Privacy Policy


Effective Date: July 29, 2026 Last Updated: July 29, 2026


Hermitage Property Management, Inc. ("HPM," "we," "us," or "our") respects your privacy and is committed to protecting the personal information you share with us. This Privacy Policy describes how we collect, use, disclose, and safeguard information when you visit our website, www.hermitagepm.com (the "Site"), interact with us as a prospective, current, or former tenant or property owner, or otherwise communicate with us, including through our text message program described below.


By using the Site or our services, you agree to the collection and use of information in accordance with this Privacy Policy. If you do not agree with the terms of this policy, please do not access or use the Site.


Information We Collect

We may collect the following categories of information:

Information You Provide Directly

  • Contact information, such as name, mailing address, email address, and phone number
  • Information submitted through contact forms, rental applications, owner inquiries, or account portals (e.g., AppFolio Owner and Tenant Portals)
  • Financial information necessary to process rent payments, security deposits, or owner disbursements
  • Information submitted in connection with a rental application, including employment history, income verification, and, where authorized, consumer or tenant screening reports
  • Maintenance requests, correspondence, and other communications you send to us
  • Text message opt-in information and messaging history (see "Text Messaging Privacy Policy" below)

Information Collected Automatically

  • IP address, browser type, device information, and operating system
  • Pages visited, time spent on the Site, and referring/exit pages
  • Information collected through cookies and similar tracking technologies (see "Cookies and Tracking Technologies" below)

Information from Third Parties

  • Information from property management software providers, tenant screening and credit reporting agencies, maintenance vendors, and other service providers we use to operate our business


How We Use Information

We use the information we collect to:

  • Provide, maintain, and improve our property management services
  • Process rental applications, leases, rent payments, and owner disbursements
  • Communicate with tenants, owners, applicants, and vendors, including responding to inquiries and maintenance requests
  • Conduct tenant screening in compliance with applicable law
  • Send administrative information, service updates, and, where you have consented, marketing communications
  • Comply with legal obligations, enforce agreements, and protect our rights and the rights of others
  • Analyze and improve the performance and content of the Site


How We Share Information

We do not sell your personal information. We may share information in the following circumstances:

  • Service Providers. We share information with third-party vendors who perform services on our behalf, such as AppFolio (property management software), tenant/credit screening companies, DocuSign (e-signature), maintenance coordination platforms (e.g., Latchel, zInspector), and SimpleVoIP (messaging/communications), each acting as a service provider or data processor.
  • Property Owners. Information regarding tenants and lease activity may be shared with the property owner(s) whose property you occupy or manage.
  • Legal Compliance and Protection. We may disclose information to comply with applicable law, respond to lawful requests from public authorities, enforce our agreements, or protect the rights, property, or safety of HPM, our clients, tenants, or others.
  • Business Transfers. In connection with a merger, acquisition, or sale of assets, information may be transferred as part of that transaction.
  • With Your Consent. We may share information for other purposes with your consent.


Cookies and Tracking Technologies

The Site may use cookies and similar technologies to recognize your browser, remember preferences, and understand how visitors use the Site. You can control cookies through your browser settings; disabling cookies may affect certain Site features.


Text Messaging Privacy Policy

This section explains how HPM collects and uses information about you in relation to its text message program (the "Messaging Service"). We use SimpleVoIP to provide the Messaging Service to you. For purposes of the Messaging Service, SimpleVoIP acts as our service provider and data processor of your information.

Collection of Information. We collect information on our behalf from and about you, including information you directly provide when you use the Messaging Service, such as the phone number you provided when signing up. When you send messages via the Messaging Service, we also collect your messaging history and any information included in those messages.

Use of Information. We use your information to deliver, analyze, maintain, and support the Messaging Service, and to enhance, customize, and personalize your experience with the Messaging Service.

Sharing of Information. We may share, transfer, or disclose your information if you consent, and in the following circumstances:

  • Service Providers. We may share your information with third parties to help us provide the Messaging Service.
  • Legal Requirement and Protection. We may disclose your information as necessary or appropriate to: (i) comply with applicable law and legal process; (ii) respond to requests from public and government authorities, including those outside your country of residence; (iii) enforce a contract with us; (iv) protect our rights, privacy, safety, or property, and/or that of our affiliates, you, or others; and (v) pursue available remedies or limit damages we may sustain.

Protection of Information. We take physical, technical, administrative, and organizational security measures appropriate to the sensitivity of the information we collect to protect it against accidental or unlawful destruction or loss, alteration, unauthorized disclosure, or access. No online activity can be guaranteed 100% secure; while we strive to protect your information, we cannot ensure or warrant its security and do not accept liability for unintentional disclosure.

Do Not Share Statement. Mobile information will not be shared, sold, rented, or disclosed to third parties, except as required by law or necessary to provide the requested services.

Retention of Information. We retain your information for as long as you participate in the Messaging Service or as needed to comply with applicable legal obligations, resolve disputes, protect us and our customers, and enforce our agreements.

Choices and Controls. Consent to receive automated text messages is not a condition of any purchase. Message and data rates may apply. Message frequency may vary. Reply STOP to unsubscribe. Reply HELP for help. You may also opt out of commercial text messages by replying STOP or OPTOUT to any message. For additional opt-out information, please review our Terms of Service.

Customer Care. If you experience any problems with the Messaging Service, please email mike@hermitagepm.com.

By signing up to receive text messages from us, you also agree to the rest of this Privacy Policy. (Our SMS Policy)


Data Retention

We retain personal information for as long as necessary to fulfill the purposes described in this Privacy Policy, comply with legal, tax, and regulatory obligations (including California landlord-tenant recordkeeping requirements), resolve disputes, and enforce our agreements.


Your Privacy Choices

Depending on your state of residence, you may have rights to request access to, correction of, or deletion of your personal information, or to opt out of certain uses of your information. California residents may have additional rights under the California Consumer Privacy Act (CCPA), as amended. To exercise any privacy rights, please contact us using the information below.

You may opt out of marketing communications at any time by following the unsubscribe instructions in the communication, or by replying STOP to text messages as described above.


Children's Privacy

The Site and our services are not directed to individuals under the age of 18, and we do not knowingly collect personal information from children.


Third-Party Links

The Site may contain links to third-party websites. We are not responsible for the privacy practices or content of those third-party sites, and we encourage you to review their privacy policies.


Changes to This Privacy Policy

We may update this Privacy Policy from time to time. The "Last Updated" date at the top of this page reflects when changes were last made. Your continued use of the Site or our services after changes are posted constitutes acceptance of the updated policy.


Contact Us

If you have questions or concerns about this Privacy Policy or our privacy practices, please contact us at:

Hermitage Property Management, Inc. 2102 Business Center Dr. Irvine, CA 92612 Email: mike@hermitagepm.com