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??

Nothing.

I receive it, I don't send it.

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?

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.

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

I don’t 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.

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)

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.

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.