Privacy is a subject that’s become more important than ever. Technology is a great tool for making the management of commercial properties more efficient and streamlined, but that same technology also makes it easy for people to feel vulnerable about the amount of their personal information that’s shared and stored online.
How can you protect your tenant information while still gathering all of the necessary details?
Commercial Real Estate in the High Desert and Data Collection
Modern commercial buildings are often equipped with Internet of Things (IoT) devices, smart access systems, energy-efficient sensors, and cloud-based property management tools. These technologies generate and store vast amounts of data, including:
- Tenant contact information
- Lease agreements and financial records
- Access logs and video surveillance data
- Behavioral analytics (such as space usage or temperature preferences)
While these tools increase operational efficiency and help create positive tenant experiences, they also create vulnerabilities. If not properly secured, this data can become a target for cyber-attacks, phishing expeditions, or other types of unauthorized access, leading to legal, financial, and reputational consequences.
Data Privacy Matters to Commercial Tenants
In commercial real estate, data privacy isn’t just an IT concern, it’s an important part of doing business. Commercial tenants, especially those in industries like healthcare, finance, and law, expect their data to be handled with the same diligence they apply in their own operations. Failure to protect this information can lead to:
- Breach of lease agreements
- Legal liabilities
- Loss of tenant trust and future business
- Fines and damage to brand reputation
As data becomes more central to building operations and tenant relationships, maintaining privacy safeguards is an essential business practice as well as good risk management.
Best Practices for Protecting Tenant Data
To build a strong foundation of trust, we encourage commercial real estate professionals to consider implementing the following best practices:
- Limit Data Collection. Only collect data that’s necessary for operations. Avoid excessive tracking or monitoring that isn’t clearly justified.
- Strengthen Cyber Security Measures. Ensure all networks and databases are secured with encryption, firewalls, and access controls. Regularly update software and conduct vulnerability assessments.
- Train your Staff. Employees should be trained in data privacy protocols and how to recognize phishing or social engineering attempts.
- Use Trusted Vendors: When working with third-party tech providers or property management platforms, verify that they adhere to strong data protection standards.
- Communicate Transparently. Inform tenants about what data is collected, how it is used, and how it is protected. Transparent privacy policies create trust and help avoid misunderstandings.
As we inside of the commercial real estate and property management industry continue to embrace digital innovation, safeguarding tenant information must remain a top priority.
Ultimately, the future of commercial real estate will not only be shaped by square footage and location, but also by how well the industry handles the invisible assets of the digital age: information and trust.
We love discussing technology, how we embrace it, and what we do to protect ourselves, our owners, their tenants, and all the properties we manage. Please contact us at Preston-Lee Management Company. We’ve been providing commercial property management services in the High Desert for more than 30 years.
