Effective Date: November 21, 2025

Last Updated: November 21, 2025

Colonial Oaks Communities (“Colonial Oaks,” “we,” “us,” or “our”) is deeply committed to protecting the dignity, privacy, and trust of those we serve—our residents, their families, our team members, and our community partners. This Online Privacy Notice (“Notice”) explains how we collect, use, disclose, and safeguard Personal Information when you interact with:

• Our public website(s)
• Resident portals
• Family portals
• Employee portals
• Booking engines (including tour scheduling and inquiry tools)
• Any other online services, forms, platforms, or applications that link to this Notice

(collectively, the “Sites”).

This Notice applies to all visitors and users of our Sites, regardless of location. It is designed to meet the privacy requirements of U.S. federal law, Texas law, and applicable state privacy laws such as the California Consumer Privacy Act (CCPA/CPRA), Virginia Consumer Data Protection Act (VCDPA), and others.

Personal Information We Collect

“Personal Information” means information that identifies, relates to, or could reasonably be linked with an individual or household. We collect Personal Information in the following ways:

1.1 Information You Provide to Us

You may choose to provide Personal Information when you:

• Request information or schedule a tour
• Submit a form on our website
• Access a resident, family, or employee portal
• Inquire about care, pricing, availability, or services
• Apply for employment
• Communicate with our team through online channels

This may include:

Contact & Identification Information

• Name
• Email address
• Phone number
• Postal address
• Relationship to a resident (e.g., spouse, adult child, power of attorney)

Resident- or Care-Related Information (Optional)

You may choose to provide limited information about a prospective resident’s needs (e.g., memory care interest, mobility needs).

Note: Colonial Oaks does not request or process HIPAA-protected medical information through public website forms.

Portal & Account Information

• Account usernames or credentials (hashed/encrypted)
• Preferences and settings

Employment Application Information

• Resume/CV
• Work history
• Certifications or licenses
• Voluntary demographic data (optional)

Communications

• Emails, messages, or feedback you submit
• Survey responses

1.2 Information Collected Automatically

When you use our Sites, we may automatically collect:

Device & Browsing Data

• IP address (general location)
• Browser and operating system
• Device type
• Dates and times of access
• Pages visited and links clicked
• Usage patterns and navigation behavior

Cookies & Tracking Technologies

We use cookies, pixels, and similar tools to:

• Maintain your session
• Improve user experience
• Analyze site usage
• Support marketing and advertising

This includes:

• Google Analytics
• Meta Pixel (Facebook/Instagram)
• Preference and performance cookies

(See Section 14 for more details.)

1.3 Information from Third Parties

We may receive information from:

• Advertising and marketing partners
• Lead generation tools
• Social media platforms
• Employment application services (e.g., Indeed)
• Referral partners or senior-living directories

1.4 Sensitive Personal Information

Colonial Oaks does not intentionally collect Sensitive Personal Information through our public Sites unless you voluntarily choose to provide it.

If you share sensitive details (e.g., health or mobility needs) in a form or communication:

• We treat it with elevated care
• We use it only to respond to your inquiry
• We do not sell or use it for advertising

How We Use Personal Information

We use Personal Information to:

Provide Services & Respond to Requests

• Scheduling tours
• Answering inquiries
• Providing community information
• Supporting resident, family, and employee portal access

Enhance Our Communities & Services

• Improve website experience
• Understand visitor interests
• Develop better content and resources

Communicate with You

• Send requested information
• Provide updates about a community
• Send newsletters (if opted in)

Security & Compliance

• Protect our Sites from misuse
• Detect fraud or suspicious activity
• Comply with legal obligations

Marketing (Where Permitted)

• Deliver relevant ads
• Measure marketing effectiveness
• Conduct remarketing with Google or Meta

You may opt out of marketing at any time.

How We Share Personal Information

We do not sell Personal Information for monetary value.

We may share information with:

Service Providers

Strictly for business purposes, such as:

• Website hosting
• Analytics (Google Analytics)
• Advertising (Meta, Google Ads)
• CRM and form processing
• Resident and employee portal platforms

Community Operators or Partners

If you submit a request about a specific community, your information may be shared with that community’s local team to respond.

Legal Requirements

We may disclose information when required by law, such as:

• Government requests
• Court orders
• Safety and security needs

Business Transfers

If Colonial Oaks merges, restructures, or is acquired, Personal Information may transfer as part of standard business operations.

Your Privacy Rights

Depending on your state of residence, you may have rights including:

• Right to know what Personal Information we collect
• Right to access your Personal Information
• Right to correct inaccuracies
• Right to delete Personal Information
• Right to opt out of targeted advertising
• Right to opt out of sale or sharing of Personal Information
• Right to limit certain types of profiling
• Right to appeal a denied request
• Right to non-discrimination for exercising privacy rights

To submit a privacy request, contact us at:

Email: privacy@colonialoaks.com
Address: 2131 N Collins, Ste 433, PMB 519 | Arlington, TX 76011

We may need to verify your identity before responding.

Children’s Privacy

Our Sites are not intended for children under 16. We do not knowingly collect Personal Information from children under 16.

Data Retention

We retain Personal Information only as long as necessary for:

• The purpose for which it was collected
• Compliance with legal obligations
• Security and fraud prevention
• Operational recordkeeping

When no longer needed, information is deleted or de-identified.

Data Security

We use reasonable administrative, technical, and organizational safeguards to protect your information. While no system can guarantee perfect security, we take privacy and protection seriously and evaluate safeguards regularly.

Third-Party Links

Our Sites may link to third-party websites (e.g., Facebook, directories, career sites). This Notice does not apply to those websites.

International Visitors

Our Sites are intended for U.S. audiences. If you access them from outside the United States, you acknowledge that your information may be processed in the U.S.

Cookies & Tracking Technologies

We use:

• Essential cookies (for core functionality)
• Analytics cookies (Google Analytics)
• Marketing cookies
• Meta Pixel

You may adjust your browser settings to block cookies, though some features may become unavailable.

A separate Cookie Notice may supplement this section.

Changes to This Notice

We may update this Notice periodically to reflect:

• Changes in law
• Updates to our practices
• Improvements to our services

The “Last Updated” date will be revised accordingly.

Contact Information

For questions about this Notice or your privacy rights:

Colonial Oaks Communities – Privacy Office
Email: privacy@colonialoaks.com