How Can Landlords Protect Their Privacy While Managing Difficult Tenants?

By Bobbye Joe McMillan

Bobbye Joe McMillan is the driving force behind Cornerstone Property Management, bringing over 30 years of expertise in real estate to help clients achieve their property goals.

Still giving tenants your personal phone number? That’s a problem. I’ve talked to too many landlords who learned this the hard way. A tenant gets upset, and suddenly you’re getting texts at midnight or worse, they show up at your house. In 2025, it’s far too easy for someone to obtain your phone number, email address, or even your home address.

One landlord I know used their real address on a lease. A few weeks later, a tenant they’d denied access to the property came pounding on their front door. That’s why I no longer take chances with privacy, and neither should you. Here are the three best ways to protect your privacy and still manage rentals effectively:

1. Use an LLC or property manager as a buffer. If your personal name and address are on the lease, you’re vulnerable. I recommend forming an LLC for your rentals and using a virtual business address. That way, public records and tenant searches won’t lead right to you. Even better, hire a property manager. They can handle rent collection, maintenance requests, and conflict resolution, so you stay protected and removed from emotional situations. This one step gives you legal protection and peace of mind.

2. Never share personal contact info. Sharing your personal cell phone number or Gmail account with tenants may seem easy, but it’s a risky move. I use a Google Voice number or a VoIP line for all tenant communication, including texts and calls. It keeps things separate, and I can turn it off outside business hours. I also set up a dedicated business email and utilize a property management platform, such as Buildium or TenantCloud. These platforms keep a record of every message, which is critical if things go south.

3. Document everything and avoid emotional conflict. When tenants get difficult, I keep everything in writing. No calls, no personal visits; just clear, documented communication. I log all maintenance requests digitally and make sure notices follow legal timelines. If a tenant gets hostile, I don’t engage emotionally. I adhere to policy, and if necessary, I seek legal support. Professionalism doesn’t mean being personally accessible. It means having systems that protect everyone involved.

Protecting your privacy is not optional. In today’s rental landscape, staying private is a business decision. It protects your time, safety, and legal standing. You can still be responsive, but it should be through the right tools and systems, not your personal inbox.

If you need help setting up a privacy-first system for managing tenants, I offer a complimentary consultation. Please don’t hesitate to contact me. I’d be glad to help.