The Austin Housing Authority, formally known as the Housing Authority of the City of Austin, is committed to protecting your privacy when you visit our website. This privacy policy describes how we collect, use, and safeguard the information you provide to us through austinha.org.
Information Automatically Collected and Stored
In order to improve the content and usability of this website, the Austin Housing Authority automatically collects several categories of information from users. This information includes the following:
- The apparent Internet Protocol (“IP”) address of your Internet Service Provider (“ISP”) and/or your computer, if your computer has an IP address assigned directly to it. [1]
- The apparent Fully Qualified Domain Name (“Domain Name”) of your ISP and/or your computer, if your computer has a domain name assigned directly to it. [2]
- The type of browser (such as Chrome, Safari, Firefox, Edge, etc.) used and the operating system resident on a user’s computer.
- The date and time a user visited the site.
- The web pages accessed at the site, as well as any applications used and forms data.
- The Uniform Resource Locator (“URL”) of the site which a user visited prior to austinha.org (if detectable), if such user did not connect directly to austinha.org, or use it as a homepage or “Portal.”
The Austin Housing Authority uses this information to identify site performance needs, to ensure compatibility with the technology used by austinha.org’s visitors, and to generally add and improve services offered on austinha.org. In order to accomplish those goals, from time to time, the Austin Housing Authority may conduct statistical analysis of the data it collects.
The Austin Housing Authority does not sell, exchange, or otherwise distribute the data collected by austinhar.org to third parties for commercial or marketing purposes [3].
Information Submitted to austinha.org
During a session on austinha.org, a user may affirmatively submit information to the Austin Housing Authority by, among other means, electronic mail (“e-mail”), filling in and submitting an on-line form, screening for benefits and services, or electing to personalize austinha.org and use it as a customized portal. Such affirmatively submitted information is stored in a secure environment and will be used by the Austin Housing Authority in furtherance of its duties and/or obligations to its citizenry (i.e., “governmental purposes”). [4]
The governmental purposes to which your affirmatively submitted information may include, but are not limited to, the following:
- Helping the Austin Housing Authority respond to a request for information not readily available from austinha.org.
- Investigating a problem reported to the Austin Housing Authority via austinha.org. [5]
- Keeping lists of parties interested in some particular issue or facet of the Austin Housing Authority about which the Austin Housing Authority anticipates issuing further information in the future.
- Sending informational updates and conducting outreach on topics such as, but not limited to, available housing services, vouchers, and upcoming Austin Housing Authority events.
- Sharing information with other government agencies for the limited purpose of facilitating services and benefits, in accordance with all applicable federal, state, and local laws and regulations.
- Disclosure of such information pursuant to a request made under the Texas Public Information Act (“TPIA”) or court order, if such information is not protected from disclosure by federal, state, or local law, including the confidentiality protections described above under the Privacy Act of 1974, the Violence Against Women Act, and Texas Government Code Section 552.130 (governing Social Security numbers, driver’s license numbers, and similar identifying information). [6]
Federal Housing, Privacy Act, & VAWA Compliance
The collection, maintenance, use, and dissemination of Social Security Numbers (SSN), Employer Identification Numbers (EIN), and income data of housing applicants and program participants through austinha.org shall be conducted in strict compliance with the Privacy Act of 1974. Where applicable, housing assistance applicants and adult household members are required to execute HUD Form 9886 (Authorization for Release of Information/Privacy Act Notice).
Furthermore, the Austin Housing Authority ensures that digital and physical participant records are maintained in a manner that protects individual privacy rights and complies fully with the strict confidentiality requirements of the Violence Against Women Act (VAWA) to protect survivors of domestic violence, dating violence, sexual assault, or stalking.
The Austin Housing Authority does not rent or sell personally identifiable information (e.g., information such as name, address, phone number, e-mail, etc., or other information that identifies or could lead to the identification of a user as a particular person), nor would the Austin Housing Authority exchange or trade such information with third parties without a user’s written consent. The Austin Housing Authority does not disclose any other personally identifiable financial information other than as necessary to complete a financial transaction (such as processing rent, application, or other program-related payment through the Applicant and Tenant Portals as described below), or upon written consent from the applicable user.
