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1. Introduction
Rentora, Inc. ("Rentora," "we," "us," or "our") is committed to protecting your privacy. This Privacy Policy describes how we collect, use, disclose, and safeguard your information when you use our property management platform, including our website, mobile applications, and related services (collectively, the "Service").
By accessing or using the Service, you agree to this Privacy Policy. If you do not agree with the terms of this Privacy Policy, please do not access the Service.
California Residents: Please see Section 11 for additional disclosures required under the California Consumer Privacy Act (CCPA).
2. Information We Collect
2.1 Information You Provide
We collect information you provide directly, including:
- Account Information: Name, email address, phone number, password, and profile information
- Property Information: Property addresses, unit details, rental rates, amenities, and photos
- Tenant Information: Tenant names, contact information, lease terms, and payment history
- Financial Information: Bank account details, payment card information (processed by our payment providers), and transaction records
- Documents: Leases, receipts, invoices, identification documents, and other files you upload
- Communications: Messages, emails, and other communications through the Service
2.2 Information Collected Automatically
When you use the Service, we automatically collect:
- Device Information: Device type, operating system, browser type, and unique device identifiers
- Usage Data: Pages visited, features used, time spent, clicks, and navigation patterns
- Location Data: IP address and approximate geographic location
- Log Data: Access times, error logs, and referring URLs
2.3 Information from Third Parties
We may receive information from:
- Payment Processors: Transaction confirmations and payment status from Stripe
- Background Check Services: Tenant screening reports (with applicant consent)
- Communication Services: Delivery status and metadata from Twilio and email providers
- Analytics Providers: Aggregated usage statistics and performance metrics
3. How We Use Your Information
We use collected information to:
3.1 Provide and Improve the Service
- Create and manage your account
- Process transactions and payments
- Facilitate communication between landlords, tenants, and contractors
- Generate and store documents (leases, notices, reports)
- Send service-related notifications and updates
- Provide customer support
3.2 AI-Powered Features
AI Disclosure: Rentora uses artificial intelligence to enhance the Service. Your data may be processed by AI systems to:
- Extract information from uploaded documents (receipts, invoices)
- Generate maintenance triage recommendations
- Suggest responses to tenant communications
- Provide financial insights and analytics
- Assist with tenant screening (with applicant consent)
AI recommendations are advisory only. You retain full control and responsibility for all decisions.
3.3 Analytics and Improvement
- Analyze usage patterns to improve features
- Train and improve AI models using anonymized data
- Conduct research and develop new features
- Monitor and prevent fraud or abuse
3.4 Marketing and Communications
- Send promotional emails (with your consent)
- Display relevant product announcements
- Conduct surveys and gather feedback
4. SMS Communications
Rentora may offer optional SMS notifications for account updates, tenant messages, maintenance alerts, and property-related communications.
SMS is Optional: Providing a mobile phone number and consenting to SMS messages is NOT required to use the Rentora platform. You can fully use all Rentora features without SMS notifications. Email and in-app notifications are available as alternatives.
4.1 How to Opt In
Users may opt in to receive SMS notifications by:
- Adding a phone number in your Profile Settings
- Enabling SMS notifications in your Notification Settings
4.2 Message Frequency
Message frequency varies based on your notification preferences and account activity. You control which types of notifications you receive through your notification settings.
4.3 Costs
Message and data rates may apply depending on your mobile carrier and plan. Rentora does not charge for SMS messages, but standard carrier rates may apply.
4.4 How to Opt Out
You can opt out of SMS notifications at any time by:
- Reply STOP to any SMS message from Rentora
- Disable SMS in your Notification Settings
- Remove your phone number from your Profile Settings
4.5 Help
For assistance with SMS notifications, reply HELP to any SMS message from Rentora, or contact us at support@rentora.ai.
