Legal
Privacy Policy
1. Introduction
RSF Family Management LLC respects the privacy of every household, visitor and professional partner who comes into contact with our family office. This Privacy Policy explains what information we collect, why we collect it, how we use it and the choices that are available to the people who share information with us. It applies to our website at rsffamily.autos and to the scheduling, property oversight and family coordination work that we perform for our clients.
This policy is published by RSF Family and describes the practices of the operating office of RSF Family Management LLC at 7533 S Center View Ct, West Jordan - 84084-5526, United States (US). The office is a small team, and the same people who answer the telephone are the people who maintain the records described here. We have written this policy in ordinary language because we believe privacy notices should be understandable without legal training.
We encourage you to read the whole document. If any part of it is unclear, or if you would like to exercise one of the rights described below, please contact us using the details in the final section. We would rather answer a question early than have a family member feel uncertain about how their information is handled.
2. Who We Are
The controller of the information described in this policy is RSF Family Management LLC, a family schedule and property management office located at 7533 S Center View Ct, West Jordan - 84084-5526, United States (US). Our office coordinates household calendars, family property oversight, school and activity calendars, home maintenance planning, visitor and guest arrangements and seasonal family logistics for households in the Salt Lake valley.
For privacy enquiries you may reach us by email at scheduling@rsffamily.autos or by telephone at +16673761135. Written correspondence may be sent to the office address above. We ask that you do not send sensitive documents by ordinary post unless we have first agreed on a suitable method with you.
Where a household engages us alongside another adviser, such as an accountant, an attorney or a property manager, that adviser remains responsible for the records held in their own practice. This policy covers only the information that passes through our office and our website.
3. Scope of This Policy
This policy covers personal information that we collect through our website, through correspondence by email, telephone or post, through visits to a family home, and through the routine operation of the services that we provide. It does not cover information that a family chooses to share with an unrelated business, such as a school, a clinic, a bank or a contractor that the family engages directly.
Some of our clients are organizations rather than households. When we work with an organization, the information that the organization provides about its own employees or members is handled under the agreement with that organization. This policy still applies to the personal information of the individuals who contact us directly through the website or the office telephone.
This policy does not create rights for any third party and does not alter the terms of any service agreement that a household has signed with us. Where a signed agreement contains a more specific privacy provision, that provision governs the handling of the relevant information and this policy fills in the ordinary details.
4. Information We Collect
We collect information that is necessary to run a household schedule and to look after a family property. The categories below describe the kinds of information we may hold. Not every household provides every category, and we try to keep each file to what the work actually needs.
- Identity details, such as the name of each household member who takes part in the schedule, the name of a caregiver and the name of a preferred contractor.
- Contact details, such as postal address, email address, telephone number and the best time to reach a family member.
- Household schedule details, such as appointments, school terms, activity times, travel dates and guest arrival dates.
- Property details, such as the age of a home, the systems installed, previous repairs, inspection notes and photographs taken during an oversight visit.
- Service details, such as the services a family has selected, correspondence about the work and notes from a listening visit.
- Billing details, such as the name on an invoice, a mailing address for invoices and a record of payments received.
- Website details, such as the information a visitor chooses to submit through the contact form and basic technical records generated by the web server.
We do not ask for financial account numbers, government identification numbers or health records as part of our ordinary service. If a family volunteers information of that kind in the course of a conversation, we will treat it with care, but we prefer to keep such records with the professional who is qualified to hold them.
5. How We Collect Information
Most of the information we hold comes directly from the family. A listening visit, a telephone call, an email and a completed contact form are the ordinary channels. We write down what we are told so that the plan can be maintained accurately, and we confirm the important details back to the family before they are placed on the schedule.
Some information arrives from schools, activity programs, contractors and other professionals who work with the family. We collect only what is needed for the task at hand, such as a term calendar from a school or a service date from a heating engineer. Where a family has asked us to coordinate with a third party, we rely on that instruction as the basis for the exchange.
A small amount of information is generated automatically when a visitor uses our website. This includes the pages requested, the date and time of a request and basic browser information recorded by the web server. We use these records to keep the site working and to understand which pages are useful. We do not use them to build a profile of an individual visitor.
We also receive information when a family responds to a message from our office, updates a calendar item or confirms a booking. Each of these exchanges becomes part of the working record for that household and is kept with the rest of the file.
6. Why We Use Information
We use personal information to deliver the services that a family has asked us to provide. The main purposes are set out below. We do not collect information for an unrelated purpose, and we do not sell information to anyone.
- To build and maintain a household schedule that the whole family can read.
- To arrange and record property oversight visits and maintenance tasks.
- To merge school and activity calendars into a single family view.
- To prepare guest rooms, meals, transport and printed outlines for visits.
- To plan seasonal travel, storage rotations and school break cover.
- To contact a family about a change, a booking or a completed task.
- To prepare invoices and keep ordinary business accounts.
- To answer questions and improve the way our services are delivered.
Beyond these purposes we may use information to meet a legal obligation, to protect the safety of a household member or a member of our team, to resolve a dispute, or to enforce an agreement. When we use information for one of these reasons we limit the use to what the situation genuinely requires.
