Privacy Policy

Effective Date: September 1, 2025  |  Last Reviewed: April 2026

Fairhaven Property Solutions LLC ("Company," "we," "us," or "our") respects your privacy and is committed to protecting the personal information you share with us. This Privacy Policy explains what information we collect, how we use it, who we may share it with, and what rights you have regarding your data. By using our website or engaging with our services, you agree to the practices described in this policy.

1. Who We Are

Fairhaven Property Solutions LLC is a licensed property management company and real estate brokerage headquartered in Ringgold, Georgia. We serve residential and commercial property owners, HOA communities, and renters across the Southeast. This Privacy Policy applies to information collected through our website, contact forms, rental applications, and related communications.

2. Information We Collect

Information You Provide Directly

We collect personal information that you voluntarily submit when you:

• Complete a contact or inquiry form on our website
• Submit a rental application
• Request information about property management services
• Communicate with us by phone, email, or text message
• Sign a lease, management agreement, or other service document

This information may include your name, email address, phone number, mailing address, property address or inquiry details, employment and income information (for rental applications), and any other information you choose to provide.

Information Collected Automatically

When you visit our website, we may automatically collect certain technical information through analytics tools and standard web technology, including:

• IP address and general geographic location
• Browser type and version
• Device type and operating system
• Pages visited, time spent on pages, and referring URLs
• Date and time of your visit

This data is collected in aggregate and is used to improve website performance and user experience. It is not used to personally identify individual visitors.

Information from Third Parties

In connection with rental applications or property management services, we may receive information about you from third-party sources such as credit reporting agencies, background check providers, and previous landlords or references, where permitted by applicable law.

3. How We Use Your Information

We use the information we collect for the following purposes:

Service Delivery

• Respond to inquiries, service requests, and rental applications
• Process and evaluate rental applications in compliance with fair housing laws
• Provide property management, leasing, and real estate brokerage services
• Coordinate maintenance, inspections, and property operations
• Execute leases, management agreements, and related documents

Communication

• Send service updates, appointment confirmations, and important notices
• Communicate via phone, email, and SMS regarding active inquiries or services
• Respond to help and support requests

Operations and Compliance

• Maintain accurate records as required by Georgia real estate law and applicable regulations
• Comply with legal obligations, court orders, or government requests
• Protect the rights, safety, and security of our company, clients, and residents
• Detect and prevent fraud or unauthorized activity

Website Improvement

• Analyze website traffic and usage patterns to improve functionality and content
• Troubleshoot technical issues

4. SMS and Text Messaging

If you provide your mobile phone number, you consent to receive text messages from Fairhaven Property Solutions LLC related to your inquiry or active services. Our SMS communications are transactional in nature and may include:

• Property inquiry responses and leasing updates
• Showing and appointment scheduling
• Maintenance coordination
• Lease and application status notifications
• Property management communications for owners and residents

Message frequency varies. Message and data rates may apply. You may opt out at any time by replying STOP. For assistance, reply HELP.

We do not use SMS for unsolicited marketing or promotional campaigns. Your mobile number will not be sold or shared with third parties for marketing purposes.

For complete SMS terms, please review our SMS Terms and Conditions.

5. How We Share Your Information

Fairhaven Property Solutions LLC does not sell, rent, or trade your personal information to third parties. We may share your information only in the following limited circumstances:

Trusted Service Providers

We may share information with vetted third-party vendors who assist us in operating our business, such as property management software providers, background and credit screening services, maintenance and vendor coordination platforms, and email or SMS communication platforms. These providers are contractually obligated to use your information only as directed and to maintain appropriate security standards.

Property Owners and Authorized Parties

As part of our property management services, we may share relevant tenant or applicant information with property owners or their authorized representatives when necessary to fulfill our management obligations.

Legal and Regulatory Requirements

We may disclose your information when required to do so by law, regulation, court order, or government authority, or when necessary to protect the rights, property, or safety of Fairhaven Property Solutions LLC, our clients, residents, or the public.