If an austinha.org user has elected not to receive further information from the Austin Housing Authority, austinha.org will not send such information. If a user has elected to receive further communication, the Austin Housing Authority will only send information in categories that are authorized by the user. If austinha.org sends an e-mail to a user, such e-mail is NOT confidential [7], and is identical in nature to that information generally available to the public and news media.
Applicant and Tenant Portals
To facilitate housing applications, voucher management, and resident services, the Austin Housing Authority utilizes third-party portal applications powered by RentCafe (a subsidiary of Yardi Systems, Inc.).
When you access RentCafe portals via austinha.org to apply for housing or manage your account, please be aware of the following data practices:
- Data Ownership: For the purposes of data privacy laws, the Austin Housing Authority acts as the Data Controller and retains full ownership of your information. RentCafe acts strictly as a Data Processor, hosting and maintaining the infrastructure on our behalf. Any requests regarding your data rights must be directed to the Austin Housing Authority using the contact information in this Privacy Policy.
- Categories of Portal Data Collected: To evaluate eligibility and manage housing benefits, the portal securely collects highly sensitive information, including but not limited to: Full names, Social Security Numbers (SSNs), Driver’s License numbers, employment and income data, household composition, banking or payment information, and third-party tenant screening or background check results.
- Supplemental Tech Tracking : While the Austin Housing Authority does not use commercial tracking, the underlying RentCafe platform utilizes cookies and diagnostic tools (such as Google Analytics) strictly to verify user identities, maintain encrypted sessions, and ensure portal security.
By using our portals, you acknowledge that your interaction is also subject to the technical security standards outlined in the RentCafe Privacy Policy.
Mobile and SMS Communications
If you opt-in to receive text message (SMS) notifications from the Austin Housing Authority regarding your application status, housing vouchers, inspection reminders, or program updates, your mobile data is kept strictly confidential.
The Austin Housing Authority does not sell, rent, loan, trade, lease, or otherwise transfer phone numbers or customer text-messaging information to any third party or affiliate for commercial marketing or advertising purposes. Message and data rates may apply. You may opt-out of mobile alerts at any time by replying “STOP” to any text message received from the Austin Housing Authority.
Security and Monitoring
In certain instances, a user may have the opportunity to receive or create a password to access or submit personally identifiable information. One should not divulge a password to anyone, and the Austin Housing Authority will never ask a user for a password via telephone call, text, fax, e-mail, or other form of unsolicited communication. When a user is finished with a password-protected application, they should exit the relevant page(s) and close the entire browser session to flush temporary caches.
The Austin Housing Authority has integrated security measures and systems into the design, implementation, and day-to-day operation of austinha.org and its underlying servers and networks. [8] Furthermore, the Austin Housing Authority maintains ongoing efforts to identify and/or block unauthorized intrusions. [9]
Notice: The Austin Housing Authority monitors austinha.org’s servers and networks for security purposes, including to detect and prevent unauthorized access and misuse of the system. By using austinha.org, you acknowledge this security monitoring. If such monitoring reveals possible evidence of criminal activity or any other unauthorized use, system administration personnel may provide relevant information to law enforcement or other officials, as authorized or required by law.
Data Breach Notification
In the event of a breach of system security that results in the unauthorized acquisition of sensitive personal information, as those terms are defined under the Texas Identity Theft Enforcement and Protection Act (Tex. Bus. & Com. Code Ch. 521), the Austin Housing Authority will provide notification to affected individuals and, where required by law, to the Texas Attorney General, in accordance with applicable law.
Cookies
Cookies are text files utilized to distinguish between visitors to a website and to track information during multiple visits. The Austin Housing Authority uses “temporary cookies” [10] on some parts of austinha.org, which expire upon the end of the browsing session. This website does not generally use “persistent cookies” [11] unless a user registers to use austinha.org as a customized portal, uses the RentCafe Applicant and Tenant Portals as described above, or to help the Austin Housing Authority understand unique and repeat visitor patterns to enhance accessibility.
