Privacy Policy

1. Who We Are

DSN-HDN Properties LLC is a limited liability company registered in the United States and operating a mountain property management and land consulting practice. Our registered office is at 178 S Matterhorn Dr, Alpine - 84004-1532, United States (US). We work across the surrounding bench and canyons and we serve homeowners, tenants, guests, buyers and owners of open land.

Throughout this document, the terms we, us, our and the Company refer to DSN-HDN Properties LLC. The term you refers to any person who visits our website, contacts our office or uses our services. This policy forms part of the wider relationship between you and the Company and should be read together with our Terms of Service.

2. Scope of This Policy

This policy covers personal information that we collect through this website, through email and telephone contact with our office, and through the ordinary delivery of our service tracts. Those tracts include residential property management, vacation rental oversight, land and lot consulting, title records coordination, seasonal maintenance programs and buyer representation services.

Where a property owner, landlord or booking platform provides us with information so that we can carry out a management task, this policy applies to our handling of that information. Where we act purely on the instruction of a business partner and that partner has its own privacy notice, the terms of that partner notice may also apply.

This policy does not apply to third party websites that we may link to. We encourage every visitor to review the privacy notice of any external service before providing information to it.

3. Information We Collect

We collect information in several categories, each tied to a specific purpose. Not every category applies to every person.

Contact and identity information

This includes a name, email address, telephone number, postal address and, where relevant to a tenancy or transaction, the identity documents that law and good practice require.

Property and service information

This includes the address of a property, its condition, service history, maintenance records, seasonal schedules and any instructions an owner gives us about how a property should be handled.

Tenancy and transaction information

For residential management and buyer representation we may hold lease terms, payment history, deposit records, correspondence and the documents that support a transaction.

Guest information

For vacation rental oversight we may receive guest names, contact details, arrival and departure dates and the notes that a booking platform passes to us so that a property is properly prepared.

Website and technical information

When you use this website we may collect the pages you view, the time of your visit, the browser and device type you use and a general geographic region derived from your network address.

Communications

This includes the content of messages you send us, the record of calls to our office and any follow up notes made by our team.

4. How We Collect Information

We collect information directly from you when you complete the contact form, send us email, call our office or sign an agreement. We collect information automatically when your browser requests a page from this website, through the standard technical records that any web server keeps in order to operate.

We also receive information from third parties in the ordinary course of service. A landlord may give us a tenancy file, a booking platform may give us guest details, a title officer or surveyor may give us records relating to a parcel, and a tradesperson may give us a report on work carried out at a property. In every case we handle that information only for the purpose it was provided.

5. Why We Process Information

We process personal information for a set of clear reasons. First, to perform a contract with you or to take steps before entering one, such as preparing a management agreement or responding to an enquiry. Second, to pursue our legitimate interests in running a responsible property practice, which includes protecting property, preventing fraud and improving our services. Third, to comply with legal obligations, including record keeping that applies to property management and financial matters. Fourth, where you have given clear consent, for example when you agree to receive occasional updates.

Where we rely on consent you may withdraw it at any time by contacting our office. Withdrawal does not affect processing carried out before the withdrawal.

6. How We Use Information

We use information to respond to enquiries, prepare proposals and agreements, carry out the service tract you have engaged, schedule maintenance, coordinate tradespeople, and keep owners informed through written summaries. We use it to manage tenancies, collect rent, account for deposits and maintain the records that support a property over time.

We use website information to keep this site secure and working, to understand which pages are useful and to improve the way we describe our services. We use contact information to answer you and, where permitted, to send occasional service notices such as a reminder that the winter maintenance roster is open.

We do not use information for automated decision making that produces a legal effect about you, and we do not sell personal information to data brokers.

7. When We Share Information

We share information only where it is necessary to deliver a service, where the law requires it or where you have asked us to. The recipients fall into a small number of categories.

• Tradespeople and contractors who carry out maintenance or repair work at a property.
• Cleaning and turnover crews for vacation rentals.
• Professional advisers such as attorneys, accountants, surveyors and title officers where a transaction or a boundary question requires it.
• Booking platforms and software providers that support scheduling, accounting and communication.
• Government agencies, courts or regulators where we are legally required to respond.

Each recipient is expected to protect the information and to use it only for the purpose for which it was shared. We do not permit a recipient to use your information for its own independent marketing without a lawful basis.

8. Property and Tenancy Records

Property management generates records that must be kept accurately and for a defined period. These include inspection reports, condition notes, maintenance histories, financial statements, lease documents and correspondence. We organize these records carefully so that an owner can see the state of a property at any time and so that a future transaction runs smoothly.

Where a record contains personal information, we limit access to the members of our team who need it. When a management agreement ends we return or transfer the records as the agreement provides and as any legal retention requirement allows.

9. Cookies and Similar Technologies

This website uses a small number of cookies and similar technologies where they are needed for the site to function correctly and to remember simple preferences during a visit. A cookie is a small file that a website stores on your device so that it can recognize the device on a later request.

