Protecting tenant's info
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Protecting tenant's info (by Amy [MO]) May 14, 2018 1:33 PM
       Protecting tenant's info (by NE [PA]) May 14, 2018 1:34 PM
       Protecting tenant's info (by Amy [MO]) May 14, 2018 1:39 PM
       Protecting tenant's info (by OPM [OR]) May 14, 2018 2:05 PM
       Protecting tenant's info (by GKARL [PA]) May 14, 2018 3:27 PM
       Protecting tenant's info (by DJ [VA]) May 14, 2018 3:33 PM
       Protecting tenant's info (by S i d [MO]) May 14, 2018 4:47 PM
       Protecting tenant's info (by AllyM [NJ]) May 14, 2018 5:39 PM
       Protecting tenant's info (by NE [PA]) May 14, 2018 5:41 PM
       Protecting tenant's info (by NE [PA]) May 14, 2018 5:42 PM
       Protecting tenant's info (by razorback_tim [AR]) May 14, 2018 5:51 PM
       Protecting tenant's info (by Vee [OH]) May 14, 2018 6:35 PM
       Protecting tenant's info (by Amy [MO]) May 14, 2018 6:38 PM
       Protecting tenant's info (by NC INVESTOR [NC]) May 14, 2018 6:53 PM
       Protecting tenant's info (by NC INVESTOR [NC]) May 14, 2018 7:18 PM
       Protecting tenant's info (by Amy [MO]) May 14, 2018 8:03 PM
       Protecting tenant's info (by Landlord ofthe Flies [TX]) May 14, 2018 8:19 PM
       Protecting tenant's info (by S i d [MO]) May 15, 2018 5:41 AM

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Protecting tenant's info (by Amy [MO]) Posted on: May 14, 2018 1:33 PM
Message:

Hello,.

What security measures are you using to protect your prospective tenant's information electronically?

I am new to all this- we were doing everything in person or by snail mail until 2 years ago, but the choices getting with the times seem endless.

Just sent prospect an application via email with PDF file application(fillable). I don't really want his very sensitive stuff sent back to me via email. He's already emailed some zip files with his other info that I consider sensitive. Eek.

Our email is not secure and confidential.

There's also the matter of collecting pay stubs, IDs etc.

We used to just meet up with them and collect the information again after we met up to collect the app. Feeling like we are behind the times though and want to streamline our processes.

Side note: just signed up for Venmo for online payments- fingers crossed)

Considering we have no brick and mortar office for them to drop documents ( no website yet, either)- how do you handle this to make information exchange as streamlined and secure as possible??

(Specifically, 1) secure email, 2) secure doc transfer 3) secure website 4) secure transaction. ) --136.32.xxx.xxx




Protecting tenant's info (by NE [PA]) Posted on: May 14, 2018 1:34 PM
Message:

Nothing.

I receive it, I don't send it.

Background checks are on a secure website. --97.46.xx.xxx




Protecting tenant's info (by Amy [MO]) Posted on: May 14, 2018 1:39 PM
Message:

NE,

How are you receiving it?

You just send them somewhere for a background check-I get it, but what about the info you collect for your files? How are you collecting it?

--136.32.xxx.xxx




Protecting tenant's info (by OPM [OR]) Posted on: May 14, 2018 2:05 PM
Message:

I email blank app and have them fed x completed app and docs... old school...and in 30yrs not one stolen --162.247.xx.xx




Protecting tenant's info (by GKARL [PA]) Posted on: May 14, 2018 3:27 PM
Message:

I use an on line background/credit check service where they enter their own info. I'm not happy with the service however as it didn't pick up some criminal history I found on pacourts. --172.58.xxx.xxx




Protecting tenant's info (by DJ [VA]) Posted on: May 14, 2018 3:33 PM
Message:

I will accept applications by emai(for the few who send it that way)l, but wait and complete it with the social security number written at the same time that it is signed & I receive proof of income and processing fee at the same time, in person.

Now keep in mind, this is very low-end rentals. Many who contact me don't have online access.

For a nicer rental, I would like to automate more electronically also - so I'm looking forward to reading other responses, too.

It's a good topic. BTW: When being approved to run credit reports, they wanted to see password protected computer & locking file cabinet. --68.10.xxx.xxx




Protecting tenant's info (by S i d [MO]) Posted on: May 14, 2018 4:47 PM
Message:

My application, which includes upload of up to 7 electronic documents (pay stubs, IDs, bank statements, etc), is all done via a secure website. Payment is handled by the website. My only interaction is downloaded the reports to review. --173.19.x.xxx




Protecting tenant's info (by AllyM [NJ]) Posted on: May 14, 2018 5:39 PM
Message:

Easy. I just keep papers in file folders and do not put it online. Shred when they leave or die. --73.178.xxx.xx




Protecting tenant's info (by NE [PA]) Posted on: May 14, 2018 5:41 PM
Message:

I don't send them anywhere for a mock ground check, because I wouldn't believe anything they provided me with.

