Privacy Policy
Effective Date: June 23, 2026
The Village at Cloud Park respects your privacy. This Privacy Policy explains how we collect, use, share, and protect personal information when you visit our website, contact our office, submit an inquiry, apply for an apartment, use resident services, make payments, request maintenance, or otherwise interact with us.
This Privacy Policy applies to information collected through thevillageatcloudpark.com, our leasing and resident operations, and third-party services used to support apartment leasing, resident communication, payments, maintenance, screening, and property management.
Who We Are
The Village at Cloud Park is a residential apartment community located at:
The Village at Cloud Park
3839 Cloud Park Drive
Dayton, Ohio 45424
Phone: 937-233-5600
Fax: 937-233-5665
The Village at Cloud Park is managed as part of normal property management operations by Sentry Property Management.
Information We Collect
We may collect personal information directly from you, automatically through our website, or through trusted third-party service providers.
Information You Submit Through Our Website
When you use our contact form or otherwise contact us online, we may collect:
- Your first and last name
- Email address
- Phone number
- Reason for contacting us
- Message or additional details
- Information related to a website issue, if you select that option
- Move-in availability inquiry information
- Any other information you choose to provide
If you select “Report a Problem with the Website,” your submission may be sent to our website management team instead of the leasing office.
Application and Leasing Information
If you apply for an apartment or begin the leasing process, we may collect information needed to process your application, verify your identity, review rental qualifications, prepare leasing documents, and manage applicant or resident records.
This may include:
- Name
- Contact information
- Date of birth
- Identification information
- Current and previous addresses
- Rental history
- Employment information
- Income information
- Proof of income or other supporting documents
- Floor plan preferences
- Floor level preferences
- Preferred move-in timeframe
- Waitlist information
- Occupant information
- Co-signer or guarantor information, if applicable
- Credit, criminal, eviction, income, employment, and rental history screening information
- Application fee, holding deposit, and payment authorization information
- Lease documents and related records
- Communications with our office
- Documents uploaded through our online rental application submission form
- Other information submitted during the application, screening, waitlist, or leasing process
Resident Services Information
If you are a resident, we may collect and process information related to resident services, including:
- Resident portal account information
- Rent payment records
- Maintenance requests
- Service request details
- Property communications
- Lease renewal information
- Resident notices
- Amenity, pool, parking, garage, or other property-related requests
- Records needed for normal property operations
Payment Information
If you make payments online, submit a payment authorization form, or pay fees related to an application, deposit, rent, or resident account, your payment information may be collected and processed by third-party payment processors, resident portals, banks, card networks, or related service providers.
Payment information may include:
- Payment amount
- Payment method
- Billing information
- Transaction records
- Bank account or card information submitted through the payment platform or payment authorization form
The Village at Cloud Park does not need to collect or store full payment card or bank account details directly on its main website when payments are processed through a third-party payment portal.
Pet and Animal Information
If you have a pet, assistance animal, or other animal that must be reviewed as part of property policy, you may be asked to provide information to The Village at Cloud Park or through a third-party service provider.
This may include:
- Pet or animal profile information
- Pet type, breed, weight, and age
- Vaccination records
- Animal photos
- Veterinary information
- Assistance animal documentation, where applicable and permitted by law
- Related screening or registration information
Website and Device Information
When you visit our website, certain information may be collected automatically, such as:
- IP address
- Browser type
- Device type
- Pages visited
- Date and time of visit
- Referring website
- General location information
- Website performance data
- Cookie or similar tracking data
This information helps us operate the website, protect the site from misuse, improve visitor experience, and understand how visitors use the website.
Form Save and Resume Information
Some website forms may offer a save and resume option. If you use this feature, a copy of your partial entry may be stored on the website server so you can return and complete the form later.
If you choose to receive a resume link by email, your email address may be used to send that link. Resume links should not be shared. Saved entries may expire and be deleted after a set period of time.
How We Use Personal Information
We may use personal information to:
- Respond to questions and inquiries
- Communicate with prospective residents, applicants, residents, and occupants
- Process rental applications
- Verify identity
- Review rental qualifications
- Conduct credit, criminal, eviction, income, employment, rental history, and other screening
- Manage application fees, holding deposits, and payment authorization records
- Manage waitlist requests and availability inquiries
- Prepare and manage lease documents
- Manage applicant and resident records
- Process payments
- Manage rent accounts and payment records
- Handle maintenance requests
- Provide resident services
- Review pet, animal, or assistance animal information
- Send property notices and operational communications
- Manage tours, leasing communications, and move-in inquiries
- Maintain property safety and security
- Enforce lease terms, rental policies, community policies, and property rules
- Comply with legal, regulatory, accounting, insurance, and property management obligations
- Protect the rights, property, and safety of The Village at Cloud Park, residents, applicants, staff, vendors, and others
- Improve our website, services, and property operations
How We Share Information
We may share personal information when needed for leasing, screening, resident services, payment processing, maintenance, legal compliance, or property operations.
