Privacy Policy

Information We Collect

We collect information in three ways: directly from you, automatically through your use of our website and services, and from third-party booking platforms and service providers.

Owners Property Owner Information

When you enroll a property with Chādy or inquire about our management services, we collect:

• Full name, email address, phone number, and mailing address
• Property address, type, and configuration
• Banking and payment information for revenue disbursements
• Tax identification information required for 1099 reporting
• Property access credentials (keypad codes, smart lock details, alarm codes)
• Preferred communication methods and notification settings
• Insurance policy details as required under our management agreement

Guests Guest Information

When a guest books a Chādy-managed property — whether directly or through a third-party platform — we may collect or receive:

• Full name, email address, and phone number
• Billing address and payment details (processed by platform or payment processor — not stored by Chādy directly)
• Travel dates, number of guests, and any special requests
• Government-issued ID verification (required for select properties or booking thresholds)
• Communication records — messages sent through booking platforms or directly to our team
• Post-stay review and feedback submissions

Website Website Visitor Information

When you visit chadypm.com, we automatically collect certain technical data through cookies and analytics tools, including:

• IP address and approximate geographic location
• Browser type, device type, and operating system
• Pages visited, time on page, and referral source
• Form submissions and contact inquiries

Inquiry Prospective Client Information

If you contact us through a web form, phone call, or email to ask about our management services, we collect the information you voluntarily provide — typically your name, contact details, property address, and rental history or goals.

How We Use Your Information

We use the information we collect to deliver, operate, and improve our property management services. Specifically:

For Property Owners

• Onboarding your property and creating listings on applicable booking platforms
• Managing reservations, guest communications, and calendar coordination
• Coordinating cleaning, maintenance, and vendor services at your property
• Processing monthly revenue disbursements and providing financial statements
• Sending performance reports, booking summaries, and operational updates
• Issuing 1099 tax documents in compliance with IRS requirements
• Contacting you about your property — maintenance issues, guest escalations, policy updates

For Guests

• Confirming reservations and processing payments (via platform or payment processor)
• Sending pre-arrival instructions, property access details, and house rules
• Providing in-stay support and responding to service requests
• Sending checkout instructions and post-stay follow-up communications
• Verifying identity where required for booking compliance or high-value reservations
• Resolving damage claims or disputes related to a stay

For All Contacts

• Responding to inquiries submitted through our website or by phone
• Sending marketing and promotional communications (with consent — see Sections 4 and 5)
• Improving our website, services, and guest experience based on usage data
• Complying with applicable laws, regulations, and platform requirements
• Protecting the security and integrity of our operations and properties

Email Communications

Chādy sends two types of email: transactional emails and marketing emails. These are governed by different rules and opt-out mechanisms.

Transactional Emails

Transactional emails are required to deliver the services you've engaged us for. You cannot opt out of transactional emails while actively enrolled in our management program or while a guest reservation is active. These include:

• Booking confirmations and itinerary details
• Pre-arrival property access instructions and house rules
• Checkout reminders and post-stay summaries
• Monthly owner revenue statements and financial reports
• Maintenance alerts, incident reports, and property updates for owners
• Agreement updates, policy changes, and legal notices

Marketing Emails

With your consent, we may send promotional emails about Chādy's services, new market expansions, owner resources, and special guest offers. These emails include:

• Owner newsletters with market performance data and property management tips
• Guest travel promotions, seasonal offers, and property highlights
• Announcements about new services, markets, or Chādy programs

We do not share your email address with third parties for their own marketing purposes. Emails are sent from @chadypm.com domains. If you receive an email claiming to be from Chādy from a different domain, do not click any links — contact us directly to report it.

Text & SMS Communications

Chādy uses SMS and text messaging to deliver time-sensitive operational updates and, with your consent, promotional communications. Our text messaging programs are operated in compliance with applicable telecommunications laws including the Telephone Consumer Protection Act (TCPA).

Operational Text Messages

When you provide your phone number and engage our services, you may receive operational text messages that are integral to delivering those services, including:

• Booking confirmation and check-in time notifications for guests
• Property access codes and door code updates
• Cleaning and turnover status notifications for property owners
• Maintenance request updates and vendor arrival windows
• Urgent property alerts — alarm triggers, weather events, guest emergencies
• Time-sensitive responses from our guest services team

Marketing Text Messages

We will only send promotional or marketing text messages if you have explicitly opted in. Consent to marketing texts is never a condition of booking a stay or enrolling a property with Chādy.

By opting in, you agree to receive recurring automated marketing text messages from Chādy Property Management, including offers, updates, and service announcements. Message frequency varies. Standard message and data rates may apply.

Third-Party SMS Providers

Our text messaging is delivered through third-party SMS platforms. These providers process your phone number and message content solely to transmit messages on our behalf and are bound by data processing agreements consistent with this Privacy Policy. We do not sell your phone number to any third party.

Carrier Disclaimer

Carriers are not liable for delayed or undelivered messages. Message delivery is subject to network availability and carrier limitations. Chādy is not responsible for transmission failures caused by carrier outages or network conditions.

Booking Platforms & Third-Party Channels

Chādy lists and manages properties on third-party vacation rental platforms including Airbnb, VRBO, Booking.com, and others. When you book a Chādy-managed property through one of these platforms, your personal data is subject to both this Privacy Policy and the platform's own privacy policy.

What Platforms Share With Us

Third-party booking platforms share reservation details with us so we can manage the stay. This typically includes your name, email address, phone number, check-in and checkout dates, number of guests, and any special requests you submitted at booking. Payment information is handled directly by the platform — Chādy does not receive or store credit card or payment account details from third-party bookings.

What We Share With Platforms

Chādy provides platforms with property details, availability, pricing, and house rules necessary to list and manage the property. After a stay, platforms may share guest reviews with us and publish owner responses we submit.

