Harlen Privacy Policy

1. Who we are and what this policy covers

COAR Property Management, Inc. operates Harlen, a California rental search and leasing service. “Harlen,” “we,” and “us” mean COAR Property Management, Inc.

This policy describes how we handle information through Harlen’s website, accounts, property searches, inquiries, tour coordination, owner submissions, and related communications.

Rental applications, screening, application-fee payments, and tenancy services may use AppFolio or another provider’s separate portal. Review the notices presented in that process for information about those additional activities. Information you provide on Harlen remains covered by this policy even if you later apply elsewhere. COAR remains responsible for its own handling of information it receives; using a separate portal does not transfer all of that responsibility to the portal provider.

2. Information we collect

Collection depends on the features you use:

Contact and account information: names, email addresses, telephone numbers you provide, account identifiers, and profile information made available through your sign-in method. Clerk provides our authentication service and handles sign-in credentials.
Rental searches and requests: search criteria, locations and budgets, saved properties, tour availability, scheduling information, notes, concierge messages, and related service history.
Owner and listing submissions: contact details, your relationship to a property, property addresses, rental terms, descriptions, photographs, and information submitted for listing review. The listing form can save unfinished entries and selected photographs in your browser before you submit them.
Correspondence: inquiry contents, replies, callback requests, support requests, privacy requests, and records needed to handle them. Our homepage form collects your name, email, message, and an optional telephone number for a manual callback.
Technical and usage information: IP addresses and other network information, browser and device characteristics, pages and URLs requested, referring pages, timestamps, approximate location derived from technical information, website performance, error information, and security signals. Maps and listing searches also process the locations and search criteria you select.

We obtain information from you, your interactions with the website, authentication and technology providers, and the property contacts involved in a service you request. Please submit only information relevant to the service. General inquiry and tour-note fields are not intended for Social Security numbers, financial account details, identity documents, or screening reports.

3. How we use information

We use information to provide accounts and saved-property features; display and search listings; respond to inquiries; coordinate tours and other requested services; review owner submissions; maintain listings and service records; communicate with you; diagnose problems and improve website performance; prevent spam, fraud, and misuse; handle privacy and accessibility requests; and meet legal obligations.

Providing a telephone number in the homepage inquiry form requests a manual callback. It does not enroll you in a marketing text-message program. This policy describes information practices; it does not itself supply consent for communications or other activities that require separate consent.

4. When information is disclosed

Property contacts and public listings

To carry out a property inquiry or requested service, we may provide relevant contact information, scheduling details, and request information to the owner, listing broker, property manager, or their authorized staff. A property contact may be COAR or an independent business with its own privacy responsibilities. Contact us if you need help identifying the recipient for a particular property.

Providing contact details in an owner intake field does not authorize their public display. Property descriptions, photographs, and other content submitted for publication may appear publicly when a listing is published, including personal information you place in that content. Avoid including private documents or unnecessary personal details in material intended for publication. A tour request does not authorize distribution of a consumer screening report.

Technology and communications providers

Providers process information needed for their functions:

Clerk supports authentication and account sessions.
Supabase and Vercel support storage, hosting, and website delivery. Stored service records can include account-linked activity, tour and concierge service requests, owner submissions, and uploaded listing photographs.
Resend and email providers support communications. The homepage inquiry service sends your name, email, optional callback number, and full message through Resend to Harlen’s staff inbox. Operational notifications may also contain relevant account, listing, and activity information.
MapTiler and Repliers support maps and property information. These services receive relevant map or search requests and technical request information; certain listing requests include the visitor’s IP address.
Vercel Web Analytics and Speed Insights measure website use and performance, as explained below.
Sentry, when enabled, receives error diagnostics subject to our filtering settings. Session replay is disabled in our website configuration.
Cloudflare Turnstile helps protect the inquiry form from bots. It processes security signals such as IP address, browser information, connection characteristics, and the website involved. Cloudflare also uses these signals to improve its bot-detection service, as described in its Turnstile Privacy Addendum.
Image and content-delivery providers, including Unsplash where its content is used, receive the technical information needed to deliver requested media.

Other disclosures

We may disclose relevant information at your direction, to professional advisers, to comply with law or legal process, to investigate misuse or protect legal rights and safety, or in connection with a proposed or completed business transfer. These disclosures remain subject to applicable law and any required notices or permissions.

