Privacy Policy

Effective date: September 28, 2026

MarinOak Management ("MarinOak," "we," "us") manages residential rental properties in the San Francisco Bay Area. This policy explains what personal information we collect through our website (marinoak.com), our online rental application, our owner portal, and our phone and text lines; how we use and share it; how we protect it; and the choices you have. It applies to prospective and current property owners, rental applicants, residents, vendors, and website visitors.

1. Information we collect

Website visitors and prospective owners

  • Name, email address, phone number and property details you enter in our contact, rental-analysis and scheduling forms.
  • How you found us (for example, the referring page or ad campaign identifiers in the link you followed).
  • Messages, texts, emails and call notes from our conversations with you. Some sales calls are recorded, transcribed and summarized (see section 4).
  • Lead details passed to us by lead sources you used, such as Thumbtack, Yelp and Calendly.

Rental applicants

  • Identity: name, date of birth, Social Security or ITIN number, phone, email and a photo of a government-issued ID.
  • Household: other occupants, emergency contact, vehicles and pets.
  • Income and employment: employers, income, and documents you upload such as pay stubs, bank statements or tax returns.
  • Rental history and references, including landlord and personal reference contact details you provide.
  • Answers to background questions (for example, prior evictions).
  • If you choose to connect a bank account, income and account information from Plaid.
  • Consumer reports (credit, eviction and criminal background) obtained with your written authorization for tenant screening.

Property owners

  • Name, contact details and legal ownership information.
  • Tax forms (such as a W-9 or California withholding forms) and insurance certificates.
  • Payment details: a voided check or bank letter and the last four digits of the account. We do not ask you to type a full bank account or routing number into our portal.

Residents and vendors

  • Residents: lease, payment and maintenance-request information, and entry-notice records.
  • Vendors: business and contact details, licenses, insurance certificates and tax forms (W-9).

Automatically collected information

  • Server logs, including IP address, browser type and the pages requested.
  • Website analytics (see section 7).
  • A sign-in cookie that keeps you logged in to our portal (see section 7).

2. How we use information

  • To respond to inquiries and provide property management services.
  • To process rental applications, verify identity and income, and screen applicants.
  • To collect rent, pay owners, and keep required trust-account and tax records.
  • To schedule and complete maintenance, including entry notices to residents.
  • To send service messages by email and text.
  • To prevent fraud and keep our systems secure.
  • To comply with law, including real estate, fair housing and tax requirements.

3. How we share information

We do not sell personal information. We share it only as needed to provide our services, with:

  • The owner of the property you applied for or rent, who receives your application and screening results to make a rental decision.
  • Tenant screening: a consumer reporting agency (currently the Apartment Owners Association of California) that prepares credit, eviction and background reports. Plaid provides bank-based income verification and watchlist screening if you connect an account.
  • Service providers that process information on our behalf:
    • Amazon Web Services: hosting, file storage, email and sign-in.
    • Twilio: phone calls and text messages.
    • Stripe: application-fee payments.
    • Dropbox Sign and Adobe Acrobat Sign: electronic signatures.
    • Innago: rent collection and tenant records.
    • Anthropic and OpenAI: AI processing (see section 4).
    • Google: website analytics, spam protection and business email.
    • Calendly: appointment scheduling.
    • Google: address validation.
    • Rentcast: property rent data.
    • Thumbtack and Yelp: messages with leads who contacted us there.
  • Contractors doing repairs, who receive the property address and, if you agree, your first name and phone number.
  • Government agencies and others when required by law, such as tax authorities, or in response to a court order.
  • A successor business if MarinOak is merged or sold, subject to this policy.

Text messaging

Text-messaging opt-in data and consent are never shared with third parties or affiliates. Phone numbers are shared only with the providers that run our phone and text service, and as described above. They are never shared for others' marketing or promotional purposes. Reply STOP to any of our text messages to opt out, or HELP for help. Message and data rates may apply.

