Last Updated: March 13, 2026
Who We Are
Hallmark Property Management is an Oklahoma City property management company. Our website address is https://hallmarkok.com.
Business Address: 3008 S. Sunnylane, Moore, OK 73160
Phone: (405)-735-8711
Email: leasing@hallmarkok.com
We provide residential and commercial property management services including rental marketing, tenant placement, rent collection, property inspections, and maintenance coordination throughout the Oklahoma City metro area.
What Personal Data We Collect and Why We Collect It
We collect personal data in several ways through this website. Below we explain what we collect, why we collect it, and the legal basis for doing so.
Comments
When visitors leave comments on the site, we collect the name, email address, website URL (if provided), and comment content, along with the visitor’s IP address and browser user agent string to help with spam detection. An anonymized string (hash) of your email address may be shared with the Gravatar service to check if you use it — their privacy policy is at https://automattic.com/privacy/. After your comment is approved, your profile picture may appear publicly alongside it.
Media
If you upload images to the website, you should avoid uploading images that contain embedded location data (EXIF GPS). Visitors can download and extract location data from images on the website. We do not use image metadata for profiling purposes.
Contact Forms
Our website uses contact forms (via Elementor) for general inquiries, free rental analysis requests, and owner/tenant inquiries. When you submit a form, we collect your name, email address, phone number, and any message or property details you provide. This information is used solely to respond to your inquiry. We retain contact form submissions for up to 12 months for customer service purposes. We do not use this data for marketing without your explicit consent.
Owner and Tenant Portals
If you register for our Owner Portal or Tenant Portal (powered by AppFolio), we collect your full name, email address, phone number, physical address, and financial and tenancy information necessary to manage your property or tenancy. This data is collected on the legal basis of contractual necessity — it is required to fulfill our property management services agreement with you.
Maintenance Requests
When you submit a repair or maintenance request, we collect your name, contact details, property address, and a description of the issue. This is used to dispatch maintenance and track service history. It is retained for the duration of your tenancy plus up to 3 years for record-keeping.
Cookies
If you leave a comment, you may opt in to saving your name, email address, and website in cookies for convenience. These last for one year. When you visit our login page, we set a temporary cookie to test cookie support — it contains no personal data and is discarded when you close your browser. When you log in, we set cookies to save your login and display preferences (lasting up to two weeks if you select “Remember Me”). If you edit or publish content, a cookie is saved with the post ID — it expires after 1 day.
We also use the following cookies:
- Google Analytics (_ga, _gid, _gat): Used to distinguish users and measure site usage. Expire between 24 hours and 2 years.
- SiteGround caching cookies: Used by our web host to serve cached pages and improve load times.
- Trustindex: Used to display verified Google reviews on our website.
You can control and delete cookies through your browser settings. Disabling certain cookies may limit some website functionality.
Analytics
We use Google Analytics to collect anonymized data about how visitors use our website — including pages visited, time on site, referral sources, and general geographic location (city/region level only). IP addresses are anonymized before storage. Google Analytics does not personally identify you. You can opt out by installing the Google Analytics Opt-Out Browser Add-on. Google’s privacy policy: https://policies.google.com/privacy.
Embedded Content from Other Websites
Pages on this site may include embedded videos, maps, or social media posts. Embedded content from other websites behaves as if you visited those sites directly — they may collect data, use cookies, and track your interactions.
Who We Share Your Data With
We do not sell, trade, or rent your personal data. We may share information with the following third parties:
- AppFolio Inc. — Our property management software processes owner and tenant data for portal access, rent payments, and maintenance tracking. Privacy policy: appfolio.com/privacy-policy.
- Google LLC — Google Analytics processes anonymized usage data. Google Maps may display property locations. Privacy policy: policies.google.com/privacy.
- SiteGround — Our web hosting provider processes server log data including IP addresses. Privacy policy: siteground.com/privacy.
- Trustindex — Displays verified customer reviews. May set cookies related to review display.
- Legal authorities — We may disclose data when required by law, court order, or to protect the rights and safety of our clients or company.
If you request a password reset, your IP address will be included in the reset email.
How Long We Retain Your Data
- Comments: Retained indefinitely to allow recognition and approval of follow-up comments.
- Contact form submissions: Retained for up to 12 months.
- Maintenance requests: Retained for the duration of tenancy plus 3 years.
- Owner and tenant account data: Retained for the duration of the management or lease agreement and up to 7 years afterward, as required under Oklahoma law.
- Analytics data: Retained for 26 months per Google Analytics default settings.
- Server logs: Retained by SiteGround for up to 30 days.
Registered users can see, edit, or delete their personal information at any time from their profile (except their username). Website administrators can also view and edit this information.
What Rights You Have Over Your Data
If you have an account on this site or have left comments, you can request an exported file of the personal data we hold about you, or request that we erase it. This does not include data we are required to retain for legal or security purposes.
You also have the right to:
- Access the personal data we hold about you
- Request correction of inaccurate data
- Object to or restrict processing of your data
- Withdraw consent at any time (where processing is based on consent)
- Lodge a complaint with a relevant data protection authority
To exercise any of these rights, contact us at leasing@hallmarkok.com or call (405)-735-8711.
Where Your Data Is Sent
Our website is hosted by SiteGround with servers located in the United States. Data submitted through our website is stored and processed in the United States. Third-party providers including Google and AppFolio also process data in the United States. If you are located in the European Union, your data will be transferred to the U.S. under standard contractual clauses and applicable data transfer frameworks to ensure adequate protection.
Contact Information
For questions, concerns, or data requests related to this Privacy Policy, please contact:
Hallmark Property Management
3008 S. Sunnylane, Moore, OK 73160
Phone: (405)-735-8711
Email: leasing@hallmarkok.com
Website: https://hallmarkok.com
Additional Information
How We Protect Your Data
- SSL/TLS encryption: All data transmitted between your browser and our site is encrypted via HTTPS.
- Access controls: Administrative access is restricted to authorized personnel, protected by strong passwords and two-factor authentication where available.
- Hosting security: SiteGround maintains enterprise-grade security including firewalls, intrusion detection, and regular patching.
- Software updates: We keep WordPress, themes, and plugins updated to protect against known vulnerabilities.
- AppFolio security: Owner and tenant financial data is managed through AppFolio, which maintains SOC 2 Type II compliance.
What Data Breach Procedures We Have in Place
In the event of a data breach, we will: assess and contain the breach as quickly as possible; notify affected individuals promptly if there is a high risk to their rights; and report to relevant regulatory authorities within 72 hours where legally required. To report a suspected security concern, email leasing@hallmarkok.com.
What Third Parties We Receive Data From
We may receive data about prospective tenants or owners from rental listing platforms such as Zillow and Apartments.com when users inquire about available properties. This data is used solely to respond to rental inquiries and is handled in accordance with this Privacy Policy.
Automated Decision Making and Profiling
We do not use automated decision-making or profiling systems that produce legal or significant effects on individuals. Tenant screening decisions involve human review and are not made solely by automated means.
Industry Regulatory Disclosure
Hallmark Property Management is a licensed real estate broker operating in the State of Oklahoma and a member of the National Association of Residential Property Managers (NARPM). We comply with all applicable federal, state, and local fair housing laws, including the Fair Housing Act. We do not collect or consider protected class information in our tenant screening or property management processes.
Changes to This Privacy Policy
We may update this Privacy Policy periodically. When we do, we will update the “Last Updated” date at the top of this page. Continued use of our website after changes are posted constitutes your acceptance of the updated policy.