Privacy Policy

Flat Fee Landlord LLC (“FFL,” “we,” “us,” or “our”) is committed to protecting your privacy. This Privacy Policy explains how we collect, use, and protect your information when you visit our website or engage our services.

1. Information We Collect

We collect information you voluntarily provide, including your name, email address, phone number, and property details when you submit a form or contact us directly.

2. How We Use Your Information

We use your information to respond to inquiries, provide property management services, send service-related communications, and improve our website and offerings.

3. SMS / Text Message Communications

By providing your phone number and opting in, you consent to receive text messages from Flat Fee Landlord LLC. These messages may include:

• Notifications about your account or active management agreement
• Updates about your inquiry or onboarding process
• Information regarding your home, rental property, or management services

Message frequency varies. Message and data rates may apply. You may opt out at any time by replying STOP. For help, reply HELP or contact us at hello@flatfeelandlord.com.

IMPORTANT: We do not share mobile information or SMS consent 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.

4. Cookies and Tracking

We may use cookies and similar technologies to enhance your browsing experience and analyze site traffic. You can disable cookies through your browser settings.

5. Sharing of Information with Partners

We may share your contact information, including name, email address, and phone number, with licensed property management companies, real estate professionals, and other service partners (“Partners”) who may be able to assist with your property management or rental needs. By submitting a form on this website, you consent to being contacted by such Partners regarding their services.

We may also use trusted third-party service providers to operate our website and deliver services. These providers are contractually obligated to protect your information and may not use it for purposes beyond those we authorize.

SMS consent and mobile phone numbers collected for text messaging are never shared with third parties or Partners for marketing or promotional purposes.

6. Call Recording, Tracking, and Analytics

Phone calls

When you call any phone number published on this website, in our Google Business Profile, or in any of our marketing materials, the call is routed through our third-party call tracking provider, CallRail, Inc. (“CallRail”). Before we connect the call, you will hear a brief automated disclosure stating that the call may be recorded and shared with third-party providers. The disclosure plays on every inbound call, regardless of which state you are calling from.

By staying on the line after this disclosure, you consent to recording. If you do not consent, you may hang up at any time, or you may contact us by email instead at hello@flatfeelandlord.com.

For each call we receive, CallRail collects and we may receive:

• Caller phone number and caller ID name (where available)
• Call audio recording, retained for up to 60 days under our current plan
• Call transcription and AI-generated summaries (CallRail’s “Conversation Intelligence” service), used to help us route, qualify, and follow up on inquiries
• Source attribution data — including the page on our website that you arrived at, the URL parameters present (such as gclid from Google Ads), the referring website, and the date and time of your visit
• Session cookies placed on your browser before the call (see Cookies and Tracking Technologies below)

We use this information to (a) respond to your inquiry, (b) match the call back to the marketing source that introduced you to us so we can measure marketing performance, and (c) improve our services.

Recording and consent — state-by-state

Our published phone numbers are operated from Virginia, a “one-party consent” state under VA Code § 19.2-62, meaning we are legally permitted to record calls we are a party to. However, recording laws vary by state, and we provide the same audio disclosure on every call regardless of where you are calling from. Maryland, Washington, D.C., and several other states require all parties to a call to consent to recording. By staying on the line after the disclosure, you provide that consent.

If you are calling from a state with stricter rules (Maryland, D.C., California, Florida, Illinois, Massachusetts, Pennsylvania, Washington, or others), we treat your continued participation in the call as consent. You may revoke consent and end the call at any time.

CallRail’s privacy practices

CallRail processes your call data on our behalf as a service provider. CallRail’s own privacy practices are described at https://www.callrail.com/privacy. We have a data processing agreement with CallRail.

Phone numbers shown on our website

The phone number displayed on our website may be dynamically swapped to a tracking number based on how you arrived at the site (paid search, organic search, direct, etc.). All such numbers route to our same business line through CallRail; the specific number you see is a routing identifier used for marketing attribution, not a different business or department.