4. Phone calls, recordings and AI

Calls to and from our phone lines may be recorded. We transcribe and summarize some recorded calls, such as sales calls and reference checks, so we have accurate notes. Those recordings are stored in our private cloud storage. For sales calls and reference checks, our phone provider's copy is deleted once it's in our storage. Recordings of other calls may remain with our phone provider.

We use AI tools from Anthropic and OpenAI to help us work. These tools summarize calls, draft and sort messages, answer routine texts and calls on our phone line, read documents such as invoices, quotes and application documents, and help us reconcile accounts. An AI voice assistant may also call your references and other contacts for us. The packet we give the owner includes an AI-written summary, which is for information only. Information is sent to these providers only to perform these tasks.

People at MarinOak and the property owner make rental decisions. AI does not approve or deny applications.

5. How we protect information

  • Our systems run on Amazon Web Services. Data is encrypted in transit (HTTPS) and stored encrypted at rest.
  • Applicants' Social Security numbers and dates of birth, and owner and vendor tax ID numbers, are encrypted again within our own application (AES-256). They are masked by default. A manager can view an applicant's full number only when needed, for example to order a screening report, and each view is logged.
  • Sign-in is handled by Amazon Cognito, and access is limited by role. Owners see only their own properties. Owner and vendor tax and bank documents can be opened only by MarinOak's managers, through links that expire within about a minute.
  • Messages from our phone, payment and signature providers are authenticated before we act on them, in most cases with cryptographic signatures.
  • Before sending the first payment to a new bank account, we contact you to confirm it.

No system is perfectly secure. If a security breach affects your personal information, we will notify you as California law requires.

6. How long we keep information

  • Trust-account and transaction records: at least three years, as California real estate law requires, and longer when tax or other law requires.
  • Rental applications and screening reports: as long as needed for the rental decision and as required by law. We keep investigative consumer reports for at least two years.
  • Reference-check call recordings: deleted one year after the application is closed.
  • Bank reports from Plaid: removed from Plaid after the application is closed. We keep a copy with the application.
  • Everything else: as long as needed to provide our services and meet legal obligations. We review old records and delete or de-identify information we no longer need, except where the law requires us to keep it.

7. Cookies, analytics and Do Not Track

  • Our portal uses one sign-in cookie. It lasts for your browser session, or 30 days if you choose "remember me."
  • Our website uses Google Analytics to understand how visitors use the site. It uses Google Ads conversion measurement to see whether our ads lead to inquiries. Google may collect information about your visits through these tools. Google may use this information to measure and personalize ads, including across other sites. You can opt out of Google Analytics at tools.google.com/dlpage/gaoptout and manage ad settings at adssettings.google.com.
  • Our contact form uses Google reCAPTCHA to block spam.
  • Pages with embedded Calendly scheduling, Matterport tours or Google Maps let those companies collect information about your visit under their own policies.
  • Our website does not currently respond to browser "Do Not Track" signals.

8. Your choices and rights

  • Owners can review and update their information in the owner portal. Anyone can ask us to correct their information.
  • You can ask for a copy of your personal information, or ask us to delete it. We will honor deletion requests except where the law requires us to keep records, such as trust-account and screening records.
  • You can opt out of texts by replying STOP, and out of marketing emails with the unsubscribe link.
  • Rental applicants have rights under the federal Fair Credit Reporting Act and California law. These include the right to know which consumer reporting agency provided a report used in a decision, to get a free copy of that report, and to dispute inaccurate information with the agency.

To make a request, contact us using the details below. We may need to verify your identity first. We won't treat you differently for making a request.

9. Children

Our services are intended for adults. We do not knowingly collect personal information from children under 13 online. Information about minors who will live in a rental home is collected from the adult applicant.

10. Changes to this policy

When we update this policy, we will post it here and change the effective date. If we make a material change, we will also notify owners with portal accounts by email.

11. Contact us

MarinOak Management
1101 Marina Village Pkwy, Suite 201, Office 217
Alameda, CA 94501
Phone: (650) 795-4005
Email: [email protected]