Privacy Policy
Home CareTakers, LLC ("Home CareTakers", "we", "us") is a household and estate management company in Tucson, Arizona. This policy explains what information we collect from the people we work with and the visitors to our website, how we use it, and the choices you have. It covers our public website at homecaretakersllc.com, the client portal at clients.homecaretakersllc.com, and the office software we use to run the business (together, the "Service").
Information we collect
- Contact details: names, mailing and email addresses, and phone numbers for homeowners, their family members, and the people they ask us to work with, such as accountants, housekeepers, and vendors.
- Property information: the address and layout of a home we care for, the equipment in it, maintenance and inspection records, photographs taken during inspections, meter readings, and the notes our staff keep about the home.
- Access information: alarm, gate, lock box and Wi-Fi codes and similar details that a homeowner gives us so we can enter and look after the home. These are stored encrypted and shown only to our staff who need them.
- Financial records: the invoices we issue, the payments we receive, the expenses we pay on a homeowner's behalf from their Reserve or prepayment, and the receipts and vendor invoices that document them. We do not accept credit cards and we do not store card numbers; payments reach us by Zelle or check.
- Travel and occupancy dates that homeowners share with us so we can prepare a home for arrivals and departures.
- Website and portal activity: the pages visited, the time of a visit, the browser used, and the network address of the device, kept in ordinary server logs. The portal uses a session cookie to keep you signed in and a preference cookie for display settings. We do not use advertising trackers.
- Messages you send us through the contact form, the portal, email, or text.
How we use it
- To care for the homes entrusted to us: scheduling inspections, coordinating vendors, keeping records of what was done and what was found.
- To bill for our services and to account for money we hold or spend on a homeowner's behalf, including monthly invoices and client reports.
- To communicate with homeowners and the people they designate, by email, text, phone, or the portal.
- To keep the Service secure, to prevent misuse, and to meet our legal and tax obligations.
We do not sell personal information, and we do not use it for advertising.
Who we share it with
We share information only as needed to run the business:
- Vendors and tradespeople we engage on a homeowner's behalf receive the details they need to do the work, such as the address and access arrangements.
- Service providers that host our website and software, deliver our email, help read scanned receipts and vendor invoices, and keep our accounting records, including Intuit QuickBooks, to which we send our invoices, payments, and expense records. These providers may only use the information to provide their service to us.
- Professional advisers such as our accountant, under confidentiality.
- Authorities when the law requires it, or to protect the safety of a person or a property.
How we protect it
The Service runs over encrypted connections. Access codes and passwords are stored encrypted, and every time a code is revealed to a staff member is logged. Staff sign in with individual accounts and see only what their role needs. Homeowners reach the portal through a password they choose or a sign-in link sent to their email address; a link alone never opens a portal. No system is perfectly secure, so please tell us at once if you believe an account or code has been compromised.
How long we keep it
We keep records for as long as we care for a home and afterwards for as long as our tax, accounting, and legal obligations require, generally seven years for financial records. When a relationship ends we deactivate the homeowner's portal access, and we delete or anonymize information we no longer need.
Your choices
- You may ask to see the information we hold about you or your home, ask us to correct it, or ask us to delete it where we are not required to keep it. Write to us at the address below.
- You may stop receiving non-essential email from us at any time by telling us so. We will still send the messages needed to run the Service, such as invoices and inspection reports.
- You may clear or block cookies in your browser; the portal needs its session cookie to keep you signed in.
Children
The Service is for adults. We do not knowingly collect information from anyone under 18.
Changes to this policy
When we change this policy we will post the new version here with a new effective date, and we will tell current clients of any change that affects how their information is used.
How to reach us
Home CareTakers, LLC
6890 E. Sunrise Drive, Suite 120-525
Tucson, Arizona 85750
(520) 247-7150
Office@HomeCareTakersLLC.com