DATA STEWARDSHIP

Privacy Policy

Transparency, security, and digital stewardship.

Effective Date: September 1, 2025

Last Updated: January 8, 2026Spearhead Property Management LLC. (“we,” “us,” or “our”) is committed to protecting the privacy and security of the personal information we collect. This Privacy Policy outlines our practices regarding the collection, use, and disclosure of personal information in compliance with the Federal Trade Commission (FTC) Act, Section 5 (15 U.S.C. § 45), Fair Credit Reporting Act (FCRA) and the Texas Data Privacy and Security Act (TDPSA).

1. Accountability

We are responsible for personal information under our control. We have designated a Privacy Officer to ensure our compliance with this policy and applicable privacy laws.

2. Information We Collect

We collect personal information primarily through completed forms and account registration on our website, spearheadpm.us/ca.

  • Directly Provided Information:
    • Contact Details: Name, email, phone number, and address (via Request for Proposals, Resident Information Forms, and Contact forms).
    • Resident & Tenant Records: Maintenance and document requests.
    • Financial Data: Banking information for Pre-Authorized Debit (PAD) forms.
    • Applications: Personal and credit information for rental applications.
    • Vendor Data: Contact and business information for contractors.
    • Transaction Data: Billing names and addresses for Status Certificate orders.
  • Automatically Collected Information:
    • Technical Data: IP addresses and browser types collected for security and analytics.
    • Analytics: We use Google Analytics to monitor website traffic and usage patterns.

3. Use of Information

We use your information to:

  • Fulfill requests for Status Certificates and management documents.
  • Process maintenance requests and manage tenant/landlord communications.
  • Screen potential tenants (including credit checks via third-party vendors).
  • Develop our vendor network and process payments.
  • Improve website performance and security.
  • Send newsletters and marketing (with a clear option to unsubscribe).

4. Third-Party Service Providers

To provide our services, we share information with trusted third-party providers:

  • Payment Processing: Credit card payments are processed securely by Buildium. We do not store your full credit card number on our servers.
  • E-commerce: We use WooCommerce to manage orders. It captures billing details necessary for transaction fulfillment.
  • Infrastructure: Our site is hosted by Hostinger and secured/optimized by Cloudflare.
  • Communication & Storage: We utilize Gmail (Google Workspace), Box.com, and Dropbox.com for professional correspondence and secure document storage.

5. Cross-Border Data Transfers

Some of our service providers (including Google, Cloudflare, Box, and Dropbox) may store or process your personal information on servers located outside of the United States. While your data is outside of the United States, it is subject to the laws of that jurisdiction, which may allow for access by foreign law enforcement or national security authorities.

6. Cookies and Tracking

Our website uses “Essential Cookies” required for the operation of our online store (WooCommerce), such as remembering items in your cart. We also use cookies via Google Analytics. You can manage or disable cookies through your browser settings, though some website features may not function correctly as a result.

7. Data Security and Retention

  • Security: Our website uses SSL encryption for all data transmissions.
  • Storage: We do not store sensitive personal information permanently on our website server. Data is moved to secure storage in Google Drive, Box, or Dropbox.
  • Retention: We retain personal information only for the duration of our relationship with the individual or as required by law. Once a transaction is complete or the relationship ends, the data is securely deleted.

8. Your Rights

You have the right to access and correct the personal information we hold about you.

  • Dashboard: Registered users can update their profile information directly via their account dashboard.
  • Requests: For access requests or to withdraw consent, please contact our Privacy Officer using the details below.

9. Contact Information

If you have questions or concerns regarding this policy, please contact us:

Spearhead Property Management LLC. 7550 I-10 Highway Suite 800. San Antonio, TX 78229

Email: info@spearheadpm.us

Phone: 210-773-5708