Last updated: September 23, 2026
Urban Forest Property Management LLC ("we," "us," or "our") respects your privacy and is committed to protecting your personal information. This Privacy Policy explains how we collect, use, share, and safeguard your information when you visit urbanforestpm.com or interact with our property management services.
This Policy covers how we handle personal information across our business, not only on our Website.
We do not sell your personal information.
When you contact us or use our services, we collect information you voluntarily provide, including:
Contact information (name, email, phone number, address)
Property details and rental goals, when you request a rental analysis
Rental application information, including employment, income, and rental history
Maintenance requests and related property access details
Requests for a reasonable accommodation or modification, which may include information about a disability
Questions and feedback you submit
Communication records with our team
When you visit our Website, we automatically collect:
Device and browser information
IP address and general location
Pages viewed and links clicked
Cookies and similar tracking technologies
We record and may transcribe telephone calls with us, including calls with prospective and current residents, property owners, vendors, and anyone else who calls us or whom we call. A recording or transcript may contain anything said during the call.
Some properties we manage have door hardware that creates a record of entry — for example, a connected lock that logs the time a code or credential was used. Where that is the case, we receive records showing when the property was accessed and, depending on the system, which code or credential was used. Not all properties have such hardware, and a keypad or lockbox that simply opens a door without creating a record produces no such information.
Some of what we collect is treated as sensitive under Colorado law, including information about a disability provided in support of an accommodation request. We collect it only where you provide it for that purpose, and we use it only for that purpose.
When you provide your mobile phone number and initiate or participate in SMS conversations with Urban Forest Property Management, we collect your phone number and message content solely to provide property management support, scheduling, maintenance coordination, and related customer care. No mobile information will be shared with third parties or affiliates for marketing or promotional purposes. All other categories exclude text messaging originator opt-in data and consent; this information will not be shared with any third parties. Message and data rates may apply.
We may receive information from tenant screening and consumer reporting agencies, prior landlords and employers you list as references, payment processors, rental listing platforms, public records, and service providers.
We use your information to:
Provide property management services and respond to your inquiries
Prepare rental analyses and market comparisons for property owners
Process and evaluate rental applications
Coordinate maintenance, inspections, and property access
Collect rent and issue owner statements
Schedule appointments and facilitate leasing
Communicate with you by email and SMS, with your consent
Maintain a record of what was discussed and agreed on a call
Verify that maintenance, inspections, and authorized entry took place as scheduled
Investigate a security or safety concern at a property
Improve our website and services
Comply with legal obligations
We do not use recordings or property access records to monitor a resident's comings and goings, or those of their guests. We use access records only to confirm that entry occurred as intended, to respond to a maintenance or security question, and where the law requires.
We do not sell, rent, or trade your personal information.
We may share your information with:
Property owners: if you apply for or rent a property we manage, we share the information necessary to administer the tenancy with the owner of that property. Where an owner has installed their own door hardware or security system at the property, that system is controlled by the owner, and any records it creates may be visible to the owner rather than to us alone.
Tenant screening providers: consumer reporting agencies that perform credit, background, eviction, and rental history checks, with your authorization.
Vendors and contractors: maintenance and repair professionals who need contact and access information to complete work at the property.
Affiliates: companies under common ownership with us. Urban Forest Property Management LLC has an affiliated business relationship with Youthscape, LLC, which provides maintenance and landscaping services. Where Youthscape performs work at a property, it receives the contact and access information needed to complete that work, in the same way as any other vendor.
Service providers: companies that help us operate our business and our website. These include Buildium, which hosts our owner and resident portals and holds lease, payment, and maintenance records; HubSpot, which holds inquiries submitted through our website; Quo, which we use to send and receive text messages; our tenant screening provider; and our telephone provider, which records and transcribes calls. They are contractually required to protect your information and may use it only to provide services to us.
Service partners: other professionals involved in managing or leasing the property, such as brokers, insurers, attorneys, and inspectors.
Listing services: if you own a property we are marketing for lease, we share listing information with rental listing platforms.
Legal requirements: when required by law, court order, or to protect our rights and safety.
Business transfers: if our business is sold or merged, your information may transfer to the new owner.
With your consent: when you give us permission to share your information.
If you submit a rental application, we obtain a consumer report about you from a third-party consumer reporting agency. We obtain your written authorization before requesting one.
We use screening information to decide whether to approve your rental application, and whether approval will be conditioned on a higher security deposit or a co-signer.
Credit history, criminal background, eviction records, rental history, employment and income information, the references you provide, and the information you give us on your application.
A member of our staff reviews every application against our written screening criteria and decides. The screening report informs that decision; it does not make it. No application is approved or denied by automated means alone.
Our staff weigh the screening report alongside the rest of your application, and may take account of context and explanations you provide that a report does not capture.
Approval allows us to offer you a lease for the property. A denial means we will not offer you that property, and we will tell you the reason in writing. A conditional approval may require a higher deposit or a co-signer.
You may dispute the accuracy of anything in a consumer report directly with the agency that supplied it. You may also ask us to correct or delete information you provided to us, as described in Section 8.
Colorado law gives you the right to opt out of profiling used to make housing decisions. Because a person reviews and decides every application, we may decline such a request — but you may make one, and we will respond as described in Section 8.
Section 11 explains how long application and screening information is retained.
