Privacy Policy

Who we are

The Sawa Group is a licensed apartment locating service operating under AEA Realty LLC (TREC License No. 9005703), providing free apartment locating services to renters in Houston, Dallas–Fort Worth, Austin, and San Antonio. This Privacy Policy applies to information collected through our website and any related forms, communications, or services.

Our designated agent for privacy matters is Melissa Hurbs (TREC License No. 841499), a licensed Texas Realtor operating under AEA Realty LLC.

Information we collect

We collect information you voluntarily provide when you fill out our apartment search form. This includes:

• Name, phone number, and email address
• Desired move-in date, monthly budget, and bedroom preferences
• Preferred neighborhoods or areas within your chosen city
• Credit score range and rental history (broken lease or eviction disclosures)
• Your current housing situation and any special needs
• Optional notes you choose to include

We also automatically collect limited technical information when you visit our website, including your IP address, browser type, device type, pages visited, and the source that referred you to our site (such as a Google Ad). This information is collected through cookies and standard web analytics tools.

How we use your information

We use the information you provide solely to provide our apartment locating service. Specifically, we use your information to:

• Contact you to discuss your apartment search and deliver personalized property matches
• Search available properties on your behalf using professional databases
• Schedule apartment tours and communicate leasing specials
• Send you a confirmation of your form submission
• Follow up with you during your active search period
• Improve our services and website based on aggregate usage patterns
• Comply with legal obligations applicable to licensed Texas real estate professionals

We do not use your information for any purpose unrelated to your apartment search without your explicit consent.

How we share your information

We do not sell, rent, or trade your personal information to third parties. We may share your information only in the following limited circumstances:

• Apartment communities: With your knowledge and as part of the locating process, we may share your name and contact information with apartment communities you express interest in, in order to schedule tours or submit referral documentation.
• Service providers: We use Google Workspace (including Google Sheets and Gmail) to store and manage lead information. These providers process data on our behalf and are bound by their own privacy policies.
• Legal requirements: We may disclose your information if required by law, court order, or governmental authority, or if we believe disclosure is necessary to protect our rights or the safety of others.
• Business transfers: In the event The Sawa Group is acquired, merged, or its assets are transferred, your information may be included as part of that transaction. We will notify you before your information becomes subject to a different privacy policy.

Cookies & tracking technologies

Our website uses the following tracking technologies:

• Google Analytics: We use Google Analytics to understand how visitors use our website. This service uses cookies to collect anonymous usage data. You can opt out by installing the Google Analytics Opt-Out Browser Add-on.
• Google Ads (Google Tag): We use Google's advertising tag to measure the effectiveness of our ads and to show relevant ads to people who have previously visited our site (remarketing). Google's advertising policies govern how this data is used.
• Cookies: Our site may use session cookies for technical functionality. These do not collect personal information and expire when you close your browser.

You can control or disable cookies through your browser settings. Note that disabling cookies may affect the functionality of our website. For more information about how Google uses data when you use our site, visit Google's Privacy & Terms.

Data retention

We retain your personal information for as long as necessary to provide our services and comply with applicable legal obligations. In practice, this means:

• Active search information is retained for the duration of your apartment search and for a reasonable follow-up period of up to 12 months after your last contact with us
• Transaction records related to completed leases may be retained for up to 7 years in accordance with Texas real estate record-keeping requirements
• You may request deletion of your information at any time by contacting us (see Section 11)

Your rights & choices

You have the following rights with respect to your personal information:

• Access: You may request a copy of the personal information we hold about you
• Correction: You may request that we correct inaccurate or incomplete information
• Deletion: You may request that we delete your personal information, subject to any legal retention obligations
• Opt-out of communications: You may opt out of follow-up texts or emails at any time by replying STOP to any text message or by contacting us directly
• Do Not Track: Some browsers transmit Do Not Track signals. We currently do not respond to these signals, but we do not sell personal data regardless

To exercise any of these rights, please contact us using the information in Section 11. We will respond to your request within 30 days.

Children's privacy

Our services are intended for adults aged 18 and older who are seeking to rent housing. We do not knowingly collect personal information from individuals under the age of 18. If we become aware that we have inadvertently collected information from a minor, we will delete it promptly. If you believe we have collected information from a minor, please contact us immediately.

Security

We take reasonable steps to protect your personal information from unauthorized access, use, or disclosure. These measures include using encrypted connections (HTTPS) for data transmission and limiting access to your information to personnel who need it to provide our services.

However, no method of transmission over the internet or electronic storage is 100% secure. While we strive to protect your personal information, we cannot guarantee its absolute security. We encourage you to take steps to protect yourself online, including using strong passwords and keeping your software up to date.

Changes to this policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, or legal requirements. When we make material changes, we will update the "Last Updated" date at the top of this page. We encourage you to review this policy periodically.

Your continued use of our website or services after any changes to this Privacy Policy constitutes your acceptance of the updated policy.

Contact us

If you have any questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us: