Privacy Policy

Who we are

XENO Management is a brand of XENORENTALS LLC. XENORENTALS LLC is responsible for the personal information described in this policy (the “controller” under European and Swiss law).

What we collect

Information you give us

When you request a free analysis, we collect your property’s address, property type, number of bedrooms, current listing status and the service plan you’re interested in, together with your name, email address and, if you choose to add it, your phone number. When you call, email or message us, we receive your contact details and whatever you tell us. When you book an intro call, our booking page collects your name, contact details and the time you choose.

Address suggestions

When you type a property address into our forms, we suggest matching addresses so you don’t have to type it in full. What you type is sent through our own server to Google Maps (Google LLC), which returns the suggestions. Google doesn’t receive your IP address or any cookies from your browser. By using the suggestions, you agree to the Google Maps Additional Terms of Service; Google’s Privacy Policy applies to Google’s processing.

Personal links in our emails

Some of our emails to property owners contain a personal link to this website. When you open it, our server looks up your record in our customer database (HighLevel) and uses two things from it: the address of your rental property, which it fills into the analysis form so you don’t have to type it, and your first name, so the page can greet you. Your other contact details are never shown. The link’s identifier is removed from the address bar right away and isn’t stored in your browser. If you then request an analysis, we add it to the record we already have for you.

On the pages behind the quick poll in our emails (www.xenomanagement.com/manager/…), we also note on that record which answer you picked. If you send us an idea there, we save your text with your record. If you came without a personal link, we ask for your email address and save it together with your idea, only so we can reply to you.

Live chat

Our live chat only loads when you click the chat button. Until then, nothing is sent to our chat provider. When you use it, we receive your messages and anything you choose to share, such as your name, email address, phone number or property address, together with technical data like your IP address and browser. An AI assistant answers first, using only information we have approved, and tells you when Steve will reply personally. The chat is provided by HighLevel Inc., which uses AI language models from providers such as OpenAI to write the assistant’s replies. Please don’t share sensitive information in the chat.

Information collected automatically

Like every website, ours receives technical data when you visit: your IP address, browser and device type, the pages you request and the time of your visit. Our hosting provider processes this data to deliver the site and protect it from abuse.

If you allow analytics in our cookie banner, Google Analytics also records how you use the site. Details are under Cookies and tracking.

We don’t ask for sensitive information such as bank details, ID numbers or health information on this website.

How we use it

• To prepare your free revenue analysis and respond to your request.
• To answer your questions in our live chat and pass them to Steve when needed.
• To contact you about your property and our services by email, phone, text message or WhatsApp.
• To recognize earlier requests from you, so your details stay accurate and aren’t stored twice.
• To run, secure and improve the website.
• To meet legal obligations and protect our rights.

We don’t make decisions about you that are based solely on automated processing.

Who we share it with

We work with a small number of service providers who process personal information on our behalf and only as we instruct:

• Vercel Inc., website hosting and form processing (United States)
• Supabase Inc., database for form submissions and the owner area (United States)
• HighLevel Inc., customer relationship management, call booking, live chat with an AI assistant, messaging and notifications (United States)
• Microsoft Corporation, business email
• Google LLC, address suggestions in our forms (Google Maps) and website analytics, only if you allow it (United States)

We also share information when you ask us to, for example with our partner Immophants Capital if you’d like help buying a property, with professional advisers such as accountants and lawyers, when the law requires it, or as part of a merger or sale of our business.

We don’t sell your personal information, and we don’t share it for targeted advertising.

Text messages

If you give us your mobile number, we may call or text you about your request. Message frequency varies, and message and data rates may apply. Reply STOP to stop receiving texts, or HELP for help.

Mobile information and text messaging opt-in data are never shared with third parties or affiliates for marketing or promotional purposes. We share them only with the providers that deliver our messages.

Cookies and tracking

We use no advertising cookies, advertising pixels or cross-site trackers. Fonts and images are served from our own website, not from third parties.

The live chat is the only part of the site that loads from a third party, and only after you click the chat button. Your browser then loads the chat from HighLevel, which may store data in your browser so your conversation stays open while you move around the site. Because you start the chat yourself, this is needed to provide the service you ask for (for visitors in Germany, § 25(2) no. 2 TDDDG).

