- What is personal information?
Personal information is:
(1) information in a consumer report; or
(2) an individual’s first name or initial and last name in
combination with any of the following:
(a) birth date;
(b) social security number or other government issued
(c) mother’s maiden name;
(d) unique biometric data (fingerprint, voice print, retina
(e) unique electronic identification number our routing code;
(f) telecommunication access devices including debit or credit
card information; or
(g) financial institution account or information.
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 prepared
by or obtained from an agency that collects such information
such as a credit reporting
- How is personal information collected?
This company obtains personal information in the following
(1) in consumer reports from reporting agencies to which this
company subscribes in connection with lease applications, loan
applications, or for other reasons that the consumer may
authorize this company to obtain;
(2) in lease applications a prospective tenant completes;
(3) in loan applications a borrower or buyer completes;
(4) in other real estate related forms the customer or client
completes in or related to a transaction; and
(5) in tax reporting forms that the customer or client is required
to complete and which are given to this company.
When completing the forms required above, the customer or
client may send the information to this company by mail, fax,
personal delivery, or by e-mail. Customers or clients may
occasionally provide personal information to this company or its
agents by other means such as telephone calls, fax messages, or
e-mail messages in order expedite a transaction in which the
customer or client is involved
- How and when is the personal information used?
Personal Information from Prospective Tenants: The personal
information that prospective tenants provide to this company is
primarily used to obtain consumer reports (credit checks). It may
also be used to perform background checks and rental history
searches. The information in the consumer reports may be
discussed with landlords for whom this company manages
property. This company also reports information to credit
reporting agencies and uses personal information to complete
Personal Information from Owners of Properties Managed by
When this company acts as a property manager for a property
owner, the company uses the property owner’s personal
information only: (a) to deliver the required management
(b) to file any required reports with governmental agencies (for
example, the IRS); or
(c) for other purposes the property owner may authorize.
Personal Information from 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 (for example, mortgage lenders and title companies)
as those service providers may require for the products or
services the client needs or requests. 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. This company and its agents exercise reasonable
discretion when discussing any personal information with
- How is the personal information protected?
Written files in this company are protected under lock and key.
Electronic records are protected under an access name and
password assigned to persons in this company.
This company and its agents exercise reasonable discretion
when discussing any personal information with others and
releases personal information to others only as described by this policy.
This company does not permit its employees or agents to make
copies of consumer reports or records of insurance claims. The
consumer reports retained in the company’s files are not to be
accessed in the future as a convenience to customers or clients.
The individual agents that work with this company are
independent contractors and the agent with whom a customer
or client works with may maintain a separate transaction file.
The company instructs its agents to not permit other persons to
access the personal information in files the agents maintain. The
company instructs its agents to protect the personal information
in the agents’ files in the same manner as described in this
- Who has access to the personal information?
The following persons have access to personal information in
this company’s files:
(1) the agent or broker who is servicing or coordinating the
(2) the office manager to whom the agent reports; and
(3) the owner of the company.
Property owners for whom the company manages properties do
not have access to personal information in the company’s files.
However, the company and its agents may discuss the
information in a tenant’s consumer report or lease application
owner. Copies of such information are provided to the landlord
(1) with the tenant’s consent; or
(2) if the company ceases to be the property manager and the
landlord requests that the files be sent to the landlord, the
landlord’s attorney, or the new property manager.
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.
This company 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.
If the company is required by law to allow others to access the
personal information in the company’s files, the company will
comply with the law (for example, compliance with court orders,
subpoenas, or governmental investigations). The company will
also allow law enforcement agencies access to personal
information in order to cooperate with such investigations.
- How is the personal information disposed?
This company 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.
- Erroneous Records:
If this company erroneously reports information to a consumer
reporting agency, the company will act to correct the
information in the company’s records and request the reporting
agency to correct the information in its records promptly after
the company has learned and determined that the report was in
If this company maintains an erroneous record that a consumer
has issued a dishonored check, the company will promptly
delete the record after the company and consumer agree that
the information is in error or after the consumer provides the
company with a law enforcement agency report stating that the
dishonored check was not authorized.
Notice: This company asks any person who provides personal information to this company or one of its agents to identify the information at that time as “personal information”.
Horton Neely, LLC, REALTORS®
4108 SW 45th Ave
Amarillo, TX 79109