Privacy Policy

1. Information we collect

Account data you provide when signing up (name, email, organization, billing details processed by our payment provider). Operational data you enter or connect (properties, bookings, messages, financial records, documents). Contact data for the guests, tenants, owners, and vendors you manage. Usage and device data collected automatically to operate and secure the service.

2. How we use information

We use information to provide the service, process transactions, send service and marketing communications you have opted into, provide support, prevent abuse and fraud, and comply with legal obligations. We do not sell personal information.

3. Tenant isolation

Rentology is multi-tenant. Every record is scoped to the organization that created it, and access is enforced at the database layer so one organization cannot read or modify another’s data. Our own reference operation is one tenant among others, with no privileged data path.

4. Third-party processors

We share data with service providers that help us operate, including hosting and database (Supabase), payments (Stripe), messaging (Twilio), email delivery, and analytics. These providers process data on our behalf under contractual safeguards. When you connect an integration (such as OwnerRez or a listing channel), data flows according to your configuration and that provider’s terms.

When you or an owner or vendor links a bank account for payouts, Rentology uses Plaid Inc. to verify the account and move funds. Plaid collects and processes that information under the Plaid End User Privacy Policy.

The kinds of providers that process data for us, with what each kind handles, are on our subprocessor page. We update that page before a new provider starts processing customer data.

Some features use a third-party AI provider to write answers and summaries. In the Rentology Home app, a tenant's question is sent to that provider together with the details needed to answer it (name, home address, lease dates, rent, balance and open repair requests), and only after the tenant agrees in the app. The provider does not use this data to train its models.

On our public website pages we use Google Analytics to count visits and see which pages people reach from search. It does not run inside the Rentology app, on a customer's own address, or for anyone signed in. Visitors in the EU, the UK and Switzerland get no Analytics cookie, and advertising features are turned off.

Rentology Home app (tenants)

Rentology Home collects your mobile number, name, the messages you send your property manager, photos you attach to repair requests, and a notification token if you allow notifications. Your property manager controls your lease and rent records. Payments are entered on Stripe's secure page, not in the app.

You can turn AI answers off at any time in Settings. You can delete your account in the app under Settings, Delete account: it is deleted at once on every phone, and your property manager is asked to remove your personal details within 30 days. Records the law requires your manager to keep, such as the lease and rent history, stay with them. You can also email support@rentology.ai.

AI assistants and recorded calls

A property manager using Rentology may turn on AI assistants that answer texts, emails and phone calls from guests, renters, tenants and callers. A text or email written by an assistant is sent under the property manager's name; if you ask whether you are talking to an automated system, the assistant tells you. Calls to a Rentology phone line may be recorded and transcribed for the property manager's records, and the recording notice is played before the call connects. Transcripts and summaries are stored with that property manager's data and are governed by this policy.

5. Data retention, export, and deletion

We retain data for as long as your account is active and as needed to provide the service and meet legal obligations. Organization admins can request an export of their organization’s data and can request deletion; deletion requests are processed within a defined grace period, after which data is permanently removed except where retention is legally required.

6. Your rights (GDPR / CCPA)

Depending on where you live, you may have rights to access, correct, delete, or port your personal data, and to object to or restrict certain processing. We honor verified requests as required by applicable law. If you are a guest, tenant, owner, or vendor of one of our customers, direct your request to that customer, who is the controller of your data; we will assist them as the processor.

7. Security

We use industry-standard measures including encryption in transit, row-level access controls, scoped credentials, and monitoring. No system is perfectly secure, but we work continuously to protect your information and to disclose incidents as required by law.

8. Communications and consent

We send transactional messages necessary to operate your account. Marketing emails include an unsubscribe link and comply with CAN-SPAM. When you use the platform to message guests, tenants, owners, or vendors, you are responsible for having the necessary consent.

9. Changes to this policy

We may update this policy from time to time and will communicate material changes in-product or by email.

10. Contact

For privacy questions or to exercise your rights, email support@rentology.ai.