With your permission, we use Google Analytics 4, a service of Google LLC, to understand how visitors find and use our website, for example which pages they view and whether they came from a search engine. Until you choose “Allow” in our cookie banner, no analytics code loads and no analytics cookies are set.

If you allow it, Google Analytics sets two first-party cookies whose names start with “_ga”. They expire 13 months after your last visit. Google receives information such as the pages you view, your approximate location, your device and browser, and how you arrived. Google Analytics does not log or store IP addresses. We have turned off Google signals and advertising features, and we keep detailed event data for two months.

The legal basis is your consent (Art. 6(1)(a) GDPR and, for visitors in Germany, § 25(1) TDDDG). Google may process the data in the United States; Google LLC is certified under the EU-U.S. Data Privacy Framework. You can withdraw your consent at any time with “Cookie settings” at the bottom of every page. We then stop Google Analytics and delete its cookies.

The owner area at /owner, for owners who requested an analysis, sets one strictly necessary cookie (“xo_session”) after you sign in with the link we email you. It keeps you signed in for up to 30 days and is deleted when you sign out. There we also store your analysis, the own stays you set and your answers before the kick-off call, so we can prepare the management of your home.

We remember your choice in your browser’s local storage, so we don’t have to ask on every visit. Because we don’t track you across websites, we don’t respond differently to Do Not Track signals.

How long we keep it

• Requests that don’t lead to an agreement: up to 24 months after our last contact, then we delete them, sooner if you ask.
• Clients: for as long as we work together, and afterwards for as long as tax, accounting and other laws require.
• Technical logs: only for a short period at our hosting provider.

How we protect it

Everything you send us is encrypted in transit. Form submissions go to our own server, which stores them in a database only that server can access, and access to our systems is limited to the people who need it. No system is perfectly secure, but we work hard to protect your information.

Your rights

You can ask us at any time to show you the personal information we hold about you, to correct it, to delete it, or to stop contacting you. Just email steve@xenorentals.com. We may need to confirm your identity first, and we’ll reply within one month.

EU, UK and Switzerland

If you’re in the European Union, the United Kingdom or Switzerland, the GDPR, the UK GDPR or the Swiss Federal Act on Data Protection gives you the following additional rights and information.

Legal bases

We process your information to take the steps you request before entering into a contract (Art. 6(1)(b) GDPR); based on our legitimate interests in running a secure website, keeping accurate records and following up on your request (Art. 6(1)(f) GDPR); to meet legal obligations (Art. 6(1)(c) GDPR); and, where we ask for it, based on your consent (Art. 6(1)(a) GDPR), which you can withdraw at any time.

Your rights

You have the right to access, correct and delete your data, to restrict or object to its processing, including for direct marketing, and to receive it in a portable format. You can also complain to a data protection authority, for example where you live: in Germany the authority of your federal state, in Austria the Datenschutzbehörde, in Greece the Hellenic Data Protection Authority, and in Switzerland the Federal Data Protection and Information Commissioner (FDPIC).

Processing in the United States

We’re based in the United States, so your information is processed there, where data protection law differs from yours. Our service providers process it under data processing agreements and, where required, appropriate safeguards such as the EU Standard Contractual Clauses.

What you need to provide

We need your name, email address and property address to prepare your analysis. Everything else is optional.

California

We don’t sell or share personal information as defined by California law, and we don’t disclose it to third parties for their own direct marketing. To ask what we’ve collected about you or to request its deletion, email steve@xenorentals.com.

Other websites, children, changes

Our website links to other sites, such as our partner Immophants Capital. Their own privacy terms apply there. Booking an intro call takes you to our booking page at links.xenorentals.com, which is provided by HighLevel and may use its own cookies.

This website is for property owners and investors. It isn’t directed at children under 16, and we don’t knowingly collect their information.

When our practices change, we’ll update this page and the date at the top.

Contact us

Questions or requests about your privacy? Email steve@xenorentals.com, or write to XENORENTALS LLC, 7345 W Sand Lake Rd, Orlando, FL 32819, United States.