City of San Jose Housing Portal is a platform to connect renters and property managers to subsidized affordable housing opportunities. Your privacy is important to us, so we strive to be transparent about how we collect, use, and share information about you. This policy is intended to help you understand:
- WHAT INFORMATION WE COLLECT
- HOW WE USE INFORMATION
- HOW WE SHARE INFORMATION
- HOW WE STORE INFORMATION
- HOW TO ACCESS AND CONTROL YOUR INFORMATION
- ADDITIONAL IMPORTANT PRIVACY MATTERS
- HOW TO CONTACT US
Information collected: Information provided in your housing application (name, phone number, income, household size, etc.) and additional automatically collected information (IP address, cookie information, etc.) to provide the Services to you
How your information is used: Your information allows us to provide you the Services, including the ability to apply to the available affordable housing options. Additional usage includes contacting you regarding the Services and conducting research and development to improve the Services. We will not sell your information for any third-party marketing purposes.
Who we share you information with: We may share your information with our third-party service providers, including property managers and developers and staff from our Agents, to comply with legal obligations, to protect and defend our rights and property, ensure the functionality of the Site, or with your permission.
For further questions: contact SJHousingPortal@sanjoseca.gov
- WHAT INFORMATION WE COLLECT
We require certain information to provide our Services to you. For example, you may be required to have an account to interact with certain aspects of the Services. When you choose to share the information below with us, we collect and use it to operate our Services. "Personal Data" means data that allows someone to identify or contact you, including, for example, your name, address, telephone number, e-mail address, travel preferences, specific expenses, as well as any other non-public information about you that is associated with or linked to any of the foregoing data. "Anonymous Data" means data that is not associated with or linked to your Personal Data; Anonymous Data does not permit the identification of individual persons. As used in this document, the general term “information” includes all data provided by you or collected via the Services, including both Personal Data and Anonymous Data. We collect Personal Data and Anonymous Data, as described below.
Information You Provide.
When you use the Services, you will provide information that could be Personal Data, such as (a) your name, email address, mobile telephone number, password for the Site, date of birth, tax identification number, schedule, picture, and other registration information; (b) information you provide us when you contact us for help; (c) any information required to ensure a User is eligible to participate in a specific program or aspect of Services; and (d) any other information you enter into the Services.
Information We Collect Automatically.
We automatically receive and record information from your use of the Services, including but not limited to: Site usage, your IP address, browser type, Internet service provider, referring/exit pages, operating system, date/time stamp, clickstream data, and cookie information. Generally, the Services automatically collect usage information, such as the number and frequency of users of the Services.
Pixel Tags (also referred to as clear Gifs, Web beacons, or Web bugs). Pixel Tags are tiny graphic images with a unique identifier, similar in function to Cookies, that are used to track online movements of Web users. In contrast to Cookies, which are stored on a user’s computer hard drive, Pixel Tags are embedded invisibly in Web pages. Pixel Tags also allow us to send e-mail messages in a format users can read, and they tell us whether e-mails have been opened to ensure that we are sending only messages that are of interest to our users. The use of a pixel allows us to record, for example, that a user has interacted with a message, visited a particular web page, or clicked on a particular advertisement. We do not provide Personal Data to any advertising networks for use outside of the Services.
Third Party Data.
- HOW WE USE THE INFORMATION
We strive to ensure that we protect your privacy rights as we process your information. We take your privacy rights seriously. Below are the specific purposes for which we use the information we collect about you.
To provide the Services and personalize your experience.
We use information about you to provide the Services to you, including to process applications for services and related transactions with you, authenticate you when you log in, provide customer support, and operate and maintain the Services.
For research and development.
We are always looking for ways to make our Services smarter, faster, more secure, integrated, and useful to you. In addition, we intend to use the Aggregate Information (as described below) to positively influence housing policy. To that end, we use collective learnings about how people use our Services and feedback provided directly to us to troubleshoot and to identify trends, usage, activity patterns and areas for integration and improvement of the Services.
To communicate with you about the Services.
We use your contact information to send transactional communications via email or chat and within the Services, including questions and requests, providing customer support, and sending you technical notices, product updates, security alerts, administrative and other messages.
To market, promote, and drive engagement with the Services.
We use your contact information and information about how you use the Services to send promotional communications that may be of specific interest to you, including by email. These communications are aimed at driving engagement and maximizing what you get out of the Services, including information about new features, survey requests, events, and other information we think may be of interest to you. We also communicate with you about new product offers and new services.
Conducting surveys and collecting feedback about our Services.
We do this to pursue our legitimate interests to understand if the Services are helpful to you and to evaluate the effectiveness of any updates we provide.
We use your information to resolve technical issues you encounter, to respond to your requests for assistance, to analyze crash information, and to repair and improve the Services. We also use your information to provide requested assistance (either originated from you, or a person acting legitimately on your behalf) and to offer proactive support when necessary.
For safety and security.
We use information about you and your Service use to verify accounts and activity, to monitor suspicious or fraudulent activity and to identify violations of Service policies.
To protect the public interests and legal rights.
