1. Introduction

RentierNow ("we," "our," or "us") is a property management platform based in San Diego, CA. We are committed to protecting the privacy and security of our users' personal information. This Privacy Policy describes how we collect, use, store, and protect your information when you use our platform and services.

This policy applies to all users of RentierNow, including property managers, landlords, tenants, and prospective tenants. By accessing or using our services, you acknowledge that you have read and understood this policy.

2. Information we collect

Personal Information

Account Information: Name, email address, phone number, and password (stored using industry-standard encryption)
Property Manager Information: Business name, contact details, and portfolio information
Tenant Information: Name, contact information, lease details, rental history, and application data
Financial Information: Rent payment records, bank account details (processed through certified third-party providers), and transaction history

Financial Data

When you connect a bank account or payment method through our platform, we may receive account verification data, balances, and transaction history from certified third-party providers. This data is encrypted at rest using industry-standard encryption and is only used for the purposes you have consented to.

Property Information

Property addresses, descriptions, and specifications
Rental rates and financial data
Property images and documents
Maintenance request records

Documents

Lease agreements
Application documents
Identification documents
Financial statements and records

Technical Information

IP addresses and device information
Browser type and settings
Usage data and access logs
Cookies and similar tracking technologies

3. How we use your information

We use the information we collect for the following purposes:

Provide, operate, and maintain our property management services
Verify your identity and authenticate your account
Process rental applications and tenant screening
Facilitate rent collection and payment processing
Verify bank account ownership for payment setup
Manage maintenance requests and property communications
Generate reports and analytics for property managers
Send service-related notifications, alerts, and updates
Comply with legal and regulatory obligations
Improve, personalize, and optimize our platform
Detect and prevent fraud, abuse, or unauthorized access

4. Consent and your choices

RentierNow obtains your consent before collecting, processing, or storing your personal data. We are transparent about what data we collect and why.

How We Obtain Consent

Account Registration: You must agree to this Privacy Policy and our Terms of Service before creating an account.
Financial Data Access: You explicitly authorize any bank account or payment connections through a secure consent flow before financial data is accessed.
Document Uploads: You actively choose to upload documents and acknowledge they will be securely stored.
Communications: You opt in to receive SMS, email, or push notifications.

Withdrawing Consent

You may withdraw your consent at any time through your account settings or by contacting us. Upon withdrawal, we will stop processing the relevant data and delete it in accordance with our retention policy, unless we are required by law to retain it.

5. Data security

RentierNow maintains a comprehensive information security program designed to protect your data against unauthorized access, alteration, disclosure, or destruction. Our security policies and procedures are reviewed regularly and updated to address evolving threats and regulatory requirements.

Security Practices

Designated security responsibilities with clear ownership across our organization
Regular security policy reviews, assessments, and audits
Security awareness training for all personnel with access to user data
Documented incident response procedures
Continuous monitoring, logging, and alerting for security events

Access Controls

We implement access controls based on the principle of least privilege. Access to production systems and sensitive data is restricted to authorized personnel and reviewed regularly.

Role-based access control limiting data access to authorized users only
Quarterly access reviews and prompt revocation upon role change or termination
Multi-factor authentication required for all administrative access
Short-lived, cryptographically signed tokens for system-to-system authentication
All access is logged and auditable

Authentication

We offer multiple secure authentication methods to protect your account, including email and password login with secure hashing, social sign-in through trusted identity providers, SMS-based verification codes, and authenticator app support. Multi-factor authentication is available for all accounts and strongly encouraged.

Vulnerability Management

Regular automated vulnerability scans of production systems
Dependency scanning for known vulnerabilities in third-party packages
Critical vulnerabilities addressed within 24 to 48 hours
Annual penetration testing by independent security assessors
Proactive monitoring and replacement of end-of-life software components

6. Data encryption

In Transit

All data transmitted between your device and our servers is protected using industry-standard encryption protocols. We enforce HTTPS for all web traffic, and unencrypted connections are automatically redirected. Only strong, modern cipher suites are permitted.

At Rest

All sensitive data, including financial information and personal records, is encrypted at rest using industry-standard encryption. Our database and file storage providers employ server-side encryption, and encryption keys are managed separately from the encrypted data with regular rotation procedures.

7. Third-party service providers

We work with a limited number of certified third-party providers to deliver our services. These providers assist us with functions such as:

Payment Processing: Secure handling of payments and bank account verification. Providers: Stripe, Plaid
Identity and Authentication: Social sign-in, bot protection, and multi-factor authentication services. Providers: Cloudflare, Twilio
Cloud Infrastructure: Secure cloud hosting, database, and file storage. Providers: Cloudflare R2, MongoDB Atlas, Netlify
Communications: Email and SMS delivery for notifications and verification. Providers: Mailgun, Telnyx
Artificial Intelligence: Processing of the content you submit to AI features. Providers: Anthropic, OpenAI (see Section 8)
Electronic Signatures: Signature collection and document execution. Providers: DocuSign
Support and Diagnostics: Customer support messaging and error monitoring. Providers: Help Scout, Sentry
Content Delivery and Mapping: Fast and reliable delivery of platform assets and map data. Providers: Cloudflare, Mapbox

All third-party providers are vetted for their security practices and hold recognized industry certifications. They are bound by data protection agreements that limit how your data may be used and require them to maintain appropriate safeguards. We do not use advertising networks, marketing trackers, or third-party analytics that build profiles of you across other websites.

8. Artificial intelligence

RentierNow includes AI features, including our AI assistant ("Russell"), AI document analysis, AI-assisted messaging, and AI-assisted tenant communication. This section explains how your information is handled when those features are used.

