How Precision Phase Solutions Handles Personal Information

Last Updated: July 12, 2026Version: 1.0

This Privacy Policy explains how Precision Phase Solutions collects, uses, protects, retains, and discloses personal information obtained through its website, forms, telephone communications, email communications, CRM system, and related business activities.

This Privacy Policy does not replace any privacy, confidentiality, data-sharing, authorization, or records provision contained in a separately signed PPS agreement.

Scope And Definitions

1. Scope of This Privacy Policy

This Privacy Policy explains how Precision Phase Solutions (PPS) collects, uses, protects, retains, and discloses personal information obtained through its public website, PPS-controlled forms, telephone communications, email communications, authorized text communications, the Digital Flow Solutions CRM, and systems used for scheduling, follow-up, property review, referral partnerships, and community resource evaluation.

It does not automatically govern independent third-party websites, outside community organizations, event organizers, property owners' independent systems, referral partners' independent systems, government-agency systems, healthcare organizations, or social-media platforms. Those entities maintain their own distinct privacy practices.

2. About Precision Phase Solutions

Precision Phase Solutions provides housing-only independent shared housing opportunities for adults who can live independently.

PPS is not an assisted living facility, a community residential home, a treatment provider, a medical or behavioral-health provider, or a personal-care provider. PPS does not provide case management, transportation, or resident supervision. Furthermore, PPS does not accept resident referrals through a public online referral form.

3. Information PPS Collects

PPS collects information solely to facilitate authorized business interactions. Depending on the nature of your inquiry or interaction, we may collect:

Contact Information: First and last name, email address, telephone number, mailing address, and preferred contact methods.
Professional & Organizational Information: Organization name, job title, counties served, target populations, and partnership interests.
Property-Partnership Information: Property-owner and representative details, address, property condition, lease terms, HOA information, and accessibility features.
Community-Collaboration & Resource Information: Event dates, intended audiences, requested participation, public program names, eligibility summaries, and verification sources.
Telephone Referral Information: Caller identity, referral organization, prospective resident contact details, and follow-up records (collected strictly via telephone).
Technical & Usage Information: IP address, browser type, device details, error logs, and cookie identifiers when using our website.
Consent & Transaction Records: Form acknowledgments, communication preferences, opt-in/opt-out selections, and timestamp records.

4. Information PPS Does Not Request Through Public Forms

Public website forms must not be used to submit sensitive records. Do not use our public website forms to submit Social Security numbers, driver-license or passport copies, banking information, credit or debit card details, account passwords, medical records, diagnoses, medication lists, health-insurance records, mental-health records, substance-use treatment records, or internal case notes.

Submitting prohibited information does not create a resident referral or require PPS to process it through the incorrect form. Residents and people referring a resident must call PPS directly to begin the housing referral process.

5. Sources of Information

PPS may receive information directly from you, from an authorized organization or property representative, or from a recognized referral organization. We also obtain information from public event pages, government directories, public resource listings, and automatically through our integrated website technologies and authorized service providers.

6. How PPS Uses Information

PPS uses collected information to respond to inquiries, evaluate property and referral partnership opportunities, process community-collaboration requests, and manage telephone-based housing referrals. Your information helps us maintain private CRM records, verify public resources, prevent fraud, enforce PPS policies, comply with lawful obligations, respond to legal claims, and ensure the ongoing security and functionality of our digital systems.

What We Do Not Request

REQUIRED PROCEDURE: Residents and people referring a resident must call PPS to begin the housing referral process. Housing and prospective-resident referrals are submitted by telephone, not through a public online referral form.

Public website forms must not be used to submit any of the following sensitive information:

Social Security numbers or unnecessary identification documents (driver licenses, passports)
Banking, credit card, debit card information, or account passwords
Medical records, diagnoses, medication lists, or health-insurance records
Detailed mental-health records or substance-use treatment records
Confidential case notes or background reports
Full insurance-policy numbers or resident financial records
Private event passwords

Submitting prohibited information does not create a resident referral or require PPS to process it through the wrong form.

Channel-Specific Disclosures

7. Website Forms

PPS utilizes specific website forms, including the General Contact Form, Referral Partnership Inquiry Form, Property Information and Partnership Inquiry Form, Community Collaboration Inquiry Form, Community Resource Suggestion Form, Community Event Submission Form, Resource or Event Correction Form, and Current Resident Communication Form (when implemented).