7. Cookies and Tracking Technologies

We use first-party and third-party cookies and similar technologies to operate the website, measure marketing performance, and improve user experience. Specifically:

First-party cookies

Set directly by flatfeelandlord.com:

• Session cookies for navigation state and form submissions
• Preference cookies for content you have interacted with (e.g., dismissed banners)

Third-party cookies and tracking pixels

We use the following third-party services. Each service places its own cookies and may share aggregated or anonymized data with its own platform:

• Google Analytics 4 (Google LLC) — measures website usage, visit duration, and conversion events. Privacy practices: https://policies.google.com/privacy
• Google Ads (Google LLC) — measures ad campaign performance and serves remarketing ads to past visitors on the Google Display Network and YouTube. Privacy practices: https://policies.google.com/technologies/ads
• Google Tag Manager (Google LLC) — administers the loading of analytics scripts on the page
• CallRail (CallRail, Inc.) — places attribution cookies (calltrk_session_id, calltrk_referrer, calltrk_landing, calltrk_fcid) to bind your website visit to any subsequent phone call you place to one of our tracked numbers
• Microsoft Clarity (Microsoft Corporation) — heatmaps and session recordings (mouse movement, clicks, scroll behavior on the page; we do not record keystrokes in form fields). Privacy practices: https://privacy.microsoft.com/en-us/privacystatement

We may add or change marketing analytics partners over time. Material additions will be reflected in this policy.

Your choices

You may opt out of cookies by:

• Adjusting your browser cookie settings
• Using browser extensions such as Privacy Badger, uBlock Origin, or Ghostery
• Opting out of Google’s interest-based advertising at https://www.google.com/settings/ads
• Opting out of Microsoft Clarity tracking at https://privacy.microsoft.com/en-us/privacystatement

Note that disabling cookies may limit some website functionality (such as form submission state and call attribution).

8. Your State Privacy Rights

Virginia (VA CDPA)

If you are a Virginia resident, the Virginia Consumer Data Protection Act gives you the right to:

• Know what personal data we hold about you
• Correct inaccuracies in your personal data
• Delete personal data we collected from you
• Receive a copy of your data in a portable format
• Opt out of “targeted advertising” or “sale” of personal data

To exercise these rights, contact us at hello@flatfeelandlord.com with the subject line “Privacy Request — VA”. We will verify your identity and respond within 45 days.

California, Colorado, Connecticut, Utah

Residents of California (CCPA/CPRA), Colorado (CPA), Connecticut (CTDPA), and Utah (UCPA) have similar rights to access, delete, and opt out of certain processing. To exercise these rights, use the same contact method above with the relevant state in the subject line.

Other states

We do not currently operate physical offices in states beyond Virginia, Maryland, D.C., Texas, and the markets listed on the website. However, our website is accessible nationwide and residents of any state may contact us with privacy requests at hello@flatfeelandlord.com. We will respond within applicable legal timeframes.

What we do not do

• We do not sell your personal information for monetary consideration
• We do not knowingly collect data from anyone under 18
• We do not use your data to make automated decisions that produce legal or similarly significant effects on you

9. Data Retention

We retain personal data only as long as necessary for the purposes described above, or as required by law:

Recordings, transcripts, and analytics data are deleted automatically by CallRail and Google at the end of these periods, or sooner if you exercise a deletion right under applicable state privacy law.

10. Data Security

We implement reasonable technical and organizational measures to protect your personal information from unauthorized access, disclosure, or loss.

11. Your Rights

You may request access to, correction of, or deletion of your personal information at any time by contacting us at hello@flatfeelandlord.com.

12. Changes to This Policy

We may update this Privacy Policy from time to time. We will post the revised policy on this page with an updated effective date.

13. Contact Us

For privacy-related requests (data access, deletion, correction, opt-out, recording consent revocation), email hello@flatfeelandlord.com with “Privacy Request” in the subject line. We will respond within 45 days for Virginia residents, 30–45 days for other state-law requests as required, or as soon as practical for general inquiries.