- Software assistance. Anthropic, which helps us sort and draft correspondence.
- Mail and research. thanks.io for printed mail, and BatchData for owner contact research.
We also disclose information where the law requires it, or where it is necessary to establish or defend a legal claim, such as in a dispute over a lease or a deposit.
How long we keep it
Leases, rent ledgers, security deposit records, and contractor tax documents are kept for seven years after the relationship ends, which matches the period we are expected to be able to produce tax records for. Maintenance history is kept for the same period. Enquiries that do not lead anywhere are kept only while they are commercially useful.
How we protect it
Access to your records is restricted at the database level, not merely hidden in the interface, so residents and contractors can reach their own records and nobody else’s. Data is encrypted in transit and at rest. Taxpayer identification numbers from contractor W-9 forms are deliberately not stored as searchable database fields.
No system is perfect, and we would rather tell you what we do than promise you what nobody can. Our internal security policy, including the gaps we are still working on, is a real document that we maintain and review.
Your choices
You can ask us to:
- Show you. a copy of the personal information we hold about you.
- Correct. anything that is wrong.
- Delete it. where we are not required to keep it for tax, legal, or accounting reasons.
- Stop contacting you. about buying your property, at any time, for any reason or none.
Email ian@cdrpropertygroup.com and we will respond within 30 days. There is no form and no fee.
Children
Our services are not directed at children, and we do not knowingly collect information from anyone under 18 other than as a named occupant on a lease.
Changes
If we change this policy we will update the effective date at the top. If a change materially affects how we handle information about current residents, we will tell them directly rather than relying on them to re-read this page.
Questions about this policy, or about your information, go to Ian Crawley at ian@cdrpropertygroup.com.
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