Privacy Policy

Who we are

Kove is a property management company for residential buildings in New York City. We are the managing agent for the building owners (landlords) we work for. In this policy, "we" means Kove, and "you" means anyone who uses Kove or hears from us: owners and the people they invite, tenants, and vendors.

What we collect

• Contact details: name, mobile phone number, email address and mailing address.
• Home and lease details: building, apartment, lease dates, rent, and the record of charges and payments.
• Housing program details, if you are in a program such as Section 8 or CityFHEPS: your share of the rent, the agency's share, and recertification and inspection dates.
• Documents that you or your landlord give us, such as leases, notices, agency letters and recertification documents.
• Text messages, emails and portal messages you send us, a record of what we sent you, and a record of your consent to text messages (when and how you agreed, and the words you agreed to).
• Technical details when you use the portal, such as sign-in times and your device's internet (IP) address, used to keep accounts safe.

We never ask for your Social Security number, and we never copy it into our records. If a document you or your landlord give us shows it, we keep the document in private storage that only authorized people can open, and we don't pull the number out. Please cover it before you upload a document. We never ask for or keep your passwords for government websites.

How we use it

• To manage the building and the tenancy for the owner: rent records, leases, renewals, recertifications, inspections and repairs.
• To send you the reminders and updates you agreed to get, and to answer your questions.
• To keep the records that the law and housing programs require.
• To keep accounts secure and prevent fraud.
• To fix problems and improve Kove.

We never use where your income comes from, such as a housing voucher or public assistance, to screen you out or treat you differently. That is against the law in New York City, and against our rules.

Who we share it with

• Your landlord (the building owner) and the people they authorize, because we manage the building for them.
• Government housing agencies, such as NYCHA, HPD, HRA or DHCR, when you are in their program and the paperwork requires it.
• Companies that help us run Kove: hosting, email delivery, text message delivery (Twilio), e-signature and document reading. They may only use the information to provide their service to us.
• Lawyers, courts or government authorities when the law requires it, or to protect someone's safety or rights.
• A company that takes over Kove, which must follow this policy.

The above excludes text messaging originator opt-in data and consent; this information will not be shared with any third parties.

We do not sell personal information, and we do not share it for advertising.

Text messages

We do not share, sell, or provide your mobile phone number or messaging consent data to third parties or affiliates for marketing or promotional purposes. We do not sell or share your SMS opt-in data or personal information with third parties for marketing purposes. We will not share your mobile phone number with third parties for marketing, and we share it with others only as described in "Who we share it with".

When you agree to text messages, you agree to get them from Kove only. Your consent cannot be passed on to anyone else. Our text message provider handles your number only to deliver our messages.

We only text people who signed up themselves. Message frequency varies. Message and data rates may apply. Reply HELP for help. Reply STOP to opt out at any time. Our Terms and Texting Terms explain the program.

AI tools

Some documents, such as leases and agency letters, are sent to an AI company that reads details like dates and amounts for us. It may use them only to do that work, and its business terms don't allow it to train its models on them. A person checks what it finds before it is used.

Cookies and tracking

This website sets no cookies. The Kove portal uses only the cookies needed to sign you in and to accept an invitation, and remembers your tap-feedback setting on your device. We don't use advertising or tracking cookies, and we don't track you across other websites, so we don't respond to browser "Do Not Track" signals differently.

How we protect it

Information is encrypted when it travels over the internet. Each owner's information is kept separate from every other owner's. Owners and Kove staff must use two-step sign-in, and we keep a record of changes to records and of who views the most sensitive ones. If a security breach affects your information, we will notify you as required by law.

How long we keep it

We keep information for as long as we manage the building for the owner, and for as long as the law or a housing program requires after that. Then we delete it securely.

Your choices

• Text messages: reply STOP to opt out, or email us. Reply START to sign up again.
• Emails: use the unsubscribe link in any email that isn't required, or email us.
• To see or correct your information, or to ask about this policy, email us. Some records, such as rent and lease records, must be kept by law, and your landlord decides some things about their own records.

Children

Kove is for adults and is not directed to children. Information about children in a household can appear in housing program documents that the adult tenant or the agency gives us. We protect it the same way and never contact children.

Changes to this policy

If we change this policy, we will post the new version here and update the date at the top. We will tell you before an important change takes effect, and we won't apply it to information we already have without telling you.

Contact us

Email help@kovepm.com with any question about your information or this policy.