Your information, kept in confidence.

Effective date: 13 July 2026  ·  Last updated: 13 July 2026

Havn & Hölm (“we,” “us,” “our”) provides property stewardship and design services. Havn & Hölm is a trade name (d/b/a) of RJ Consortium LLC, a Texas limited liability company. This policy explains what information we collect from the owners whose homes we steward, how we use and share it, how long we keep it, and the choices you have.

1. Information we collect

To steward your home we collect information you provide and information generated in the course of our service:

• Contact & account: name, email, phone, mailing address, portal login credentials, communication preferences.
• Property: address, access and entry details, alarm and gate information, key-holder and emergency contacts, utilities and providers, HOA details, and your preferences for the home.
• Financial & billing: membership tier, invoices, operating-fund (retainer) transactions, and payment-method preferences. Card and bank details are processed by our payment providers (Banpay, Stripe) — we do not store full payment credentials.
• Service records: visit reports, photos of the property, service requests, vendor coordination, and mail we handle on your behalf.

2. How we use your information

• To provide, schedule, and document stewardship and design services for your property.
• To bill you, maintain your operating fund, and process payments.
• To communicate with you about your home, visits, mail, and account.
• To coordinate approved vendors and contractors for work on your property.
• To meet legal, tax, and accounting obligations.

We do not sell your personal information.

3. How we share information

We share information only as needed to deliver our services or meet our obligations:

• Vendors & contractors we engage on your behalf, limited to what they need for the job.
• Payment processors (Banpay, Stripe) to bill you and return funds.
• Service providers that host our systems under confidentiality obligations.
• Legal & regulatory authorities where required by law, or to protect our rights, your property, or safety.

4. Data retention

We keep your information only as long as needed for the purposes above and to meet our legal obligations:

• Financial & tax records (invoices, operating-fund ledger, payment records): retained for seven (7) years after the end of the relationship, consistent with tax and accounting requirements.
• Property, service, and account records: retained for the duration of your membership and for up to seven (7) years afterward, unless a shorter period is required or you request earlier deletion (subject to the financial-records period and any legal hold).
• Access credentials (alarm/gate/entry codes, portal login): revoked promptly when a property is offboarded; sensitive access codes are then removed or obscured in our active systems.

When your property is offboarded, your portal access is deactivated and your records are retained per the schedule above. We will remind you, before offboarding takes effect, to download a copy of your records from your portal.

5. Your choices & rights

• Access & export: you can review your information in your owner portal and download a copy of your records at any time.
• Correction: you can update your contact details and home information in the portal, or ask us to correct anything else.
• Deletion: you may request deletion of your information; we will honor it except where we must retain records to meet legal, tax, or accounting obligations (see Retention).

To exercise any of these, contact us at the address below.

6. Security

We protect your information with access controls, encrypted connections, credentialed systems, and least-privilege access for our team. Payment credentials are handled by our payment providers, not stored by us. No system is perfectly secure, but we take reasonable measures appropriate to the sensitivity of the information we hold.

7. Changes to this policy

We may update this policy from time to time. Material changes will be communicated through the owner portal or by email, and the “last updated” date above will change.

8. Contact us

Questions or requests about this policy or your information:

Havn & Hölm (a d/b/a of RJ Consortium LLC)
Email: info@havnholm.com  ·  Portal: portal.havnholm.com