Business Transfers

In the event of a merger, acquisition, or sale of all or a portion of our business assets, your information may be transferred as part of that transaction. We will provide reasonable notice and ensure your data continues to be handled in accordance with this Privacy Policy.

6. Data Retention

We retain personal information for as long as necessary to fulfill the purposes outlined in this Privacy Policy, comply with legal and regulatory obligations, resolve disputes, and enforce our agreements.

For rental applicants, we retain application information in accordance with applicable fair housing recordkeeping requirements. For active clients and residents, records are maintained throughout the duration of the relationship and for a reasonable period thereafter as required by Georgia real estate law.

When information is no longer needed, we take reasonable steps to securely delete or anonymize it.

7. Data Security

We implement reasonable and industry-standard technical, administrative, and physical safeguards to protect your personal information from unauthorized access, disclosure, alteration, or destruction. These measures include secure storage of records, access controls limiting who within our organization can view sensitive data, and use of reputable, security-compliant third-party platforms.

However, no method of electronic transmission or data storage is completely secure. While we work diligently to protect your information, we cannot guarantee absolute security. If you have reason to believe your information has been compromised, please contact us immediately.

8. Cookies and Website Analytics

Our website may use cookies and similar tracking technologies to enhance your browsing experience and collect usage data. Cookies are small text files stored on your device that help us understand how visitors interact with our site.

You may configure your browser to refuse cookies or to alert you when cookies are being sent. However, some features of our website may not function properly if cookies are disabled.

We may use third-party analytics tools such as Google Analytics to help us understand website traffic and user behavior. These tools may collect information sent by your browser as part of a web request. Their use of this data is governed by their own privacy policies.

9. Third-Party Links

Our website may contain links to third-party websites, platforms, or resources for your convenience. Fairhaven Property Solutions LLC does not control and is not responsible for the content, privacy practices, or terms of use of any external sites.

We encourage you to review the privacy policies of any third-party websites you visit before submitting personal information.

10. Children's Privacy

Our website and services are not directed to individuals under the age of 18. We do not knowingly collect personal information from minors. If you believe we have inadvertently collected information from a minor, please contact us immediately and we will take steps to delete that information promptly.

11. Your Privacy Rights

Depending on your location and applicable law, you may have the right to:

• Request access to the personal information we hold about you
• Request correction of inaccurate or incomplete information
• Request deletion of your personal information, subject to legal retention requirements
• Withdraw consent for communications such as SMS messages at any time
• Request information about how your data is used and shared

To exercise any of these rights, please contact us directly through our website. We will respond to verifiable requests within a reasonable timeframe and in accordance with applicable law.

Certain information may be retained as required by Georgia real estate regulations or other applicable legal obligations, even following a deletion request.

12. Fair Housing and Non-Discrimination

Fairhaven Property Solutions LLC is committed to full compliance with the Fair Housing Act and all applicable state and local fair housing laws. We do not use personal information collected through this website or our services to discriminate against any individual on the basis of race, color, national origin, religion, sex, familial status, disability, or any other protected class.

All rental applications are evaluated using consistent, lawful criteria applied equally to all applicants.

13. Updates to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or business operations. When we make updates, we will revise the effective date at the top of this page.

We encourage you to review this Privacy Policy periodically. Your continued use of our website or services following any changes constitutes your acceptance of the updated policy.

14. Governing Law

This Privacy Policy is governed by the laws of the State of Georgia. Any disputes arising from this policy or our data practices shall be subject to the jurisdiction and dispute resolution provisions outlined in our Terms and Conditions.

15. Contact Us

If you have questions, concerns, or requests related to this Privacy Policy or how we handle your personal information, please contact us:

Fairhaven Property Solutions LLC
Ringgold, Georgia
Website: fairhavenpropertysolutions.com
Phone: 706.237.8262
Email: info@fairhavenpropertysolutions.com

This Privacy Policy should be read together with our Terms and Conditions and SMS Terms and Conditions.