For each form, PPS collects specific categories of information for designated purposes. Submissions are routed through our CRM to authorized personnel for review. Depending on the form, information may be subject to different retention categories, and submitters may receive a confirmation email. Approved community resource and event information may be published, but private submitter details remain confidential.

General, partnership, property, resource, event, and collaboration forms must not be used for resident referrals.

8. Telephone-Based Housing Referrals

Housing and prospective-resident referrals are submitted by telephone, not through a public online referral form.

During a telephone referral, PPS may document the caller’s identity, verify their authority to provide information, explain the PPS housing-only model, enter relevant information into a private CRM record, assign staff follow-up, communicate with the prospective resident or authorized referral contact, and send controlled status communications when appropriate.

Referral information is not placed in a public partner portal. Referral information may be disclosed only as authorized, needed for PPS housing operations, permitted by agreement, or required by law. PPS cannot promise absolute confidentiality when disclosure may be legally required.

9. Current-Resident Communications

Current-resident communications are maintained separately from public inquiries where feasible.

Residents should use the designated resident process for general resident questions, housing concerns, property communication, and administrative matters.

The resident form is not an emergency-response system. Emergencies should not be reported through a website form.

10. Cookies and Website Technologies

The PPS website uses various technologies, which are categorized as follows:

Essential technologies: Used for website operation, form functionality, security, fraud prevention, session management, accessibility, and load balancing.
Analytics technologies: Used for page performance, visitor trends, form performance, and website improvements.
Preference technologies: Used for user selections, display preferences, and saved settings.
Advertising or marketing technologies: Used only when verified and compliant with applicable law.

For each technology, PPS discloses the provider, purpose, information collected, duration, whether information is shared, and how the user can control it. A separate Cookie Notice is provided when the website uses nonessential cookies or tracking technologies that require additional disclosure or choice.

11. Digital Flow Solutions and Other Service Providers

PPS may use authorized service providers to operate its website and business systems. Provider categories include website hosting, CRM, form processing, workflow automation, email delivery, text-message delivery, scheduling, cloud storage, analytics, website security, spam prevention, information technology support, document management, and legal and professional services.

Digital Flow Solutions provides website hosting, forms, and CRM services to PPS. Digital Flow Solutions is an authorized service provider, not a data owner.

PPS requires written contracts with its service providers addressing permitted processing, confidentiality, security, access controls, subcontractors, incident reporting, data return or deletion, legal compliance, and record retention. Where applicable, processor relationships are governed by contracts addressing data-processing procedures and assistance with controller obligations as required by Florida’s Digital Bill of Rights.

Sharing And Marketing

12. How PPS Discloses Information

Information may be disclosed to the following categories of recipients when reasonably necessary:

Service providers: For website, CRM, email, scheduling, storage, analytics, security, and business support.

Professional advisors: Such as attorneys, accountants, insurers, and compliance professionals.

Property-related parties: Only when necessary and authorized for a property review or agreement.

Referral contacts: Only when authorized or necessary for the relevant referral communication.

Public resource and event listings: Only approved public organization or event information may be published. We do not publish private submitter contact information, resident information, prospective-resident information, internal review notes, confidential property information, or private correspondence.

Government or legal disclosures: Information may be disclosed when reasonably necessary to comply with law, respond to lawful process, protect legal rights, investigate fraud, address security incidents, or protect health or safety where legally permitted.

13. Sale of Personal Information

PPS does not sell personal information or sensitive personal information for monetary consideration.

14. Targeted Advertising and Cross-Context Tracking

PPS does not process personal information for targeted advertising.

15. Email, Telephone, and Text Communications

Transactional or requested communications: Include form confirmations, requested follow-up, meeting coordination, referral status communications, property-review communications, event or resource verification, and resident administrative communication.

Marketing communications: Include newsletters, general promotions, property-owner outreach, partnership campaigns, and event promotion. Submitting an inquiry authorizes contact concerning that specific inquiry. Consent to marketing is not required to inquire about housing, submit a property, or discuss a partnership. Message and data rates may apply when relevant, and users may revoke legally revocable consent.

16. Telephone Call Recording

PPS does not routinely record telephone calls. Staff may document relevant information in the PPS CRM.

Data Governance And Security

Section Topics

17. Community Resources
18. Property Information
19. Sensitive Information
20. Data Retention
21. Information Security
22. Security Incidents

17. Community Resources and Event Information

Approved public resource and event information may be verified, edited for clarity, categorized, published, updated, archived, or removed. We do not publish the submitter's private information unless the submitter is the authorized public contact and publication is intended and approved. Submissions do not create an endorsement, a partnership, sponsorship, a referral agreement, a service guarantee, or PPS participation.

