Retrieving Credit Card number

Irene_Pace

We had a tenant that moved out and was on auto-pay, however when he told us he was moving out we took out his credit card information so that we wouldn't charge him in error for new month. Is there a way to retrieve that credit card information?

skinman

Once you delete it, I believe it is dust in the wind... The only thing you will be able to view is the type of card it was and the last 4 digits on his receipts or in his notes.

skinman

I never delete the card if on auto pay... once you move someone out, they are automatically removed from your auto pay list.

skinman

With that being said, we actually have our tenants sign an authorization form when signing up for auto pay, so they  have that sheet in their file with the cc information as well.

skinman

Someone should call Guinness Book for most consecutive responses to a thread..  

Orkocean

@skinman i'll interupt your streak then... But you mentioned having the sheet in their file with the CC information. Do you not black out all but the last 4? Every company i've been with that has been policy as i've always been told to be in compliance with whatever the security protocol is called for that type of information. Having a morning brain fart and can't remember the name of it lol

skinman

@Orkocean I'm going to have to speak to Corporate on that to see if it is something we need to change, and do so. We currently do not, but you raise a valid point for sure.

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Irene_Pace

@skinman;@Orkocean - Thank you both, that's pretty much what I thought, but was somehow hoping for a different answer. We have them sign the authorization form as well, but we only include the last four digits on the actual form.

skinman

Well I kept meaning to come back to this and forgot... I'm simply confusing myself... Our authorization form doesn't include the full CC number, only type of card, expiration date and their name exactly as it appears on the front of the card. Plus unit number and amount to be charged, etc.

We offer ACH at all of our facilities... so the Bank account and routing numbers are placed on the forms if they choose ACH as an option with a voided check attached.

Clyde_Lord_Jr

Why do need to get it back? Did he not move out? Just curious. 

Irene_Pace

Yes, tenant moved out and left quite a bit of lawn equipment in his unit, and we wanted to charge the clean up fee

Orkocean

If he left items in the unit then it shouldn't of been moved out, it should go through the lien process. You posted this on the 16th, if that's when you did the move out typically sitelink has 5 days to reverse a move out. I would reverse it to put him back in the unit.

L_Greenwell

You would do a move out if they returned their keys or let you know that they were finished with the unit, even if they left stuff. Lien process only if they moved out without notice and left stuff.

JulieA

Our rental agreement states the agreement is only terminated if lock removed for 24 hours and space is empty.  Technically if they have items in the storage space they are still obligated to pay.  Also if a tenant is on auto pay when you schedule a move out there is a box to check that disables auto pay but it retains card info.  You can also do this in Ledger Settings by selecting None  in Auto Bill.  The card number is saved.

Irene_Pace

Thank you all, for all the good comments and suggestions. Owners decided it was not worth it to go through Lien Process, we wouldn't be able to recover cost of rent and fees building up in meantime and not worth enough for Auction.

Orkocean

But the question is, is it worth being sued over? Every state has different regulations and all but if you did not follow the procedure for your state you could be opening yourself up to that happening. 

CVSSSTORAGE

We have a lady who left an entertainment system in her unit. Even though she has verbally said she does not want the stuff we need her to come sign off on the unit. We waited for weeks and finally just put it through the lien process. 

L_Greenwell

We make them sign off as well.