Privacy Policy
Effective 14 September 2026
1. Who we are, and what this covers
This policy is issued by LREI Property Management LLC, trading also as LREI LLC ("we", "us"). Our
address is 815 Ulrich Avenue, Louisville, Kentucky 40219.
It applies everywhere we collect information about you:
- Our websites, including louisvillepropertymanagement.com, louisvillepropertymanagement.net,
lexingtonpropertymanagement.net and lreillc.com
- The resident and owner portal we provide through our management software
- FieldVine, our field-operations application at fieldvine.goreliabuilt.com, operated by LREI
Property Management LLC — used by our staff and vendors, and licensed to other companies
- Secure document links we email you — hold agreements, move-out forms, scheduling and approval
pages — which you can open without an account
- Connections between our systems and another company's service
- Phone calls, text messages, email, and messages you send us on social platforms
- Our properties: applications, leases, maintenance visits and inspections
2. Information we collect
What you give us. Name, address, phone, email, date of birth, Social Security number,
government identification, employment and income history, rental history, banking and payment
details, emergency contacts, information about anyone who will live with you, pets, vehicles, and
the documents supporting an application.
What we create managing property. Lease records, payment and balance history, maintenance
requests, notices, inspection reports, and notes our staff record about service visits and
conversations.
Recordings and transcripts. We record telephone calls with our offices and keep text messages
exchanged with our published numbers. Recordings are transcribed automatically and attached to the
relevant record. See section 4.
Photographs and video of the exterior and interior of properties, taken during inspections,
maintenance, turnover and marketing. See section 6.
From other sources. Tenant screening companies (credit, criminal and eviction history), your
employer or previous landlord when you list them, housing authorities where you receive
assistance, public records including county property and assessment records and municipal
code-enforcement records, and utility providers where an account is in our name.
Website and device information. IP address, browser and device type, pages viewed and
referring site, collected through cookies and similar technologies including Google Analytics and
the Meta pixel.
3. How we use it
- Deciding on applications, and preparing and administering leases
- Collecting rent, applying charges and credits, and pursuing amounts owed
- Arranging maintenance, inspections, turnover and construction
- Communicating with you, and keeping a record of what was said
- Reporting to and settling with property owners
- Marketing available homes, and marketing our services to prospective owners
- Improving how we operate, including reviewing recorded calls for service quality
- Meeting legal obligations, including fair-housing, licensing, tax and housing-authority
requirements
4. Recorded calls, text messages, and automated review
Telephone calls to and from our offices are recorded. Recordings are converted to written
transcripts automatically, and those transcripts are attached to the resident, applicant or
property record they concern, so whoever helps you next can see what was already discussed.
We also use automated tools to review recorded maintenance and service calls for quality —
scoring how the call was handled against our own service standards. That review is about our
staff's performance. It is not used to make decisions about you, and it plays no part in whether
an application is approved, a lease is renewed, or any action is taken on your account.
Text messages exchanged with our published numbers are kept with your record in the same way.
If you would rather a call were not recorded, tell us at the start and we will continue in
writing.
5. Automated and AI-assisted communication
We use software agents to help run our operations. They draft messages, sort and route incoming
enquiries, summarise records, prepare reports, and in some channels reply to enquiries directly,
including messages about our listings on social and marketplace platforms.
When you are corresponding with an automated agent rather than a person, the message says so. You
may ask to deal with a person at any point, and a member of staff will take over.
These agents assist our people; they do not decide anything about you on their own. Decisions
about applications, leases, charges and legal action are made by our staff.
To provide these features we send information to third-party artificial-intelligence services for
transcription, drafting and summarising. We use these services under commercial terms that
prohibit the provider from using your information to train its own models, and permit it to
process the information only to deliver the service to us.
6. Photographs and video
We photograph and film the properties we manage, during inspections, maintenance visits, turnover
between residents, and when a home is being marketed.
Marketing photography and video of vacant homes is published publicly — on listing sites, on our
websites, and on our social media channels including YouTube and Facebook.
We do not publish images of an occupied home, or of a resident's belongings, for marketing without
asking first. Inspection and maintenance photographs of occupied homes stay in the property record
and are shared only with the owner, contractors working on that home, and where required by a
housing authority, insurer or court.