Urban Forest Property Management LLC complies with the federal Fair Housing Act and the Colorado Anti-Discrimination Act. We do not make rental, screening, or service decisions on the basis of disability, race, creed, color, sex, sexual orientation, gender identity, gender expression, marital status, familial status, veteran or military status, religion, national origin, ancestry, or source of income, or on the basis of any other class protected by federal, state, or local law.
Every applicant is evaluated against the same written screening criteria.
If you need a reasonable accommodation or modification because of a disability, including receiving information from us in an accessible format, please contact us using the information in Section 15.
We are an Equal Housing Opportunity company.
By providing your mobile number and opting in, you consent to receive text messages about maintenance, appointments, rent and account notices, property information, and customer service. If you separately ask for them, we may also send alerts about new listings. Message frequency varies. Agreeing to receive text messages is not a condition of renting a property or of any service we provide.
Reply STOP to any message to stop receiving texts. You may also tell us to stop by any other reasonable means, including calling us, emailing us, or telling a member of our staff. Reply HELP for help. We will act on your request as soon as we can, and in any event within 10 business days.
Message and data rates may apply according to your carrier's plan.
No mobile information will be shared with third parties or affiliates for marketing or promotional purposes. Text messaging originator opt-in data and consent will not be shared with any third parties. We use a messaging service provider to send and receive these messages on our behalf; it may process this information only to deliver the messages and may not use it for its own purposes.
You have the right to:
Confirm whether we are processing your personal information, and obtain access to it
Correct inaccurate personal information
Ask us to delete your personal information
Obtain a copy of your personal information in a portable and readily usable format
Opt out of the processing of your personal information for targeted advertising, for sale, or for profiling used to make decisions with legal or similarly significant effects, including decisions about housing
These rights are given to Colorado residents by the Colorado Privacy Act. We honor them for anyone who asks, wherever you live.
We do not sell your personal information and we do not process it for targeted advertising. We do use screening information to decide rental applications; Section 5 explains how that decision is made and how to ask us not to use automated means.
If your browser or a browser extension sends us a recognized opt-out signal, such as Global Privacy Control, we treat it as a request to opt out.
Contact us using the information in Section 15. You do not need to open a new account with us in order to make a privacy request, although if you already have an owner or resident portal account we may ask you to make the request through it. We may ask you for information to verify your identity before we act, and we will tell you if we cannot verify it. Someone you authorize may submit an opt-out request on your behalf.
We will respond within 45 days. If we need longer, we may take a further 45 days, and we will tell you within the first 45 days that we need more time and why.
We will tell you why. You may appeal that decision by contacting us using the information in Section 15 and saying that you are appealing. We will respond to an appeal within 45 days. If we deny the appeal, we will give you information about how to submit a complaint to the Colorado Attorney General.
You may opt out of marketing emails by clicking unsubscribe in any promotional email, by replying STOP to a marketing text message, or by telling us to stop by any other reasonable means. Notices we are required to give you under a lease or management agreement are not marketing and will continue. Where you have asked us to stop emailing or texting you, we will deliver those notices by another method your agreement permits.
We use cookies for website functionality, analytics, and to remember your preferences. Third-party services we embed, such as our rental listing display, may also set cookies. We do not permit those services to use information collected through our Website for their own advertising, or to sell it. You can manage cookies through your browser settings, though disabling them may affect website functionality. Section 8 explains how we treat browser opt-out signals.
We implement reasonable security measures to protect your information, including encryption of sensitive data, secure servers and access controls, and employee training on data protection. However, no internet transmission is completely secure, and we cannot guarantee absolute security.
If we determine that a security breach has affected your personal information, we will notify you as required by Colorado law, and in any event within 30 days of making that determination.
We keep different records for different lengths of time, and we do not delete records on a fixed schedule.
We retain these for as long as they remain useful for the purposes described in this Policy. Owners and former residents ask us for them, sometimes years after a tenancy has ended, and we keep them so that we are able to respond. Many of these records are kept indefinitely.
As a licensed Colorado real estate brokerage, we are required to retain transaction records for at least four years. That is a minimum period, not a deletion date — in practice we keep them longer, for the reason above.
Where information is no longer needed for any purpose described in this Policy and we are not required to keep it, we do not retain it indefinitely.
Section 8 explains how to make that request. Where we are required to keep a record, or where we still need it for a purpose described above, we may not be able to delete all of it. We will tell you what we have kept and why, and you may appeal that decision as described in Section 8.
Our Website links to third-party sites, including the Buildium portals we use for owner and resident accounts. This Privacy Policy does not apply to those sites. Their own privacy policies govern how they handle your information, and we encourage you to review them.
We also advertise the properties we manage on third-party rental listing platforms, so our listings appear on websites and apps operated by other companies. When you view one of our listings somewhere other than our Website, that company's privacy policy governs what it collects and how it uses it, including any advertising or tracking it carries out. The commitments we make in Section 9 apply to our own Website.
Our Website and services are not intended for children under 18, and we do not knowingly collect information from children through this Website.
We may update this Privacy Policy from time to time. When we do, we will change the date at the top of this page, and we will post a notice on our Website if the change is material. Changes take effect when they are posted and apply going forward.
Updating this Privacy Policy does not change any lease, property management agreement, or other agreement you have signed with us. Those may be changed only in the manner that agreement provides.
If you have questions about this Privacy Policy, or you want to exercise your privacy rights, please contact us:
Urban Forest Property Management LLC
205 E Plum St., Fort Collins, CO 80524
720-964-1151
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