You can control cookies through your browser settings. Blocking every cookie may affect the way the site behaves, but the core content of this website remains readable without them. We do not use cookies to build a cross site advertising profile of you.

10. Website Analytics

We may use a privacy conscious analytics service to understand how visitors reach this site and which pages they find useful. The information gathered for this purpose is aggregated and used to improve our content and our service descriptions. Where an analytics service sets an identifier, it is used only for measurement and is not combined with property records we hold.

We choose analytics tools that allow us to limit data collection to what is genuinely useful, and we review those tools from time to time to ensure they remain appropriate.

11. Marketing Communications

We send marketing or service notice communications only where we have a lawful basis to do so, which in most cases is your consent or an existing relationship. A message of this kind always identifies the Company and always includes a simple way to stop receiving further messages.

If you ask us to stop sending marketing messages, we will record that request and honor it. We may still contact you about an active agreement, a pending transaction or a matter that requires attention, because those messages are part of the service itself.

12. How Long We Keep Information

We keep personal information only for as long as it is needed for the purpose it was collected, plus any additional period that law or good practice requires. Contact enquiries that do not lead to an engagement are kept for a modest period and then removed. Property and tenancy records are kept for the period required by applicable law and by the terms of the management agreement.

When a retention period ends we delete or anonymize the information in a secure manner. Where a record has historical value for a property, such as a prior survey note, we may keep it in an organized property file for as long as the file remains active, because it serves the owner interest directly.

13. How We Protect Information

We protect personal information with administrative, technical and physical safeguards suited to the sensitivity of the information. These safeguards include limiting access to the team members who need it, using reputable service providers, keeping software current and storing records in controlled locations.

No method of transmission or storage is entirely without risk. We work to reduce that risk to a reasonable level and we review our practices as our services and the available tools change. If you believe your information has been mishandled, contact us immediately so that we can investigate.

14. Your Privacy Rights

Depending on where you live, you may have rights over the personal information we hold about you. These commonly include the right to know what we hold, the right to request a copy, the right to ask us to correct inaccurate information, the right to ask us to delete information that we no longer need and the right to object to certain processing.

To exercise a right, contact our office using the details in the final section of this policy. We will verify your identity before acting, so that we do not disclose information to the wrong person, and we will respond within the period that applicable law allows. We do not charge a fee for a reasonable request.

15. Privacy for Children

Our website and our services are intended for adults and for the management of property on behalf of adults. We do not knowingly collect personal information from children. If you believe that a child has provided information to us, please contact our office and we will remove it promptly.

Where a tenancy or transaction involves a household with children, we handle any related information with particular care and only to the extent needed for the property matter at hand.

16. Third Party Services and Links

This website may link to external services such as a mapping tool or a booking platform. Those services operate under their own privacy notices, and we are not responsible for their practices. We select partners carefully, but we encourage you to read their notices before providing information.

Where a third party processes information on our behalf, we take reasonable steps to confirm that the processing is governed by a suitable agreement and that your information is handled consistently with this policy.

17. Data Stored in the United States

DSN-HDN Properties LLC operates from the United States and stores information in the United States. If you contact us from another country, you understand that your information will be transferred to and processed in the United States, where privacy rules may differ from those in your home jurisdiction.

We take steps to protect information during any such transfer and to apply the safeguards described in this policy regardless of where the information is held.

18. Data Breach Response

If we become aware of a security incident that affects personal information, we will investigate promptly, take steps to contain the incident and protect affected information, and notify the people affected and the relevant authorities where the law requires it. We keep a record of incidents and the actions taken so that we can improve our safeguards over time.

You can help protect your own information by using care with the messages you send and by telling us at once if you suspect that an account or a document has been misused.

19. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our services, in the tools we use or in applicable law. When we make a material change we will update the date at the top of the policy and, where appropriate, provide a notice on the website or by direct communication.

We encourage you to review this policy when you engage a new service tract so that you remain aware of how your information is handled.

20. Contacting Us

If you have a question about this Privacy Policy, a request about your personal information or a concern about how information has been handled, please contact our office using the details below. We read every privacy message personally and we treat such matters with priority.

We aim to acknowledge every privacy enquiry promptly and to resolve it as fully as we can. If a matter requires more time, we will tell you what to expect and keep you informed until it is closed.

21. Your Choices Over Time

You remain in control of the information you share with us. You may ask us to correct a detail, to stop sending a particular kind of message or to close an enquiry that is no longer active. When your circumstances change, tell us and we will update our records so that they reflect the position correctly.

If you are an owner with a property file, you may ask to see the file and the notes that relate to your property, and we will provide a clear summary of what it contains. If you are a guest or a tenant, you may ask what information we hold about you and why, and we will answer in plain language. These choices exist at every stage of the relationship, not only at the beginning.

We review the information we hold from time to time, remove what is no longer needed and confirm that the remainder is accurate. That habit keeps our records useful and keeps the handling of personal information aligned with the promises made in this policy.