5. How We Share Your Information
We do not sell your personal information. We share information only as described below:
4.1 Service Providers
We share data with trusted third-party providers who assist in operating our Service:
| Provider | Purpose | Data Shared |
|---|---|---|
| Twilio | SMS/Voice communications | Phone numbers, message content |
| Stripe | Payment processing | Payment details, transaction data |
| Supabase | Data storage, authentication | Account data, application data |
| Vercel | Hosting, edge computing | Application logs, usage data |
| OpenAI | AI processing | Document content, queries |
| Resend | Email delivery | Email addresses, message content |
| PostHog | Product analytics | Usage events, device info |
4.2 With Your Consent
- Sharing property listings on third-party platforms
- Connecting with tenant screening services
- Integrating with third-party property management tools
4.3 Legal Requirements
We may disclose information:
- To comply with legal obligations or valid legal processes
- To protect our rights, privacy, safety, or property
- To detect, prevent, or address fraud or security issues
- In connection with a merger, acquisition, or sale of assets
6. Data Security
We implement industry-standard security measures to protect your information:
- Encryption: All data is encrypted in transit (TLS 1.3) and at rest (AES-256)
- Access Controls: Role-based access with multi-factor authentication
- Infrastructure: SOC 2 compliant cloud infrastructure
- Monitoring: 24/7 security monitoring and intrusion detection
- Regular Audits: Periodic security assessments and penetration testing
While we strive to protect your information, no method of transmission or storage is 100% secure. We cannot guarantee absolute security.
7. Data Retention
We retain your information for as long as necessary to provide the Service and fulfill the purposes described in this Privacy Policy:
- Account Data: Retained while your account is active, plus 30 days after deletion request
- Financial Records: Retained for 7 years for tax and legal compliance
- Communication Logs: Retained for 3 years
- Usage Analytics: Retained for 2 years in aggregated form
- Backup Data: Retained for up to 90 days after deletion
8. Cookies and Tracking Technologies
We use cookies and similar technologies to:
- Essential Cookies: Enable core functionality (authentication, security)
- Analytics Cookies: Understand how you use the Service
- Preference Cookies: Remember your settings and preferences
You can control cookies through your browser settings. Disabling certain cookies may affect Service functionality.
9. International Data Transfers
Your information may be transferred to and processed in countries other than your country of residence, including the United States. These countries may have different data protection laws.
We ensure appropriate safeguards are in place, including standard contractual clauses approved by relevant authorities, to protect your information during international transfers.
10. Children's Privacy
The Service is not intended for individuals under 18 years of age. We do not knowingly collect personal information from children. If you believe we have collected information from a child, please contact us immediately.
11. Your Rights and Choices
10.1 General Rights
Depending on your location, you may have the right to:
- Access: Request a copy of your personal information
- Correction: Request correction of inaccurate information
- Deletion: Request deletion of your personal information
- Portability: Request your data in a portable format
- Opt-out: Opt out of marketing communications
- Restriction: Request restriction of certain processing
10.2 California Residents (CCPA)
California residents have additional rights under the California Consumer Privacy Act:
- Right to know what personal information is collected and how it's used
- Right to delete personal information
- Right to opt-out of sale of personal information (we do not sell your data)
- Right to non-discrimination for exercising privacy rights
10.3 Exercising Your Rights
To exercise your rights, contact us at privacy@rentora.ai or use the account settings in the Service. We will respond within 30 days.
12. Third-Party Links and Services
The Service may contain links to third-party websites or services. We are not responsible for the privacy practices of these third parties. We encourage you to review their privacy policies.
13. Changes to This Privacy Policy
We may update this Privacy Policy from time to time. We will notify you of material changes by posting the updated policy on the Service and updating the "Last updated" date. Your continued use of the Service after changes constitutes acceptance of the updated policy.
14. Contact Us
If you have questions about this Privacy Policy or our privacy practices, please contact us:
Rentora, Inc.
Privacy Inquiries: privacy@rentora.ai
General Support: support@rentora.ai
Address: San Francisco, California, USA