Privacy Policy

1. Introduction

At RENTSOFT ("we," "us," or "our"), protecting your privacy and maintaining your trust is important to us. This Privacy Policy explains how we collect, use, disclose, and safeguard your personal information when you use our property management platform and services (the "Services").

By using the Services, you consent to the data practices described in this Privacy Policy. If you do not agree with this Privacy Policy, please do not use the Services.

2. Information We Collect

2.1 Information You Provide

We collect information you provide directly to us, including:

• Account Information: Name, email address, password, phone number
• Profile Information: Company name (for property managers), property details, contact preferences
• Property Information: Property addresses, unit details, rental amounts, property photos
• Application Information: For tenants - employment history, residence history, references, income information
• Payment Information: Credit card information for application fees (processed securely by third-party payment processors)
• Communications: Messages sent through our platform, customer support inquiries

2.2 Information Collected Automatically

When you access our Services, we automatically collect:

• Device Information: IP address, browser type, operating system, device identifiers
• Usage Information: Pages visited, features used, time spent on pages, click patterns
• Location Information: General location based on IP address
• Cookies and Similar Technologies: Session data, preferences, authentication tokens

2.3 Information from Third Parties

We may receive information from:

• TransUnion: Credit reports, criminal background checks, eviction reports (with tenant consent)
• Payment Processors: Payment confirmation and transaction details
• Social Media: If you choose to sign in using social media accounts

3. How We Use Your Information

We use the information we collect to:

• Provide Services: Enable property listings, tenant screening, application processing, and communication between landlords and tenants
• Process Transactions: Handle application fees and payments
• Communicate: Send service updates, respond to inquiries, provide customer support
• Improve Services: Analyze usage patterns, develop new features, enhance user experience
• Ensure Security: Detect and prevent fraud, abuse, and security incidents
• Comply with Legal Obligations: Respond to legal requests, enforce our terms, protect rights and safety
• Marketing: Send promotional communications (you can opt out at any time)

4. How We Share Your Information

We may share your information with:

4.1 With Your Consent

We share information when you explicitly authorize us to do so, such as sharing your application with a property manager when you apply for a rental.

4.2 Service Providers

We share information with third-party vendors who perform services on our behalf:

• TransUnion Rental Screening Solutions for background screening services
• Payment processors for handling transactions
• Cloud hosting providers for data storage
• Email service providers for communications
• Analytics providers for service improvement

4.3 Legal Requirements

We may disclose your information if required by law or in response to:

• Court orders, subpoenas, or other legal processes
• Government or regulatory requests
• Legal claims or disputes
• Investigations of potential violations of our Terms

4.4 Business Transfers

If RENTSOFT is involved in a merger, acquisition, or sale of assets, your information may be transferred as part of that transaction. We will provide notice before your information is transferred and becomes subject to a different privacy policy.

4.5 Aggregated or De-Identified Data

We may share aggregated or de-identified information that cannot reasonably be used to identify you for research, marketing, or other purposes.

5. Data Retention

We retain your personal information for as long as necessary to provide the Services and fulfill the purposes described in this Privacy Policy, unless a longer retention period is required or permitted by law.

When you close your account, we will delete or de-identify your personal information within a reasonable timeframe, except where we are required to retain it for legal, regulatory, fraud prevention, or legitimate business purposes.

Screening Reports: Consumer reports and screening data are subject to special retention and disposal requirements under the FCRA and FACTA and must be properly destroyed when no longer needed.

6. Data Security

We implement reasonable administrative, technical, and physical security measures to protect your personal information from unauthorized access, use, or disclosure. These measures include:

• Encryption of data in transit and at rest
• Secure authentication and access controls
• Regular security assessments and updates
• Employee training on data protection
• Secure disposal of consumer reports per FACTA requirements

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

7. Your Privacy Rights and Choices

7.1 Access and Update

You can access and update your account information at any time through your account settings.

7.2 Delete Your Account

You may request deletion of your account by contacting us at privacy@rentsoft.com. We will delete your information subject to legal retention requirements.

7.3 Marketing Communications

You can opt out of promotional emails by clicking the "unsubscribe" link in any marketing email or by updating your communication preferences in your account settings.

7.4 Cookies

Most browsers allow you to control cookies through their settings. However, disabling cookies may affect your ability to use certain features of the Services.

7.5 Do Not Track

Some browsers have "Do Not Track" features. At this time, we do not respond to Do Not Track signals.

7.6 Consumer Report Rights

If you have been subject to an adverse action based on a consumer report, you have rights under the Fair Credit Reporting Act, including the right to obtain a free copy of your report and to dispute inaccurate information. For more information, visit www.consumer.ftc.gov.

8. State-Specific Privacy Rights

8.1 California Residents

If you are a California resident, you have additional rights under the California Consumer Privacy Act (CCPA):

• Right to Know: Request information about the personal information we collect, use, and disclose
• Right to Delete: Request deletion of your personal information
• Right to Opt-Out: Opt out of the "sale" of personal information (note: we do not sell personal information)
• Right to Non-Discrimination: Not be discriminated against for exercising your privacy rights

To exercise these rights, contact us at privacy@rentsoft.com.

8.2 Other States

Residents of other states may have additional privacy rights under applicable state laws. Please contact us to inquire about your specific rights.

9. Children's Privacy

The Services are not intended for individuals under the age of 18. We do not knowingly collect personal information from children under 18. If you believe we have collected information from a child under 18, please contact us at privacy@rentsoft.com so we can delete it.

10. International Data Transfers

The Services are operated in the United States. If you are accessing the Services from outside the United States, please be aware that your information may be transferred to, stored, and processed in the United States where our servers are located and our central database is operated.

By using the Services, you consent to the transfer of your information to the United States and processing in accordance with this Privacy Policy.

11. Third-Party Links and Services

The Services may contain links to third-party websites or services that are not owned or controlled by RENTSOFT. This Privacy Policy does not apply to third-party websites or services. We encourage you to review the privacy policies of any third-party sites you visit.

12. 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 Privacy Policy on our website
• Updating the "Effective Date" at the top of this policy
• Sending you an email notification (for material changes)

Your continued use of the Services after any changes become effective constitutes your acceptance of the updated Privacy Policy.