Our Property Management System

We use Guesty as our property management system (PMS) to centralize reservations, owner reporting, and operations across all platforms. Guest and owner data we receive from any channel is processed within Guesty in accordance with their privacy policy. Guesty is a data processor acting on our behalf and is bound by appropriate data processing agreements.

Data Sharing

Chādy does not sell, rent, or trade personal information. We share data only in the following circumstances:

Service Providers

We share information with vendors and service providers who help us operate our business. These parties are contractually required to use data only to perform services for Chādy and are prohibited from using it for their own purposes. These include:

• Guesty — property management system (reservations, owner reports, operations)
• Booking platforms — Airbnb, VRBO, Booking.com (reservation fulfillment)
• Payment processors — for direct bookings and owner disbursements
• SMS providers — for text message delivery
• Email service providers — for transactional and marketing emails
• Cleaning and maintenance vendors — property address and access details only, as required to perform the service
• CRM and analytics platforms — for sales and marketing operations

Legal Requirements

We may disclose personal information when required by law, court order, or government authority — or when we believe disclosure is necessary to protect the safety of our guests, owners, employees, or the public.

Business Transfers

If Chādy is acquired by or merges with another company, personal information held by Chādy may be transferred to the acquiring entity as part of that transaction. We will provide notice of any such change that materially affects how your data is used.

Property Owners and Guests

Property owners enrolled in our management program receive reservation details including guest name, check-in date, checkout date, and the number of guests. Owners do not receive guest payment information, contact details, or ID verification data without guest consent or legal requirement.

Cookies & Tracking

Our website uses cookies and similar tracking technologies to operate the site, analyze usage, and improve your experience. By continuing to use chadypm.com, you consent to the use of cookies as described below.

Types of Cookies We Use

• Essential cookies: Required for the website to function — session management, security, and form functionality. These cannot be disabled without breaking core site features.
• Analytics cookies: We use Google Analytics to understand how visitors interact with our site — pages visited, session duration, traffic sources. This data is aggregated and does not identify you personally.
• Marketing cookies: If you've consented, we may use cookies that help us measure the effectiveness of our advertising campaigns and retarget visitors who have expressed interest in our services.
• Preference cookies: These remember choices you've made on the site (such as form pre-fills) to improve your experience on return visits.

Managing Cookies

You can control cookies through your browser settings. Most browsers allow you to block or delete cookies. Note that disabling essential cookies may impair site functionality. You can also opt out of Google Analytics tracking by installing the Google Analytics Opt-Out Browser Add-On.

Data Retention

We retain personal information for as long as necessary to fulfill the purposes described in this policy and to comply with applicable legal, tax, and regulatory obligations.

Retention Periods by Category

• Property owner records: Retained for the duration of the management relationship plus 7 years, to satisfy IRS reporting obligations (1099 records, disbursement history).
• Guest reservation records: Retained for 3 years following the stay, unless a longer period is required for dispute resolution, damage claims, or legal proceedings.
• Financial records: Retained for 7 years in accordance with federal and state tax requirements.
• Marketing contact records: Retained until you opt out or request deletion, after which contact information is removed from active marketing lists within 30 days.
• Website analytics data: Aggregated analytics data is retained for up to 26 months per Google Analytics default settings.
• SMS and email communication logs: Retained for 2 years for operational and compliance purposes, then deleted or anonymized.

When retention periods expire, personal data is either deleted, anonymized, or aggregated so that it can no longer be linked to an individual.

Your Rights & Choices

Depending on your location and applicable law, you may have the following rights regarding your personal information. We honor these requests to the extent required by law and practical within our operations.

Rights You May Have

• Access: Request a copy of the personal information Chādy holds about you.
• Correction: Request that we correct inaccurate or incomplete personal information.
• Deletion: Request that we delete your personal information, subject to exceptions for legal retention obligations (e.g., tax records, active agreements).
• Portability: Request your personal data in a structured, machine-readable format where technically feasible.
• Opt-out of marketing: Unsubscribe from marketing emails at any time (see Section 4) or reply STOP to marketing texts (see Section 5).
• Restrict processing: In certain circumstances, request that we limit how we use your personal information.

California Residents (CCPA)

If you are a California resident, you have the right to know what personal information we collect about you, how it is used and shared, and to request deletion. Chādy does not sell personal information as defined under the California Consumer Privacy Act. To exercise your rights, contact us at info@chadypm.com with the subject line "CCPA Request."

How to Submit a Request

To exercise any of the rights above, contact us at info@chadypm.com or call 615-703-3804. We will respond within 30 days. We may need to verify your identity before processing certain requests.

Security

We take the security of your personal information seriously. Chādy maintains reasonable administrative, technical, and physical safeguards designed to protect your data against unauthorized access, disclosure, alteration, or destruction.

Measures include:

• Encrypted data transmission (HTTPS/TLS) on all website and platform communications
• Access controls limiting personal data access to authorized Chādy employees and contractors who need it to perform their job
• Secure credential management for property access codes and owner account data
• Regular review of vendor data processing agreements

No system is perfectly secure. In the event of a data breach that is likely to result in material harm, we will notify affected individuals and applicable authorities as required by law.

Contact Us

If you have questions, concerns, or requests related to this Privacy Policy or how Chādy handles your personal information, please reach out to us directly. We take privacy inquiries seriously and will respond promptly.

Policy Updates

We may update this Privacy Policy from time to time to reflect changes in our services, practices, or applicable law. When we make material changes, we will update the "Last Updated" date at the top of this page and, where appropriate, notify affected users by email. Your continued use of our services following any update constitutes acceptance of the revised policy.

We encourage you to review this page periodically. Older versions of this policy are available upon request.