Where required by law, where we believe it is in the public interest, or where it is necessary to protect our legal rights, interests, and the interests of others, we use information about you in connection with legal claims, compliance, regulatory, and audit functions.
With your consent.
We use information about you where you have given us consent to do so for a specific purpose not listed above. For example, we may publish testimonials or featured customer stories to promote the Services, with your permission.
We may process your information for any other purpose disclosed to you in connection with our Services from time to time. If we intend to process your personal data for a purpose other than that set out above, we will provide you with information prior to such processing and will obtain your consent where necessary.
We use your information to determine your eligibility for the Service.
Providing access to services.
We use your information to provide you with access to the services you have applied to such as access to housing.
- HOW WE SHARE INFORMATION
We may share your information with our third-party service providers, including property managers and developers and staff from our Agents, to comply with legal obligations, to protect and defend our rights and property, ensure the functionality of the Site, or with your permission. Below are the specific ways we share information we collect about you.
User Profile Information.
User profile information including your name, email, phone number and other information you enter may be displayed to other users to facilitate user interaction within the Services (for example, to enable property managers to contact you about housing opportunities).
Information Shared with Our Agents.
We employ and contract with people and other entities that perform certain tasks on our behalf and who are under our control (our “Agents”), including companies to build and maintain the Site. We may need to share Personal Data with our Agents to provide products or services to you. Unless we tell you differently, our Agents do not have any right to use Personal Data or other information we share with them beyond what is necessary to assist us. You hereby consent to our sharing of Personal Data with our Agents.
IP Address Information.
We share Aggregate Information with our agents, partners, and service providers. We share this type of statistical data so that our partners can understand how and how often people use our Services and their services or websites, which facilitates improving both their services and how our Services interface with them. In addition, these third parties may share with us non-private, aggregated or otherwise non-Personal Data about you that they have independently developed or acquired.
Information Disclosed for Our Protection, the Protection of Others and Legal Requirements.
We also reserve the right to access, read, preserve, and disclose any information as it reasonably believes is necessary to (i) satisfy any applicable law, regulation, legal process, or governmental request, (ii) enforce our Terms of Service, including investigation of potential violations hereof, (iii) detect, prevent, or otherwise address fraud, security, or technical issues, (iv) respond to user support requests, or (v) protect our rights, property or safety, our users, and the public. This includes exchanging information with other companies and organizations for fraud protection and spam/malware prevention.
Information We Share with Your Consent:
We will share your Personal Data with any relevant party you have granted us permission to share with.
- HOW WE STORE AND SECURE INFORMATION
Keeping your information secure is a top priority for us. To that end we comply with industry-standard best practices to secure your information. We use data hosting service providers in the United States to host the information we collect, and we use technical measures to secure your data. While we implement safeguards designed to protect your information, no security system is impenetrable and due to the inherent nature of the internet, we cannot guarantee that data, during transmission through the internet or while stored on our systems or otherwise in our care, is absolutely safe from intrusion by others. How long we keep information we collect about you depends on the type of information, as described in further detail below. After such time, we will either delete or anonymize your information or, if this is not possible (for example, because the information has been stored in backup archives), then we will securely store your information and isolate it from any further use until deletion is possible.
We retain your Personal Data only as long as necessary to accomplish the purpose for which it was collected or to comply with our legal and contractual obligations, plus 1 year, and then securely dispose of that information. We also retain some of your information as necessary to comply with our legal obligations, to resolve disputes, to enforce our agreements, to support operations and to continue to develop and improve our Services. Where we retain information for Service improvement and development, we take steps to eliminate information that directly identifies you, and we only use the information to uncover collective insights about the use of our Services, not to specifically analyze personal characteristics about you.
Information You Share on the Services
If your account is deactivated or disabled, some of your Personal Data and Anonymous Data and the content you have provided will remain.
If you have elected to receive marketing emails from us, we retain information about your marketing preferences unless you specifically ask us to delete such information. We retain information derived from cookies and other tracking technologies for a reasonable period of time from the date such information was created.
Property Managers and Developers.
- HOW TO ACCESS AND CONTROL YOUR INFORMATION
You can access and edit your information by logging into your account and going to account settings.
You can stop all further collection of information by discontinuing use of the Service. Information that was provided previously will be retained as necessary to accomplish the purpose for which it was collected or to comply with our legal and contractual obligations, plus 1 year.
- ADDITIONAL IMPORTANT PRIVACY MATTERS
The Services are not directed to individuals under 18. We do not knowingly collect Personal Data from children under 18. If we become aware that a child under 18 has provided us with Personal Data, we will take steps to delete such information. If you become aware that a child has provided us with Personal Data, please contact our support services.
We are concerned about safeguarding the confidentiality of your Personal Data. We provide physical, electronic, and procedural safeguards to protect information we process and maintain and use a combination of firewall barriers, encryption techniques and authentication procedures. For example, we limit access to your Personal Data to authorized employees and contractors who need to know that information to operate, develop or improve our Services. Please be aware that, although we endeavor to provide reasonable security for information we process and maintain, no security system can prevent all potential security breaches.
Links to Other Sites.
- CONTACT US
If you have any questions, please don’t hesitate to contact us at: SJHousingPortal@sanjoseca.gov.