18. Property Information

Property information is used for initial property review, communication with the owner or authorized representative, condition and term review, internal property-partnership evaluation, legal, insurance, or operational review, and possible property-conversation coordination. Property submissions are not publicly displayed and we do not disclose property information to unrelated parties. Do not request banking information, Social Security numbers, resident records, or unnecessary financial information through the public property form.

19. Sensitive Information

Sensitive information may include Social Security numbers, government identification numbers, financial-account credentials, medical information, health-insurance information, biometric identifiers, precise geolocation, account passwords, information about children, and certain housing-referral information. PPS limits sensitive-information collection to information reasonably necessary for an authorized business or legal purpose.

20. Data Retention

PPS maintains a written retention schedule for all collected information. Retention periods are determined by clear criteria including the purpose of collection, active relationship, contractual obligations, legal requirements, statutes of limitation, and security needs. Information is securely deleted, anonymized, or destroyed when it is no longer required.

21. Information Security

PPS uses reasonable administrative, technical, and physical safeguards appropriate to the nature of the information. Safeguards may include role-based access, unique user accounts, strong passwords, encryption in transit, staff confidentiality requirements, security training, vendor review, and secure backups. No website, communication method, database, or information system can be guaranteed completely secure.

22. Security Incidents and Data Breaches

PPS maintains procedures to identify, assess, contain, investigate, document, and respond to suspected security incidents. We will provide legally required notifications when a breach triggers applicable notice requirements.

Rights And Compliance

23. Privacy Rights and Requests

PPS maintains procedures for privacy requests such as access, correction, deletion, and marketing opt-outs. We do not guarantee that every request will be granted, as responses may be limited by identity-verification requirements, legal obligations, record-retention needs, security constraints, and fraud prevention. Please submit requests via the designated privacy email or mailing address listed in Section 32.

24. Florida Privacy Information

As a Florida-based organization, PPS handles information consistently with applicable Florida law. Coverage under the Florida Digital Bill of Rights depends on specific statutory thresholds. PPS evaluates its legal obligations carefully and provides required consumer-request rights and notices when applicable law mandates them. We do not falsely represent optional accommodations as legally mandated rights.

25. Children’s Privacy

The PPS website and public forms are intended for adults aged 18 or older and are not directed to children under 13. We do not knowingly seek personal information online from children. If you believe a child’s information was improperly submitted, a parent or legal guardian should contact us using the information in Section 32.

26. HIPAA and Health Information

PPS provides housing, not healthcare. PPS is not automatically a HIPAA-covered entity or business associate merely because a healthcare organization communicates with us. While other privacy and security laws may protect health-related information, this Privacy Policy does not serve as a HIPAA Notice of Privacy Practices.

27. Fair Housing and Nondiscrimination

PPS does not intend to use personal information for unlawful housing discrimination, retaliation, intimidation, interference, or discriminatory advertising. Personal information is used solely for lawful communication, identity verification, housing administration, referral processing, property review, safety, and compliance.

28. Automated Processing and Artificial Intelligence

PPS does not use artificial intelligence to make final housing decisions without appropriate human review, legal, and fair-housing safeguards. Any automated tools are utilized strictly to assist staff with workflow or document organization. Vendor use of PPS confidential data for unrelated AI training is strictly prohibited unless knowingly approved through a legally reviewed agreement.

29. Third-Party Websites

Our website may link to community organizations, event organizers, government agencies, healthcare organizations, and other outside websites. PPS is not responsible for the privacy practices of independent third parties. We encourage users to review the third party’s privacy policy before submitting any information.

30. International Visitors

PPS is based in Florida and primarily serves Florida communities. Visitors accessing the website from outside the United States understand that their information may be processed in the United States, subject to applicable U.S. and Florida laws.

31. Changes to This Privacy Policy

PPS may revise this policy when website forms, data practices, vendors, security practices, or legal requirements change. We will update the effective date and version number upon any revision. Materially broader data uses will not be applied retroactively without providing additional notice where legally required.

Precision Phase Solutions provides clean, safe, stable, housing-only shared living opportunities for independent adults in Central Florida.

HOUSING ONLY: Residents arrange and manage any outside services independently.

Monday-Friday: 8am-6pm

Saturday/Sunday: Closed

253 Marion Oaks Blvd.

Ste.9-18

Ocala, FL 34473