I send them or give them a paper app and they return it. --50.107.xxx.xx




Protecting tenant's info (by NE [PA]) Posted on: May 14, 2018 5:42 PM
Message:

By send, I mean email. Unless it's a prospect i really don't want, then I'll snail mail them one to slow them down. --50.107.xxx.xx




Protecting tenant's info (by razorback_tim [AR]) Posted on: May 14, 2018 5:51 PM
Message:

I donít worry about it too much.

In the world of hacking there are much bigger fish in the sea than a small-time landlord like me.

Iím not careless with info but I think itís pretty low risk. --70.178.x.xx




Protecting tenant's info (by Vee [OH]) Posted on: May 14, 2018 6:35 PM
Message:

I use paper and keep locked up for several years after tenant leaves, for deeper info google the patriot act, follow the guidelines. --76.188.xxx.xx




Protecting tenant's info (by Amy [MO]) Posted on: May 14, 2018 6:38 PM
Message:

Checking out encryption-stats are 92% of hacked emails are small businesses that don't encrypt. Only 8% are big boys that do encrypt.

Sid, is the website your own or do you use a separate service/link?

My question is threefold; protecting info online while saving my time and that of the prospect. I want us to have more time with family instead of collecting apps and docs in person, collecting app fees, etc, etc. I would like either a one-stop shop online OR links to apps/sites so it can be done from their home.

And I can do everything from the home office.

Granted, we will still have paper apps at showings(rarely get those back unless they do it right there though and info isn't complete)

--136.32.xxx.xxx




Protecting tenant's info (by NC INVESTOR [NC]) Posted on: May 14, 2018 6:53 PM
Message:

For sending I give them links to either Dropbox or Onedrive or encrypt the email depending on how tech savvy they are which most of them are. For receiving they can use Dropbox.

For leases I use digital signature and it is keep in a vault online provided by Realtor assoc.

For copies of credit reports I keep those with the provider I use. They will store them for 7 years and I can extend the term.

For communication, eviction filings, and all sensitive info is kept in an Amazon Cloud Storage and the copies on my PC I use bitlocker which is an encryption software which also protects me from Ransomware.

I don't have any paper of any kind. If I receive a paper document it is scanned and shredded. --71.75.xx.xx




Protecting tenant's info (by NC INVESTOR [NC]) Posted on: May 14, 2018 7:18 PM
Message:

razorback_tim [AR]: It's not about being a small LL. Large companies and individuals are hacked the exact same way. The most common type of hacking is done by email. Most people open everything they receive especially if the recipient recognizes the sender they will open it without scanning for viruses. If it is a web based virus as opposed to a standard attachment scanning for viruses will show a false ""pass". Once opened it will read all the files on your PC and pick up all sensitive data. It also sends emails to every contact and all of the email addresses in your inbox and sent mailbox. Any SS#'s and account numbers or any other sensitive data found are sold on the black web. They are used for a few hours but no longer than a day and then discarded which is why it is so hard to shutdown. --71.75.xx.xx




Protecting tenant's info (by Amy [MO]) Posted on: May 14, 2018 8:03 PM
Message:

Wow NC INVESTOR- you have the stuff!! That's really awesome how you also have gone paperless. How are you encrypting the emails?

I am thankful for all your responses. I completely understand where everyone is coming from on going old school. I actually ABHOR all this technology stuff, but it's a necessary evil. I am afraid I will mess it up and don't get me started on the whole "create a new password" garbage. I'd much rather do it "old school", but what I am now finding is that some tenants still do it old school, but most have learned or are learning their way around the internet. So, we can have just the old, just the new or a frustrated mingling of the two which is a huge time suck for our biz. Might as well try to halfway get on board. Feels like we'll eventually be eaten alive if we don't.

--107.77.xxx.x




Protecting tenant's info (by Landlord ofthe Flies [TX]) Posted on: May 14, 2018 8:19 PM
Message:

Rather than encrypt the email, you can just encrypt the file. Make it password protected using their DL or SS since they'll know it and you won't have to transmit the pass to them by email. I'd also get into the habit of encrypting any electronic forms too. Or, you can create an encrypted drive and place them there. The drive is an encrypted part of your hard drive that you have to unlock with a password and open. Once opened, all files in it are unencrypted but once closed they're locked again. --108.69.xxx.xxx




Protecting tenant's info (by S i d [MO]) Posted on: May 15, 2018 5:41 AM
Message:

Amy, I would be happy to discuss with you offline. Text me at the area code for Springfield, MO, then add 4.1.3. 4.9.3.9. (without all the periods, of course!) Be sure to let me know you're Amy from Mr. LL. --173.19.x.xxx



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