7. Who we share it with
We do not sell or rent your personal information, and we do not share it for anyone else's
marketing. We share it with:
- Property owners we manage for — lease, payment and maintenance information about their property
- Contractors and vendors attending your home, who receive your name, address, contact details
and the nature of the request
- Software providers that run our operations — property management, maintenance, leasing and
screening platforms; communications and office systems; document signing; scheduling and
inspection tools; accounting and payment processors; and the AI services described in section 5
- Tenant screening companies, which return credit, criminal and eviction history
- Housing authorities, where you receive rental assistance
- Collection agencies and attorneys, where an account is past due or a legal matter arises
- Insurers, courts and government agencies, where required by law or to establish or defend a
legal claim
A current list of the significant vendors we use is available on request.
8. Our team outside the United States
Some of our staff and contracted team members work outside the United States — currently in the
Philippines, Pakistan, Mexico and El Salvador. They perform leasing support, administration,
bookkeeping and customer service, and access the same records our Louisville staff do.
They work under the same confidentiality obligations and access controls, through our company
systems rather than by copying information onto their own devices. By using our services you
understand that your information is handled by our team in these locations, where privacy laws
differ from those in the United States.
9. Text messages
We send text messages about your tenancy, application, maintenance, account or an enquiry you
made, and — only where you have separately agreed — about homes available to rent.
Opting in: by giving us your mobile number on an application, a form on our website, or in a
message to us, or by texting one of our published numbers first.
Stopping: reply STOP to any message. Reply HELP for help, or contact us at the address in
section 13.
Message frequency varies with your tenancy and requests. Message and data rates may apply.
Carriers are not liable for delayed or undelivered messages.
No mobile information will be shared with third parties or affiliates for marketing or promotional
purposes. Text-message opt-in data and consent are not shared with any third party except the
messaging providers that deliver messages on our behalf, who may not use it for their own
purposes.
10. Marketing email
We send marketing email about available homes and about our management services, from our own
company addresses and through email marketing platforms. Some goes to property owners we have not
worked with before, using business contact information and public property records.
Every marketing email identifies us, gives our postal address, and carries an unsubscribe link we
honour promptly. Service messages about an existing tenancy, application or account are not
marketing and continue regardless.
11. Bank account information
Where you give us bank details to pay rent, to receive an owner distribution, or to verify income
on an application, we hold them to make and record that payment and for no other purpose. Payments
are handled by the payment providers in our resident and owner portal under their own terms.
We use account-aggregation services to monitor our own company bank accounts for bookkeeping and
reconciliation. That connection covers accounts belonging to our companies only. It does not
connect to, read, or store the bank accounts of residents, applicants or owners.
12. How long we keep information
| Record | Kept for | Clock starts |
|---|---|---|
| Applications, screening results and tenancy decisions | 5 years | Date of the decision |
| Executed leases and tenancy records | 5 years | End of the tenancy |
| Security deposit accounting | 5 years | Deposit returned or applied |
| Inspection and maintenance records, including photographs | 5 years | End of the tenancy |
| Call transcripts attached to a tenancy record | 5 years | End of the tenancy |
| Call recordings (audio) | 1 year | Date of the call |
| Accounting records, invoices and supporting documents | 7 years | End of the tax year |
| Email and business correspondence | 7 years | Date sent or received |
| System, access and security logs | 1 year | Date of the entry |
| Marketing and lead data for non-customers | 2 years, or sooner on request | Last contact |
We keep information longer where a legal claim, audit, insurance matter, licensing obligation or
housing-authority requirement demands it, and where a legal minimum applies, that minimum governs.
Disposal is secure, and a record is not treated as deleted until it has also aged out of our
backups.
13. Your choices, security, and contact
- Ask what we hold about you, and ask us to correct it
- Ask us to delete information we are not required to keep
- Unsubscribe from marketing email, or stop texts by replying STOP
- Ask to deal with a person rather than an automated agent
- Ask us not to record a call, and continue in writing
- Ask for the current list of significant vendors
Write to privacypolicy@lreillc.com. We will respond within 30 days, and may need to verify who you
are first.
If you were denied housing because of a tenant screening report, the screening company must give
you a free copy and you may dispute what it says. We will tell you which company was used.
We protect information with access controls, multi-factor sign-in for staff, encryption in
transit, and monitoring for unauthorised access. No system is perfectly secure and we cannot
guarantee absolute security.
Our services are not directed to children under 13 and we do not knowingly collect their
information except as part of a household on a rental application.
We may update this policy; the effective date above will change and material changes will be
notified through the resident portal or by email.
LREI Property Management LLC, 815 Ulrich Avenue, Louisville, KY 40219 · privacypolicy@lreillc.com