Rejecting and/or removing cookies may lead to a loss of functionality on those austinha.org pages requiring cookies to function fully.
Web Bugs (a/k/a Web Beacons)
austinha.org does not use web bugs [12] on its web pages or in any HTML e-mail for any purpose other than to identify site performance needs, ensure technological compatibility, and improve services offered on the site.
Children’s Privacy
No applications on austinha.org specifically solicit information from minors or seek to determine whether the visitor is a minor. Personally identifiable information submitted to austinha.org by minors will be treated in the same manner as information given by an adult; however, the Austin Housing Authority will apply all applicable exceptions under the Texas Public Information Act and other applicable law to protect the identity and personal information of minors before any such information is disclosed publicly. The Austin Housing Authority strongly encourages parents to supervise and guide their minor children’s online activities.
Health Care Information
The Austin Housing Authority is a public housing agency and is not generally a “covered entity” under the Health Insurance Portability and Accountability Act of 1996 (“HIPAA”). However, the Austin Housing Authority recognizes that medical or disability-related information may be submitted through austinha.org in connection with requests for reasonable accommodations or reasonable modifications under the Fair Housing Act and Section 504 of the Rehabilitation Act. Any such medical or disability-related information will be kept confidential and maintained separately from other records and will be used only for the limited purpose of evaluating and responding to the applicable request.
Third-Party Links & Content
austinha.org provides links to, and may be linked from, local, state, and federal government agencies, and other websites. These links do not constitute an endorsement of the destination website’s content, viewpoint, accuracy, policies, or products.
Some content on portions of austinha.org resides on servers run by third parties. [13] Any agency or third-party host providing content or transport services for austinha.org shall be required to comply with the Austin Housing Authority’s Privacy Policy.
Intellectual Property
The content of the Austin Housing Authority’s webpages is copyrighted and contains some third-party images/graphics used with permission. Users should presume the need to obtain permission from the copyright holder before reproducing or otherwise using images/graphics from this website.
The Austin Housing Authority may change this policy from time to time and reserves the right to do so without notice.
Contact Us
If you have questions about this Privacy Policy, wish to execute any data rights described herein, or have concerns regarding the collection, use, or disclosure of your information, please contact us at [insert email address.]
Privacy Statement Footnotes
- IP Address: A numeric value assigned to an ISP, network, or computer so that internet traffic can be directed to it (formatted as XXX.XXX.XXX.XXX).
- Domain Name: An alphanumeric value representing the plain language translation of an IP address (e.g., WWW.HOME.COM).
- Commercial/Marketing Purposes: Includes unsolicited commercial e-mail (“SPAM”), targeted advertising, or selling data for value.
- Governmental Purposes: The Austin Housing Authority’s duties and obligations toward its families as set forth in its policies, procedures, and applicable federal, state, and local laws.
- Problem Investigation: Submitted information may be entered into our electronic database and shared with our attorneys and law enforcement personnel during investigations.
- Texas Public Information Act (TPIA): Under Texas law, certain categories of information may be exempt from public disclosure, but non-exempt data must be disclosed upon a valid legal request.
- E-mail Confidentiality: E-mail is generally not secure against interception. Sensitive information (such as bank accounts) should be sent via postal mail instead.
- Firewalls: The Austin Housing Authority maintains user registration information behind a firewall and limits internal employee access to sensitive data.
- Security Monitoring: Unauthorized attempts to upload or change information are strictly prohibited and punishable under the Computer Fraud and Abuse Act of 1986 and related laws.
- Temporary Cookies: Cookie files that last only during an active communication connection session.
- Persistent Cookies: Cookie files that remain on a user’s hard drive until expired or affirmatively removed.
- Web Bug: An invisible graphics image format (“GIF”) used to monitor who is reading a web page or e-mail.
- Third Parties: Non-governmental computers, networks, or application service providers (“ASPs”) that may have direct control over automated data gathering on their specific servers.
This Privacy Policy was last reviewed and updated on [INSERT DATE].