7. Household and Schedule Details
A family schedule can reveal a great deal about a household. Who is at home on a given afternoon, when a child has a medical appointment, which nights an adult travels for work and when a house stands empty are all sensitive facts. We treat schedule information with the same care that we would expect for our own family and we limit access to the people who need it to do the work.
When we share a schedule with a caregiver, a grandparent or a contractor, we share only the part of the plan that the person needs. A contractor who is due to visit does not need to see the school calendar, and a caregiver who covers a single evening does not need the property file. We build the share around the task rather than around a general permission.
Families sometimes ask us to keep a schedule in a shared online calendar. Where that is the case, the security of the shared calendar depends in part on the settings that the family controls. We will explain the options and the trade-offs so that the family can make an informed choice about who can see the plan.
We keep the history of the schedule so that a change can be understood later. If a family asks us to delete a past item, we will do so unless we need to keep a record for a billing, safety or legal reason, and we will explain any such reason clearly.
8. Property and Maintenance Information
Property oversight produces a record of the home itself. This may include photographs of a roof, a room, a storage area or a system, notes about a repair and the date of a visit. We take photographs only where they serve the oversight report, and we avoid capturing personal belongings, documents or private spaces that are not relevant to the inspection.
Where a property is occupied by tenants or by family members other than the client, we treat the information about that property with particular care. Our report describes the condition of the building and the work that is needed. It does not describe the private lives of the people who live there beyond what is necessary to explain a maintenance issue.
Maintenance records are kept in a single file for each property so that a history is available when a system is repaired or replaced. That history can save a family money and can help a contractor understand a recurring problem. The file belongs to the household that engaged us and we do not use it for any purpose beyond serving that household and keeping our own accounts.
9. Legal Bases for Processing
Where the law requires a legal basis for processing personal information, we rely on one or more of the following grounds. The first is performance of an agreement, which covers the ordinary work of maintaining a schedule and providing the services that a family has selected. The second is consent, which we use for optional communications such as a seasonal planning newsletter where a family has asked to receive it.
The third basis is a legitimate interest in running and improving our office, provided that the interest does not override the rights of the individual. Examples include keeping ordinary business records and protecting the website against misuse. The fourth basis is compliance with a legal obligation, which covers tax, accounting and other records that we are required to keep.
Where we rely on consent, the consent may be withdrawn at any time. Withdrawal does not affect processing that took place before the withdrawal. Where we rely on a legitimate interest, an individual may object, and we will consider the objection and explain the outcome in clear terms.
11. Service Providers
Like any small office we rely on a few service providers to keep the work running. These may include an email provider, a website host, an accounting service and a telephone provider. Each provider receives only the information that is needed for its function, and each is expected to protect that information and to use it only for the service it provides to us.
We choose providers with care and review their practices from time to time. Where a provider processes information outside the United States, we take reasonable steps to ensure that the transfer is lawful and that the information remains protected. We do not permit a provider to use our information for its own marketing.
If a provider experiences a security incident that affects information we hold, we will act promptly to understand the effect, to reduce the risk and to notify the people and the authorities that the law requires us to notify.
13. Retention of Information
We keep information for as long as it is needed for the purpose for which it was collected. A working schedule is kept for the duration of the service and for a reasonable period afterward so that a family can ask about a past arrangement. Property records are kept for longer because the history of a building remains useful across several years.
Billing and tax records are kept for the period required by law. General enquiries that do not lead to a service are kept for a short period and then deleted. Where a family asks us to delete information that we are not required to keep, we will do so and confirm it in writing.
When a record reaches the end of its retention period we delete it or, where deletion is not practical, we remove the identifying details so that the remaining material cannot be linked to a person. Paper records are shredded and electronic records are removed from our systems in the ordinary course of business.
14. Security of Information
We take reasonable technical and organizational steps to protect the information in our care. These steps include limiting access to the people who need it, using reputable providers for email and hosting, keeping devices updated and storing paper files in a secure place. We review our practices from time to time and correct any weakness that we find.
No method of storage or transmission is completely secure. We therefore design our records so that a single lost device or a single mistaken email does not disclose the whole of a family file. A schedule is split into the parts that each person needs, and a property report does not carry information that belongs in a separate document.
If you believe that information you shared with us has been exposed, please contact us immediately at scheduling@rsffamily.autos or on +16673761135. We will investigate, take steps to contain the issue and tell you what we have found. Early notice helps us protect you and other families.
We ask families to use ordinary care as well. A shared calendar should be protected with a strong password, and a message that contains sensitive details should be sent through a channel that the family trusts. We are glad to discuss safer ways to share a particular document.
15. Your Rights and Choices
Depending on where you live, you may have rights over the personal information that we hold about you. We honor those rights for every person who asks, subject to the limits that the law places on us. The most common rights are listed below.
- The right to know what information we hold and how it is used.
- The right to request a copy of the information in a readable form.
- The right to correct information that is inaccurate or out of date.
- The right to request deletion of information that we do not need to keep.
