Effective 27 September 2026 · Version 1.0
The short version: we keep information for as long as it is useful or legally required, and then we get
rid of it. Rejected applications are the most sensitive thing we hold and the thing we hold for the shortest
time.
This policy covers information collected through carriagehouseapartmentsny.com and
brookmanorapartmentsny.com and held by Carriage House LLC and Brook Manor LLC.
Retention schedule
| Record | Kept for | Why |
|---|---|---|
| Tour requests and general enquiries | 12 months from last contact | Follow-up and seasonal re-marketing |
| Waitlist entries | 18 months, or until you ask to come off | Waitlists turn over slowly |
| Applications — approved, lease signed | Duration of tenancy + 7 years | Lease, tax and audit records |
| Applications — approved, no lease signed | 3 years | Fair housing record-keeping |
| Applications — denied or withdrawn | 3 years, then destroyed | Fair housing record-keeping requires us to keep them; nothing requires us to keep them longer |
| Uploaded photo ID and pay stubs | Removed once the application is decided and verified | These are the most sensitive documents we receive and the least reason to retain |
| Tenant screening reports | Not stored beyond the decision; retained only as the screening agency retains them | The agency is the system of record |
| Resident records after move-out | 7 years | Security deposit accounting, tax, potential claims |
| Maintenance requests | 7 years | Habitability and liability history |
| Website analytics | 26 months, aggregated | Year-over-year comparison; not tied to your name |
| Email correspondence | 3 years | Operational reference |
Where a period is stated as “+ 7 years”, the clock starts when the tenancy ends, not when the record was
created.
How records are destroyed
Electronic records are deleted from the live system and from backups on the ordinary backup cycle. Paper
applications and supporting documents are shredded. Deletion is permanent — we cannot restore a record once
the period has run.
Who can see what
Access to submitted applications is limited to leasing and management staff who need it to make or review a
decision. Website administrator accounts are limited to the people who maintain the sites. Access is reviewed
when staff change roles or leave.
Holds
If a record is relevant to a legal claim, an audit, an investigation or a government request, we suspend its
destruction until the matter is resolved, even if its retention period has expired.
Asking us to delete something sooner
You can ask us to delete your information before these periods run out. We will do it unless we are legally
required to keep the record — most often fair housing record-keeping on a denied application. If we cannot
delete something, we will tell you why and when it will be destroyed.
Deletion requests and questions
Kay Jackson, Leasing
sjackson@tempocny.com · (315) 424-0036 x111
Please put “Data request” in the subject line so it reaches the right person quickly.
Review
This policy is reviewed annually, and whenever the application form, the screening process or the software
behind either of them changes.