Privacy Policy

Last updated: June 2026

OTB Housing, LLC ("Only the Best Housing," "OTB Housing," "we," "us," or "our") is a Wisconsin-registered business. This policy explains how we collect, use, and protect information, in compliance with Wisconsin law and the Fair Credit Reporting Act (FCRA).

Information We Collect

When you apply to rent or become a tenant, we collect information necessary to evaluate fitness for tenancy and manage lease agreements:

  • Identifiers: name, phone number, email, and physical address.

  • Financial and employment: income verification, employer details, and asset information.

  • History: rental history, references, and eviction records.

  • Correspondence: communications via email, phone, or the Buildium resident portal.

Website Inquiries

When you contact us or submit a form on our website, whether as a property owner, a renter, or a housing agency, we collect the information you provide, such as your name, email, phone number, and the details of your request. We use it only to respond to you and provide the help you asked about.

Email Updates

If you sign up for our email updates, we collect your email address, and your name if you provide it, through our signup form. We use it only to send new posts and occasional updates from our Info Hub. These emails are sent through MailerLite, our email provider, which processes this information on our behalf. We do not sell or share your email address, and you can unsubscribe at any time using the link at the bottom of any email.

Website Analytics and Cookies

Our website may use cookies and analytics tools, such as Google Analytics, to understand how visitors use the site so we can improve it. These tools may collect information like the pages you visit, your general location, and the type of device or browser you use. This information is used in aggregate to improve the site and is not used to personally identify you. You can control or disable cookies through your browser settings.

Third-Party Processing and FCRA Disclosure

We use third-party platforms to process applications and screenings:

  • Buildium: used for property management records, accounting, and tenant communication.
  • TransUnion (consumer reporting agency): used for credit, criminal, and eviction reports.

OTB Housing is an “end user” of consumer reports. Sensitive data, including Social Security numbers and full credit files, is entered directly into TransUnion’s secure portal by the applicant. OTB Housing does not collect, see, or store your Social Security number. We view only the screening results, as permitted by the FCRA.

Use of Information

We use information strictly for legitimate business purposes:

  • Assessing applicant eligibility and processing lease documents.
  • Coordinating with property owners for final leasing decisions.
  • Responding to inquiries and requests you send through our website.
  • Sending email updates you have signed up for.

We do not sell, rent, or trade your personal information to third parties for marketing.

Fees

OTB Housing does not charge an application fee. Any costs associated with the background and credit screening are handled directly between the applicant and the third-party screening provider (TransUnion).

Sharing and Disclosure

We share information only as follows:

  • Property owners: relevant data is shared with the specific owner of the property for which you applied. Owners are independent entities responsible for their own data security once information is shared for leasing decisions.

  • Legal compliance: information is disclosed only as required to comply with Wisconsin Statutes, court orders, or law enforcement requests.

Data Security

We maintain administrative, technical, and physical safeguards:

  • Access control: information is restricted to authorized personnel with a legitimate business need.
  • Encryption: data is protected via the encryption protocols of our primary software providers.
  • Zero-paper policy: we do not retain paper files containing sensitive personal information. Any physical documents received are digitized into our secure systems and the paper is destroyed.

Data Retention

We keep personal information only as long as necessary for the purpose it was collected, and then securely dispose of it:

  • Website inquiries and contact messages are kept only as long as needed to respond and follow up.
  • Email subscribers are kept until they unsubscribe.
  • Applications that do not result in a tenancy are kept for a period after the decision, generally about two years, then securely disposed of. We retain them this long because a denied applicant may file a housing discrimination complaint within one year under Wisconsin law, and a longer window applies under federal law, and these records document the legitimate, nondiscriminatory reason for the decision.
  • Tenant and lease records are retained for the duration of the tenancy and for a period afterward to satisfy legal, tax, and audit requirements. Because Wisconsin allows claims related to a contract to be brought for up to six years, these records are generally retained for that period.

Your Rights and Disputes

  • Access: you may request a copy of the personal information OTB Housing holds about you.
  • Credit report disputes: if an adverse action is taken based on a TransUnion report, you have the right to a free copy of that report from TransUnion within 60 days. Disputes regarding the accuracy of such reports must be directed to TransUnion.

Contact Us

If you have questions about this policy, or would like to request a copy of the information we hold about you, contact us at info@otbhousing.com or (920) 931-2602.