- The right to withdraw consent where consent was the basis for processing.
- The right to object to a particular use of information.
- The right to ask that certain processing be restricted while a question is resolved.
- The right to lodge a complaint with a supervisory authority.
To exercise a right, write to scheduling@rsffamily.autos or call +16673761135. We will confirm your identity before acting so that we do not disclose information to the wrong person. We aim to respond within thirty days and we will tell you if a request needs more time.
There is no charge for an ordinary request. We may charge a reasonable fee if a request is clearly excessive or repetitive, and we will explain the fee before doing the work. You may also use an authorized agent to make a request, provided that the agent can show authority to act for you.
16. Privacy for Children
Our services are arranged by adults and our website is not directed at children. We do not knowingly collect personal information from a child through the website or through any marketing channel. When a family schedule includes a child, the information is provided by the parent or guardian who engages our office and the child does not become a direct customer.
A schedule may record that a child has a lesson, a practice or an appointment. That record is kept as part of the family file and is shared only with the people who need it to carry out the plan. We do not create a separate profile for a child and we do not use a child details for advertising of any kind.
If a parent or guardian believes that a child has sent information to us directly, please contact the office and we will remove it promptly. We would rather receive an unnecessary message than leave a record in place that should not exist.
17. California Residents
Residents of California may have additional rights under state privacy law. Where those rights apply, we extend them to you and describe them here. We do not sell personal information and we do not share personal information for cross-context behavioral advertising, so the opt-out rights that accompany a sale do not arise in our ordinary practice.
California residents may request to know the categories of information we have collected, the sources of that information, the purposes of collection and the categories of third parties with whom it has been shared. You may also request deletion, correction and a copy of the information. You may use an authorized agent, and we will not discriminate against you for exercising a right.
We collect the categories described in the information we collect section above. We obtain them from the family, from the professionals who work with the family and from the technical records of our website. We use them for the business purposes described in this policy and we disclose them only to the categories of recipients described in the sharing section.
To make a request, contact us at scheduling@rsffamily.autos or on +16673761135. We will respond within the period required by law. If we cannot verify a request, we will explain what additional information is needed and how it will be used.
18. Utah Residents
Residents of Utah may have rights under the Utah Consumer Privacy Act. Those rights include the right to confirm whether we process personal data, to access that data, to obtain a copy, to correct inaccuracies and to delete data that we no longer need. A resident may also ask for a list of the categories of third parties to whom we have disclosed personal data.
A Utah resident may opt out of targeted advertising, the sale of personal data and certain profiling, although as noted above our ordinary practice does not include those activities. If that ever changes, we will provide a clear way to opt out before the change takes effect.
To exercise a right, write to scheduling@rsffamily.autos or call +16673761135. We may ask you to confirm your identity so that we do not disclose data to an unauthorized person. If a request is refused, we will explain the reason and the steps that are available to you, including the possibility of contacting the state attorney general.
19. International Visitors
Our office is located in the United States and our records are kept primarily in the United States. A family who contacts us from another country should understand that their information will be handled under United States law and under this policy, which may differ from the law of their own country.
Where the law of another country applies to a transfer, we take reasonable steps to ensure that the information remains protected. These steps may include limiting the information that is sent, using a provider with appropriate safeguards and keeping the transfer to what the service requires.
A visitor who is outside the United States may still exercise the rights described in this policy by contacting the office. If a local law gives you a stronger right, please tell us in your message and we will consider how it applies to your situation.
20. Third Party Links
Our website may contain a link to a third party site, such as a map service or a professional partner. We do not control those sites and we are not responsible for their privacy practices. A link is provided for convenience and does not mean that we endorse the way the third party handles information.
We encourage a visitor to read the privacy notice of any site before submitting personal information. If a link on our site leads to a page that seems unrelated to the purpose described, please let us know so that we can review it.
Where a family asks us to connect them with a contractor, a school or another professional, the family should expect to share information directly with that party. Our role is to help make the introduction, and the privacy of the exchange from that point is governed by the other party practices.
21. Changes to This Policy
We review this policy from time to time. When we make a material change we will update the date at the top of the page and, where the change affects how we handle information already collected, we will tell active families directly. A change that only corrects wording or improves clarity may be made without a separate notice.
We encourage you to return to this page occasionally. The current version is always the one that applies to information collected after its date. Information collected before a change continues to be handled as described in the policy that was in force at the time, unless a new policy is more protective and can be applied without harm.
If a change is significant enough to require a new consent, we will ask for that consent rather than assume it. We will not use a policy update to justify a use of information that you would not reasonably expect when you first shared it.
22. Contact Us
If you have a question about this Privacy Policy, or if you would like to exercise a right described above, please contact the family office. We welcome the conversation and we will answer as quickly as we can.
RSF Family Management LLC
7533 S Center View Ct, West Jordan - 84084-5526, United States (US)
Email: scheduling@rsffamily.autos
Telephone: +16673761135
Website: rsffamily.autos
We take every privacy enquiry seriously. If you are not satisfied with our response, you may ask us to review the matter again, and you may also contact the supervisory authority that applies to your place of residence.