What AI Is Used For

Answering questions about your portfolio and performing tasks you request in plain language
Reading, classifying, and summarizing documents you upload, such as leases, invoices, and applications
Drafting messages, notices, listings, and reports for your review
Triaging maintenance requests and responding to tenant and prospect inquiries
Extracting structured data from files and photos to reduce manual entry

How Your Data Is Processed

AI Providers: We use Anthropic and OpenAI as AI subprocessors. Content you submit to an AI feature, including message text, uploaded documents, and the property, tenant, and financial records relevant to your request, is transmitted to these providers to generate a response.
No Training on Your Data: We use these providers under commercial agreements that prohibit using your data to train their models. We do not sell your data, and we do not use it to train models of our own.
Retention by Providers: AI providers may retain submitted content briefly for abuse monitoring and service reliability, in accordance with their enterprise terms, after which it is deleted.
Logging: We retain a record of AI interactions and the actions the assistant takes within your account so that you can review, audit, and reverse them.

Human Oversight and Your Control

Confirmation for Sensitive Actions: Actions involving money movement, legal notices, or document execution require your explicit confirmation before the AI proceeds.
Review and Audit: Every action taken by the AI in your account is logged and reviewable, and approval rules can be tightened or loosened in your settings.
AI Output Is Not Professional Advice: AI-generated content may contain errors and does not constitute legal, tax, or financial advice. You remain responsible for reviewing it before it is relied upon or sent.
Automated Decisions: We do not use AI to make final decisions about tenancy applications, and AI is not used to automatically approve or deny an applicant. Screening decisions remain with the property manager.
Bot Disclosure: Where you are communicating with an automated assistant rather than a person, that is disclosed in the conversation.

Tenants and Applicants

If you are a tenant, applicant, or prospect, information you send through a RentierNow portal, chat, or SMS conversation may be processed by these AI features on behalf of the property manager who uses our platform. The property manager determines what information is collected and how it is used; we process it as their service provider.

9. Data retention and deletion

RentierNow retains your data only for as long as necessary to provide our services and comply with legal obligations. Our retention policy is reviewed annually and updated as regulations evolve.

Retention Periods

Active Account Data: Retained for the duration of your account plus 30 days after closure
Financial Transaction Records: 7 years after the transaction, as required for tax and legal compliance
Connected Financial Accounts: Until disconnected, plus 90 days for dispute resolution
Lease Documents: Duration of the lease plus 7 years for legal compliance
Access and Security Logs: 1 year for security monitoring purposes
Marketing Preferences: Until you opt out

Deletion Procedures

Account Deletion: You may request account deletion under Settings → Account Info → Delete Your Account, or by contacting support. We confirm your request by email and process it within 30 days. Your account remains usable during that period, and you may cancel the request at any time before it is processed.
Data Export Before Deletion: You can download a full copy of your account data at any time under Settings → Account Info → Export Your Data. We recommend doing this before a deletion request is processed.
Records Retained After Deletion: Financial transaction records and executed lease documents are retained for the periods listed above where we are required to keep them for tax and legal compliance. These are isolated after deletion and are not used for any other purpose.
Automated Purging: Data that exceeds its retention period is automatically removed through scheduled processes.
Secure Erasure: Deleted data is cryptographically erased, not merely flagged or hidden.
Backup Cleanup: Backups containing deleted data are purged within 90 days of a deletion request.
Third-Party Notification: Upon receiving a deletion request, we notify relevant third-party providers to remove associated data.
Confirmation: You will receive confirmation once your data deletion is complete.

10. Your rights

Depending on your jurisdiction, you may have the following rights regarding your personal data:

Access: Request a copy of the personal data we hold about you
Correction: Request that we correct inaccurate or incomplete data
Deletion: Request that we delete your personal data
Portability: Request a copy of your data in a structured, machine-readable format
Restrict Processing: Request that we limit how we use your data in certain circumstances
Withdraw Consent: Withdraw your consent for data processing at any time
Opt-Out: Opt out of marketing communications and non-essential data collection

To exercise any of these rights, please contact us at [email protected]. We will respond to your request within 30 days.

11. Data sharing

We do not sell your personal information.

We may share your information only in the following limited circumstances:

Service Providers: With trusted third-party providers who assist us in operating our platform, subject to strict data protection agreements
Legal Requirements: When required by law, court order, subpoena, or governmental authority
Business Transfers: In connection with a merger, acquisition, reorganization, or sale of assets, in which case you will be notified
Safety and Fraud Prevention: To protect the rights, property, or safety of RentierNow, our users, or the public
With Your Consent: When you have given explicit consent to share your data

12. Incident response

In the unlikely event of a data breach or security incident, RentierNow will take the following steps:

Promptly investigate, contain, and remediate the incident
Notify affected users within 72 hours in accordance with applicable laws
Notify relevant regulatory authorities as required
Implement corrective measures to prevent recurrence
Prepare a post-incident report documenting findings and improvements

13. Compliance

RentierNow is committed to complying with applicable data protection laws and regulations, including:

California Consumer Privacy Act (CCPA)
California Privacy Rights Act (CPRA)
General Data Protection Regulation (GDPR), where applicable
Gramm-Leach-Bliley Act (GLBA) for financial data
Applicable state and federal financial privacy regulations
Industry security standards and best practices

14. Policy updates

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or for other operational reasons. When we make material changes, we will notify you by email or through a prominent notice on our platform prior to the changes taking effect.

Your continued use of our services after any updates to this policy constitutes your acceptance of the revised terms. We encourage you to review this page periodically.

15. Contact information

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

Privacy Inquiries: [email protected]
Security Concerns: [email protected]
Data Requests: [email protected]

RentierNow · San Diego, CA