Last Updated: May 2026

Philly Rent Guard ("we," "us," or "our") is committed to protecting your privacy and securing the sensitive information required to manage your real estate administrative needs. This Privacy Policy explains how we collect, use, disclose, and relentlessly safeguard your information when you visit our website or engage our consulting and setup services.

1. INFORMATION WE COLLECT

To provide our administrative concierge services, we must collect certain information from you. We collect only what is strictly necessary to perform our duties.

Personal Contact Information: Name, email address, phone number, and physical mailing address.

Property Information: Rental property addresses, existing lease documentation, property details, and municipal license histories.

Highly Sensitive Information (PII): Social Security Numbers (SSN), Employer Identification Numbers (EIN), and Philadelphia Business Income and Receipts Tax (BIRT) numbers.

Payment Information: Billing addresses and credit card/bank details (processed securely via our third-party payment processors; we do not store full credit card numbers on our servers).

Automatically Collected Data: When you visit our website, our hosting provider (Squarespace) automatically collects basic technical data, such as your IP address, browser type, device information, and browsing actions via cookies.

2. HOW WE USE YOUR INFORMATION

We use your information exclusively to provide, improve, and secure our services to you. Specifically, your data is used to:

Act as your limited authorized agent to create and manage municipal portal accounts (such as the Philadelphia Tax Center and eCLIPSE).

Apply for required City of Philadelphia licenses, permits, and tax IDs on your behalf.

Coordinate necessary third-party vendor services (e.g., Lead-Safe inspectors).

Process your payments and deliver administrative invoices or receipts.

Communicate with you regarding project updates, portal access, and compliance deadlines.

3. THE "BURN AFTER READING" DATA PROTOCOL (SSNs & EINs)

We treat Highly Sensitive Information (SSNs and EINs) with the highest level of security.

Encrypted Collection: We collect this information exclusively through bank-level encrypted intake forms. We do not accept SSNs via email or text message.

Immediate Destruction: We use your SSN/EIN solely for the initial generation of your municipal tax and licensing accounts. The moment your City of Philadelphia accounts are successfully generated and your public BIRT number is assigned, your SSN/EIN is permanently deleted and wiped from our active databases. We do not retain, store, or archive your Social Security Number for any reason after the initial setup phase.

4. HOW WE SHARE YOUR INFORMATION

We do not—and will never—sell, rent, or trade your personal information to third-party marketers. Your information is only shared in the following strictly limited circumstances:

Municipal Authorities: We submit your data directly to the City of Philadelphia (Department of Revenue, Department of Licenses and Inspections) to secure your legal accounts and licenses.

Trusted Service Providers: We use secure, vetted third-party software to run our business, including Squarespace (website hosting), Jotform (encrypted data intake), and HoneyBook (client management and invoicing). These providers are bound by strict confidentiality and data protection standards.

Legal Compliance: We may disclose your information if legally required to do so by court order, subpoena, or to cooperate with law enforcement or regulatory investigations.

5. DATA SECURITY & PROTECTION

We have implemented robust administrative, technical, and physical security measures designed to protect your personal information against accidental, unlawful, or unauthorized destruction, loss, alteration, access, disclosure, or use. This includes Multi-Factor Authentication (MFA) on all internal software, encrypted form processing, and strict internal access controls. While no system is completely impenetrable, we aggressively maintain our security posture to protect your business.

6. COOKIES AND TRACKING TECHNOLOGIES

Our website utilizes standard cookies and similar tracking technologies to analyze site traffic, optimize user experience, and track basic interactions. You have the ability to accept or decline cookies through your web browser settings. Declining cookies may limit your ability to use certain features of our website.

7. YOUR DATA RIGHTS & CHOICES

You retain full control over your personal contact data. You have the right to:

Request access to the personal data we hold about you.

Request that we correct any inaccurate or incomplete data.

Request the deletion of your personal data (subject to our legal obligation to maintain certain transaction records for accounting and legal compliance).

Opt-out of any non-essential promotional communications.

8. CHANGES TO THIS PRIVACY POLICY

We reserve the right to update or modify this Privacy Policy at any time to reflect changes in our business operations, technology, or legal requirements. Any modifications will be published on this page with an updated "Last Updated" date.

9. CONTACT US

If you have any questions, concerns, or requests regarding this Privacy Policy or how we handle your data, please contact us at:

Philly Rent Guard LLC

Email: [Insert Official PRG Email Address]

Website: [Insert PRG Website URL]