Legal

Privacy Policy

Last updated: January 2025

1. Introduction

Rentra ("we," "our," or "us") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our property management platform and related services (the "Service").

By accessing or using Rentra, you agree to this Privacy Policy. If you do not agree with the terms of this policy, please do not access the Service.

2. Information We Collect

2.1 Account Information

When you create an account, we collect:

  • Name and email address
  • Password (stored securely using industry-standard encryption)
  • Phone number
  • Company name and business address
  • Tax identification number (EIN) for payment processing

2.2 Property and Tenant Data

To provide our property management services, we collect and store:

  • Property addresses and details (unit count, type, specifications)
  • Tenant names, contact information, and lease terms
  • Rent amounts, security deposits, and payment history
  • Maintenance requests and service records
  • Move-in/move-out inspection reports

2.3 Financial Information

For payment processing through our integration with Stripe, we collect:

  • Bank account information for rent disbursements
  • Transaction records and payment history
  • Billing addresses

Note: Credit card and bank account details are processed directly by Stripe and are not stored on our servers. Please refer to Stripe's Privacy Policy for information about how they handle your financial data.

2.4 Documents and Files

You may upload documents to our platform, including:

  • Lease agreements and contracts
  • Property photos and inspection images
  • Receipts and invoices for expense tracking
  • Maintenance request photos and videos

2.5 Usage Data

We automatically collect certain information when you use our Service:

  • Device information (browser type, operating system)
  • IP address and general location
  • Pages visited and features used
  • Time and date of access

3. How We Use Your Information

We use the information we collect to:

  • Provide, maintain, and improve our property management services
  • Process rent payments and financial transactions
  • Facilitate communication between landlords and tenants
  • Send notifications about payments, maintenance, and account activity
  • Provide customer support and respond to inquiries
  • Detect and prevent fraud or unauthorized access
  • Comply with legal obligations
  • Analyze usage patterns to improve the Service

4. AI and Automated Processing

Rentra uses artificial intelligence and machine learning to enhance our services. This includes:

  • Document Parsing: Automatically extracting property, tenant, and financial information from uploaded documents (PDFs, spreadsheets) to streamline onboarding
  • Maintenance Triage: Analyzing maintenance requests to suggest priority levels and categorize issues
  • Expense Categorization: Automatically categorizing expenses from receipt images for financial reporting
  • Communication Assistance: Suggesting responses and summarizing messages to improve efficiency

AI-generated suggestions are always presented for your review before any action is taken. You maintain full control over all decisions regarding your properties and tenants.

5. Information Sharing

We do not sell your personal information. We may share your information in the following circumstances:

5.1 Service Providers

We share data with third-party vendors who assist in providing our services:

  • Stripe: Payment processing and identity verification
  • Cloud Infrastructure: Secure data storage and hosting
  • Communication Services: SMS and email delivery
  • AI Providers: Document analysis and natural language processing

5.2 Between Users

Certain information is shared between landlords and tenants as necessary for property management (e.g., contact information, maintenance request details, payment records).

5.3 Legal Requirements

We may disclose your information if required by law, court order, or government request, or if we believe disclosure is necessary to protect our rights, your safety, or the safety of others.

6. Data Security

We implement industry-standard security measures to protect your information:

  • 256-bit TLS encryption for data in transit
  • AES-256 encryption for data at rest
  • Regular security audits and penetration testing
  • Role-based access controls
  • Multi-factor authentication options
  • SOC 2 compliance standards

While we strive to protect your information, no method of transmission over the internet is 100% secure. We cannot guarantee absolute security.

7. Data Retention

We retain your information for as long as your account is active or as needed to provide services. After account deletion, we may retain certain data for:

  • Legal compliance and tax purposes (typically 7 years for financial records)
  • Dispute resolution
  • Fraud prevention

You may request deletion of your data by contacting us at privacy@rentra.co. We will respond within 30 days.

8. Your Rights

Depending on your location, you may have the following rights:

  • Access: Request a copy of the personal data we hold about you
  • Correction: Request correction of inaccurate or incomplete data
  • Deletion: Request deletion of your personal data
  • Portability: Request your data in a machine-readable format
  • Opt-out: Opt out of certain data processing activities

California Residents (CCPA)

California residents have additional rights under the California Consumer Privacy Act, including the right to know what personal information is collected, the right to delete personal information, and the right to opt-out of the sale of personal information. We do not sell personal information.

9. Communications

We may send you communications via:

  • Email: Account notifications, payment confirmations, and service updates
  • SMS: Time-sensitive alerts such as maintenance updates and payment reminders (with your consent)
  • In-App Messages: Direct communication between landlords and tenants

You can manage your communication preferences in your account settings. Note that you cannot opt out of essential service communications (e.g., security alerts, legal notices).

10. Cookies and Tracking

We use cookies and similar technologies to improve your experience, analyze usage, and remember your preferences. You can control cookies through your browser settings, though disabling them may affect functionality.

11. Children's Privacy

Rentra is not intended for use by 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.

12. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of significant changes by email or through the Service. Your continued use of Rentra after changes become effective constitutes acceptance of the updated policy.

13. Contact Us

If you have questions or concerns about this Privacy Policy or our data practices, please contact us:

Email: privacy@rentra.co
Address: Rentra, Inc.