Privacy Notice

Plain summary. When you send the consultation form, your name, email, phone (if given), property location, membership interest and message are sent to us by email. The form is processed by our web host, Vercel Inc., and delivered by our email provider, Resend (Plus Five Five, Inc.). We use the details only to reply to your enquiry. We do not sell them or add you to a mailing list. Once you become a client, we hold property and access details because the service cannot be delivered without them, and those details are never shared, sold or used in marketing. You can ask for a copy or deletion of your information at any time.

1. Who we are

White Oak Stewardship (“White Oak”, “we”, “us”) is a private home management and concierge service operating in the North Georgia mountains, founded and operated by Katie Mujcic.

Questions about this notice, or any request relating to your information, should go to katie@WhiteOakStewardship.com or 470-859-3583.

2. Information we collect

When you contact us

What: the name, email address, phone number (if given), property location, membership interest and message you enter in the consultation form, the time of the request, and your IP address. The IP address is held briefly by our host for security and rate limiting.

Who processes it: Vercel (hosting and the form function, United States), Resend (email delivery, United States) and our own mailbox provider.

How long: enquiry emails are kept for 24 months, or until you ask us to delete them. Resend keeps delivery logs for a limited period, set out in its own policy.

Your choice: you can call or text 470-859-3583 instead of using the form.

When you become a client

Delivering home stewardship requires information that is, by its nature, sensitive. Once you enrol we collect and hold a property profile which may include:

The property address and details of its systems, layout and known issues
Access information: gate and door codes, lockbox details, alarm codes and alarm account contacts, key locations
Preferred vendors, existing service providers and neighbour or family contacts
Household preferences, arrival schedules, guest and rental schedules where relevant
Photographs and video recorded during inspections, documenting the condition of the property
Billing details, handled by our payment processor rather than held by us

When you use this website

This site sets no advertising cookies and runs no third-party tracking pixels. Your browser keeps standard cached copies of the site's own files, which is how any website loads quickly on a second visit.

We use Plausible Analytics, which sets no cookies and collects no personal data. Visits and interactions, for example which membership tier a visitor compared, are counted in aggregate and cannot be traced back to you.

Web fonts are served by Google Fonts, which receives your IP address as a necessary part of delivering the font files. Our web host records standard server logs, including IP address, browser type and pages requested, for security and diagnostics.

3. Why we hold it, and on what basis

To answer your enquiry and arrange a consultation, because you asked us to.
To deliver the service you have contracted for. Access and property information exists solely so that your home can be entered, inspected and cared for.
To document condition. Inspection photographs and video are the record that protects both of us if a dispute or an insurance claim arises.
To bill you and keep the financial records the law requires us to keep.
To improve the website using aggregate, anonymous usage data.

4. Who we share it with

We do not sell personal information, and we do not share it for anyone else's marketing. Information is disclosed only in these circumstances:

Vendors you have approved. A plumber attending your property needs the address and the nature of the problem. They are not given access codes unless you have specifically instructed it, and are not given information about the household beyond what the job requires.
Service providers we rely on (payment processing, email, cloud storage of reports), each bound to protect the information they handle.
Emergency responders, where there is an immediate risk to the property, its occupants or a neighbouring property.
Where the law requires it, including valid legal process.

5. Confidentiality of client properties

We do not photograph or publicise client properties for marketing purposes. Your name, your address and images of your home will not appear on this website, in social media or in any promotional material. Testimonials are published only with written permission and only in the form you approve.

Inspection media is recorded for you and stored for the documentation purpose described above. It is not used for anything else.

6. How it is protected

Access credentials are stored separately from general client records, in password-protected systems on devices secured by passcode and full-disk encryption. Access details are shared with no one outside the direct service of your home. Where a code is disclosed to an approved vendor at your instruction, we will tell you it happened and recommend rotating it afterwards.

No system is perfectly secure, and we do not claim otherwise. If a breach affects your information we will notify you promptly and directly, and tell you what we know when we know it.

7. How long we keep it

Enquiries that do not become memberships: up to twelve months, then deleted.
Access codes and alarm details: deleted within thirty days of a membership ending. We will confirm the deletion in writing on request.
Inspection reports, photographs and video: retained for the duration of the membership and for two years afterwards, because condition history is exactly what a later claim depends on.
Contracts and financial records: retained as long as tax and limitation periods require.

8. Your choices

You may at any time:

Ask what information we hold about you and receive a copy
Ask us to correct anything inaccurate
Ask us to delete your information, subject to records we are legally required to keep
Withdraw consent to be contacted, or ask to be removed from any mailing
Ask that specific rooms or areas not be photographed during inspections

Write to katie@WhiteOakStewardship.com and we will respond within thirty days. There is no charge for a reasonable request.

If you are a Georgia resident or covered by a state privacy law granting additional rights, those rights apply in full and this notice does not limit them.

9. Children

This service is not directed at children, and we do not knowingly collect information from anyone under thirteen. Where a client household includes children, any incidental information is treated as part of the household record and held under the same terms.

10. Changes to this notice

We will update this page when our practices change and revise the date at the top. Material changes affecting current members (connecting an analytics provider, changing a retention period, adding a data processor) will be communicated directly rather than left for you to discover here.

11. Contact

White Oak Stewardship
North Georgia, United States
470-859-3583
contact@WhiteOakStewardship.com