We may share information with:
- Property management staff
- Sentry Property Management
- Leasing, office, maintenance, and operations personnel
- Loft Living and related resident portal providers
- Application, leasing, screening, and document management providers
- Credit, criminal, eviction, income, employment, and rental history screening providers
- Payment processors, banks, ACH providers, card networks, and financial service providers
- Pet or animal screening providers, where applicable
- Insurance providers
- Legal, accounting, audit, and compliance professionals
- Maintenance vendors, contractors, and service providers
- Website hosting, website management, email, form, security, and technology vendors
- Government agencies, courts, law enforcement, or regulators when required or permitted by law
- Other parties with your consent or as needed to complete a request you make
We do not sell personal information in the traditional sense. We do not share personal information for cross-context behavioral advertising unless disclosed and permitted by applicable law.
Third-Party Websites and Services
Our website may link to third-party websites, portals, platforms, or services. These may include resident portals, rent payment portals, maintenance request portals, screening providers, application-related providers, payment processors, and other service providers.
When you use a third-party website or portal, that provider may collect, use, and protect your information according to its own privacy policy and terms. We encourage you to review those policies before submitting information.
Cookies and Website Tracking
Our website may use cookies and similar technologies to:
- Help the website function properly
- Improve website performance
- Protect forms from spam or abuse
- Understand website traffic
- Improve visitor experience
- Support embedded content, maps, images, forms, or other website features
You can adjust your browser settings to refuse or delete cookies. Some website features may not work correctly if cookies are disabled.
Email, Phone, and Text Communications
If you provide your email address or phone number, we may use it to contact you about your inquiry, application, waitlist status, lease, resident account, maintenance request, payment, property notice, or other property-related matter.
If text messaging is offered through a resident portal, leasing platform, or other service provider, additional consent terms may apply through that provider.
How We Protect Information
We use reasonable administrative, technical, and physical safeguards to protect personal information. These safeguards are designed to reduce the risk of unauthorized access, misuse, loss, disclosure, or alteration.
No website, portal, email system, or electronic storage method can be guaranteed to be completely secure. Please avoid submitting highly sensitive information through the general website contact form unless it is necessary.
How Long We Keep Information
We retain personal information for as long as needed to:
- Respond to inquiries
- Process applications
- Manage waitlists
- Manage leasing and resident records
- Complete property management operations
- Provide resident services
- Maintain business records
- Resolve disputes
- Enforce agreements
- Meet legal, accounting, insurance, and compliance requirements
Retention periods may vary depending on the type of information, the purpose for collection, and applicable legal requirements.
Your Choices
You may contact us to:
- Update your contact information
- Ask questions about information we maintain
- Request correction of inaccurate information
- Opt out of non-essential marketing communications
- Ask about privacy practices related to your application, waitlist status, or resident account
Some information may need to be retained for legal, leasing, accounting, screening, payment, resident, or property management purposes.
State Privacy Rights
Depending on where you live and which laws apply, you may have certain rights regarding your personal information. These rights may include the right to request access, correction, deletion, or a copy of certain personal information.
To make a privacy-related request, contact us using the information listed below. We may need to verify your identity before processing certain requests.
Children’s Privacy
Our website and services are intended for apartment applicants, residents, occupants, and other individuals involved in leasing or property operations. Our website is not directed to children under 13, and we do not knowingly collect personal information from children under 13 through the website.
Fair Housing and Accommodation Information
The Village at Cloud Park is committed to fair housing practices. If you submit information related to a reasonable accommodation, assistance animal, disability-related request, or similar matter, we will use that information only as needed to review, respond to, document, and manage the request, and as otherwise permitted or required by law.
Please contact the leasing office directly if you need to submit sensitive accommodation-related information.
Changes to This Privacy Policy
We may update this Privacy Policy from time to time. Updates will be posted on this page with a revised effective date. Your continued use of our website or services after changes are posted means the updated Privacy Policy applies going forward.
Contact Us
For questions about this Privacy Policy or how your information is handled, please contact:
The Village at Cloud Park
3839 Cloud Park Drive
Dayton, Ohio 45424
Phone: 937-233-5600
Fax: 937-233-5665
You may also contact us through the website contact form at thevillageatcloudpark.com/contact-us/.