1. Information contained in a consumer report;
  2. An individual’s name in combination with any of the following:
    1. birth date;
    2. social security number or other government-issued identification number;
    3. mother’s maiden name;
    4. unique electronic identification number or routing code;
    5. telecommunication access devices, including debit or credit card information;
    6. financial institution account or information;
    7. e-mail address.

A consumer report is a report related to a person’s credit worthiness, credit standing, credit capacity, character, general reputation, personal characteristics, or mode of living. It is prepared by or obtained from an agency that collects such information such as a credit reporting agency.

American West Realty obtains personal information in the following ways:

  1. In consumer reports from reporting agencies in connection with lease applications, loan applications, or for other reasons authorized by the consumer;
  2. In rental applications completed by prospective renters;
  3. In other real estate related forms completed by the customer or client;
  4. In tax reporting forms required by the customer or client and given to this company;
  5. Through our company website.
  1. Prospective Tenants. The personal information provided by prospective Tenants is primarily used to obtain credit reports. It may also be used to perform background checks and rental history searches. The information collected may be discussed with Landlords for whom this company manages property. American West Realty also reports information to credit reporting agencies and uses personal information to complete those reports.
  2. Landlords. When acting as a property manager, American West Realty uses the Landlord’s personal information only:
    1. To deliver the required management services;
    2. To file any required reports with governmental agencies (for example, the IRS);
    3. To establish ACH deposits;
    4. For other purposes authorized by the Landlord, such as establishing utility accounts.
  3. Clients. When this company represents a person (buyer, seller, Landlord, or Tenant) in a transaction, the Agent servicing the client may, on the client’s behalf and at the client’s instruction, convey personal information he or she provides to the Agent to service providers (i.e. mortgage lenders or title companies) as those service providers require. If this company represents a prospective Tenant in a lease transaction, the personal information may, on the Tenant’s behalf and with the Tenant’s knowledge, be discussed with and provided to Landlords or their Agents. American West Realty and its Agents exercise reasonable discretion when discussing any personal information with others.
  1. Written files are secured under lock and key.
  2. Electronic records are protected using access name and password and are accessible only to employees of American West Realty.
  3. American West Realty and its Agents exercise reasonable discretion when discussing any personal information with others. We release personal information to others only as described by this policy.
  4. American West Realty does not permit its employees or Agents to make copies of consumer reports or records of insurance claims. The consumer reports retained in American West Realty’s files are not to be accessed in the future as a convenience to customers or clients.
  5. Agents may work as independent contractors. The Agent with whom a customer or client works with may maintain a separate transaction file. American West Realty instructs its Agents to protect the personal information in the Agents’ files in the same manner as described in this policy.
  1. The following persons have access to personal information in this company’s files:
    1. The Agent or Broker who is servicing or coordinating the transaction;
    2. The Office Manager to whom the Agent reports;
    3. Property Manager, Assistant Property Manager, and Receptionists
    4. Application processors;
    5. Employees who need to access the information to assists Agents, Brokers, accountants, Office Manager in processing or performing a task.
  2. Property owners for whom American West Realty manages properties do not have access to personal information in American West Realty’s files. However, American West Realty and its Agents may discuss the information in a Tenant’s consumer report or lease application with a property owner. Copies of such information are provided to the Landlord only:
    1. With the Tenant’s consent; or
    2. If American West Realty no longer manages the property, all files are transferred to the Landlord and/or his Agent.
  3. Personal information from a buyer, seller, Landlord, or Tenant may be discussed with others (such as mortgage lenders or prospective Landlords) only as is reasonably necessary to negotiate or close the transaction or to provide the services the customer or client seeks from this company.
  4. American West Realty may, at the customer’s or client’s request, provide personal information to service providers in a transaction such as a title company or mortgage company if it is necessary to expedite or complete a transaction.
  5. If American West Realty is required by law to allow others to access the personal information in American West Realty’s files, American West Realty will comply with the law (i.e. compliance with court orders, subpoenas, or governmental investigations). American West Realty will also allow law enforcement agencies access to personal information in order to cooperate with such investigations.
Personnel are not to destroy documents without permission of management. American West Realty uses reasonable measures to dispose of personal information. Personal information is usually disposed of by shredding or burning documents, erasing electronic files by means that make the files unreadable or undecipherable, or by eradicating personal information from documents or electronic files in ways that make the personal information unreadable.
If this company erroneously reports information to a consumer reporting agency, American West Realty will act to correct the information in American West Realty’s records and request the reporting agency to correct the information in its records promptly after American West Realty has learned and determined that the report was in error. If this company maintains an erroneous record that a consumer has issued a dishonored check, American West Realty will promptly delete the record after American West Realty and consumer agree that the information is in error or after the consumer provides American West Realty with a law enforcement agency report stating that the dishonored check was not authorized. Notice: American West Realty asks anyone providing personal information to our company to identify the information at that time as “personal information.”