5. Cookies, browser storage, analytics, and privacy signals

Account features use cookies and similar technologies for authentication and session management. Owner listing drafts use browser storage, including local storage for form information and a browser database for selected photographs. These drafts can remain on the device after you leave the page. Avoid leaving private information on a shared device.

Vercel Web Analytics collects page-view information such as URLs, referring pages, timestamps, approximate location, and browser or device characteristics. It uses a temporary request-derived identifier rather than third-party analytics cookies. Speed Insights collects page and device information and performance measurements. These services operate across the website; a service operating without cookies still processes information.

Where Sentry error reporting is enabled, our configuration removes designated personal information and request contents before sending reports. Filtering reduces what is sent; it does not make every possible diagnostic record anonymous.

Providers whose features operate on this website may also receive information about your interactions with their services over time and across other websites using those services. For example, Cloudflare uses security signals to improve bot detection across its service. Their applicable notices describe those additional practices. This policy does not represent that every provider acts only on our instructions.

Do Not Track and Global Privacy Control. Our website does not currently automatically change its information collection in response to browser Do Not Track signals. It also does not currently have automated processing for Global Privacy Control signals. These signals are different: Global Privacy Control communicates an opt-out of sale or sharing under applicable privacy law. Nothing in this policy limits rights you have under that law. You may contact us about your privacy choices using the details below.

You can manage cookies and stored website data through your browser. Blocking or clearing them can affect sign-in and erase unfinished listing drafts. Browser controls do not necessarily stop information transmitted when you request a page or feature, and clearing your browser does not delete information already received by us or our providers.

6. Retention and protection

Retention depends on the type of information and why it is held:

Account and service records: account status, the services requested, ongoing communications, and the need to maintain an accurate service history.
Inquiries, tour requests, and correspondence: whether the request remains active, follow-up needs, and applicable recordkeeping or dispute requirements. Removing a saved property or cancelling a tour does not necessarily erase related history or correspondence.
Owner submissions, listing records, and photographs: whether a draft or listing remains active, publication and review history, and applicable brokerage recordkeeping duties.
Technical and security information: troubleshooting, performance analysis, abuse prevention, and investigation needs, together with the relevant provider’s retention arrangements.
Browser drafts: the browser’s storage settings, your actions to clear data, and the listing form’s draft-management functions. Browser drafts do not have a guaranteed automatic expiration date.

Legal obligations, claims, and preservation requirements may require particular records to be retained longer. A deletion request is evaluated against the information involved and applicable law; it does not automatically erase every related record.

We use access controls and other safeguards to protect information. No system guarantees absolute security. Contact us about a security concern, and avoid sending passwords, full payment-card details, or identity documents through ordinary inquiry messages.

7. Your choices and requests

Contact Cory Bergamini, CA DRE Lic No 02143616 at cory@coarpm.com, or call COAR Property Management’s general office at (562) 528-3115, to request review, correction, or deletion of information, ask about a disclosure, or obtain privacy assistance. Describe your relationship with Harlen and the request without sending unnecessary sensitive information. We may request information reasonably needed to locate your records, verify your identity when appropriate, and prevent unauthorized disclosure.

You may also contact us to change a communication preference. We may still need to send communications about an active request, account security, or a legal obligation, subject to applicable law and your consent choices.

Additional privacy rights may apply depending on the law governing the information and our processing. Those rights can include access, correction, deletion, and restrictions on certain disclosures or uses. We will handle applicable statutory requests as required by law, including applicable protections against discrimination for exercising privacy rights. This policy does not waive those rights or require you to consent to an unrelated use to obtain privacy assistance.

8. Children, external services, and changes

Our account service is not directed to children under 13. Contact us if you believe a child under 13 has provided personal information. This statement does not restrict the housing rights of families with children.

Independent websites and services have their own information practices. Review their notices when you use them. We remain responsible for our own handling of information.

We will post revisions to this policy with an updated date. For material changes, we will provide additional notice through the website or an appropriate direct communication. Where law requires consent for a new use, posting an updated policy alone does not supply that consent.

9. Contact

COAR Property Management, Inc., operator of Harlen
CA DRE Lic No 02078336
2883 E Spring St Ste #150
Long Beach, CA 90806
Contact: Cory Bergamini, CA DRE Lic No 02143616
Email: cory@coarpm.com
COAR general office: (562) 528-3115