Property Management Data Security and Privacy Annual Compliance Audit Checklist
This property management data security and privacy annual compliance audit checklist provides a structured evaluation of the information security program protecting sensitive resident, financial, and operational data. Property management companies collect extensive personally identifiable information including Social Security numbers, bank account details, credit information, and housing history. State privacy laws including CCPA, Virginia VCDPA, and others impose significant compliance obligati
- Industry: Property Management
- Frequency: Annually / After Any Security Incident
- Estimated Time: 3-4 hours
- Role: Property Manager / IT Security / Regional Manager
- Total Items: 28
- Compliance: NIST Cybersecurity Framework 2.0, California Consumer Privacy Act (CCPA/CPRA), Virginia Consumer Data Protection Act (VCDPA), State Data Breach Notification Laws, FCRA Safeguards Rule (FTC)
Data Inventory and Classification
Identify and classify all personal data collected.
- Data inventory documented listing all personal data types collected, stored, and processed?
- Data minimization practiced - only collecting data actually needed for business purpose?
- All sensitive PII (SSNs, bank accounts) encrypted at rest and in transit?
- Paper records containing PII stored in locked cabinets with limited access?
- Data retention policy defined with deletion schedule for each data category?
Access Controls and Authentication
Review who can access what data.
- Multi-factor authentication enabled for all business applications accessing resident data?
- Principle of least privilege applied - employees access only data needed for their role?
- No shared user accounts - each employee has individual credentials?
- IT access revocation included in employee offboarding checklist?
- Administrative accounts reviewed quarterly and minimized?
Network and Endpoint Security
Assess network and device security posture.
- Office WiFi encrypted (WPA3 or WPA2) with separate guest network?
- All company computers running current endpoint protection (antivirus/EDR)?
- Operating system and application patches applied within 30 days of release?
- Remote work access uses VPN or zero-trust access (not direct RDP or open ports)?
- Email security (spam filter, phishing protection, SPF/DKIM/DMARC) configured?
Incident Response Readiness
Verify breach preparedness and response procedures.
- Written data breach incident response plan documented and tested?
- State breach notification requirements known (timing, regulators to notify, content)?
- Cyber liability insurance current with adequate limits?
- Data backup and recovery tested successfully within last 6 months?
- Key vendor security practices assessed (PMS provider, screening company, payment processor)?
Privacy Law Compliance and Training
Ensure regulatory compliance and employee training.
- Privacy policy current and compliant with applicable state laws (CCPA, VCDPA, etc.)?
- Procedure in place for resident privacy rights requests (access, deletion, opt-out)?
- All staff completed annual security awareness training?
- Phishing simulation conducted annually to test staff awareness?
- Annual data security audit report filed with management?
- All third-party data sharing documented and covered by data sharing agreements?
- IT security budget reviewed and adequate for identified risks?
- Ownership or board briefed on cybersecurity risks and program annually?
Related Property Management Checklists
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- Apartment Property Marketing and ILS Management Monthly Audit Checklist
- Property Management Employee Performance and Training Quarterly Audit Checklist
- Property Management Procurement and Purchasing Controls Quarterly Audit Checklist
- Apartment Preventive Maintenance Program Quarterly Audit Checklist
- Apartment Renovation and Capital Project Progress Inspection Checklist
- Apartment Property Year-End Operations Comprehensive Review Checklist
- Apartment Slip and Fall Prevention and Premises Liability Annual Audit Checklist
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- Apartment Rent Collection and Delinquency Management Monthly Checklist - FREE Download
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Why Use This Property Management Data Security and Privacy Annual Compliance Audit Checklist?
This property management data security and privacy annual compliance audit checklist helps property management teams maintain compliance and operational excellence. Designed for property manager / it security / regional manager professionals, this checklist covers 28 critical inspection points across 5 sections. Recommended frequency: annually / after any security incident.
Ensures compliance with NIST Cybersecurity Framework 2.0, California Consumer Privacy Act (CCPA/CPRA), Virginia Consumer Data Protection Act (VCDPA), State Data Breach Notification Laws, FCRA Safeguards Rule (FTC), PCI DSS Payment Card Industry Data Security Standard, UK Data Protection Act 2018 / GDPR, Australia Privacy Act 1988. Regulatory-aligned for audit readiness and inspection documentation.
Frequently Asked Questions
What does the Property Management Data Security and Privacy Annual Compliance Audit Checklist cover?
This checklist covers 28 inspection items across 5 sections: Data Inventory and Classification, Access Controls and Authentication, Network and Endpoint Security, Incident Response Readiness, Privacy Law Compliance and Training. It is designed for property management operations and compliance.
How often should this checklist be completed?
This checklist should be completed annually / after any security incident. Each completion takes approximately 3-4 hours.
Who should use this Property Management Data Security and Privacy Annual Compliance Audit Checklist?
This checklist is designed for Property Manager / IT Security / Regional Manager professionals in the property management industry. It can be used for self-assessments, team audits, and regulatory compliance documentation.
Can I download this checklist as a PDF?
Yes, this checklist is available as a free PDF download. You can also use it digitally in the POPProbe mobile app for real-time data capture, photo documentation, and automatic reporting.