Privacy Policy

1. Information We Collect

1.1 Information You Provide

We collect information you provide directly to us:

• Account Information: Name, email address, phone number, password, and payment information when you create an account
• Property Information: Property addresses, rental details, lease agreements, and financial data
• Tenant Information: Names, contact information, screening reports, payment history, and communication records
• Communications: Messages, support tickets, and feedback you send to us
• Payment Information: Credit card details, bank account information (processed securely through third-party payment processors)

1.2 Information Collected Automatically

When you use our Service, we automatically collect:

• Usage Data: Pages visited, features used, time spent, and interaction patterns
• Device Information: IP address, browser type, operating system, device identifiers
• Location Data: General location based on IP address (not precise GPS location)
• Cookies and Similar Technologies: See Section 6 for details

1.3 Information from Third Parties

We may receive information from:

• Screening Services: TransUnion, PayScore, Checkr (credit reports, rental history, background checks)
• Payment Processors: Stripe, ACH providers (transaction confirmations)
• Social Media: If you connect your social accounts
• Marketing Partners: Analytics and advertising services

2. How We Use Your Information

We use your information for the following purposes:

• Service Delivery: Provide, maintain, and improve our property management platform
• Tenant Screening: Process screening reports through TransUnion, PayScore, and Checkr
• Payment Processing: Handle rent collection, process payments, and manage financial transactions
• Communication: Send service updates, security alerts, and respond to inquiries
• AI Features: Train and improve our AI models for screening, maintenance routing, and automation
• Analytics: Analyze usage patterns to improve features and user experience
• Marketing: Send promotional communications (you can opt out anytime)
• Compliance: Comply with legal obligations and enforce our Terms of Service
• Security: Detect, prevent, and address fraud, security issues, and technical problems

3. How We Share Your Information

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

3.1 Service Providers

• Screening Services: TransUnion (credit), PayScore (rental history), Checkr (background checks)
• Payment Processors: Stripe, Plaid (payment processing and verification)
• Cloud Infrastructure: Cloudflare (hosting and CDN)
• Communication: Email service providers, SMS gateways
• Analytics: Google Analytics, Mixpanel

3.2 Business Transfers

In connection with any merger, acquisition, or sale of company assets, your information may be transferred. We will notify you before your information is transferred and becomes subject to a different privacy policy.

3.3 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, property, or safety, or that of our users or the public.

3.4 With Your Consent

We may share your information with third parties when you explicitly consent to such sharing.

4. Data Security

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

• Encryption: 256-bit SSL/TLS encryption for data in transit
• Storage: AES-256 encryption for data at rest
• Access Controls: Role-based access with multi-factor authentication
• Infrastructure: Enterprise-grade Cloudflare infrastructure with DDoS protection
• Compliance: SOC 2 Type II certified, GDPR and CCPA compliant
• Monitoring: 24/7 security monitoring and incident response
• Backups: Daily encrypted backups with 30-day retention

5. Your Privacy Rights

5.1 General Rights (All Users)

• Access: Request a copy of your personal data
• Correction: Update or correct inaccurate information
• Deletion: Request deletion of your account and data (subject to legal retention requirements)
• Export: Receive your data in a portable format
• Opt-Out: Unsubscribe from marketing emails

5.2 GDPR Rights (EU/EEA Users)

If you are in the European Union or European Economic Area, you have additional rights:

• Right to Object: Object to processing of your personal data
• Right to Restriction: Request restriction of processing
• Data Portability: Receive your data in a machine-readable format
• Withdraw Consent: Withdraw consent at any time (doesn't affect prior processing)
• Lodge a Complaint: File a complaint with your local data protection authority

5.3 CCPA Rights (California Residents)

California residents have specific rights under CCPA:

• Know: What personal information we collect, use, and share
• Delete: Request deletion of your personal information
• Opt-Out: Opt-out of sale of personal information (we don't sell your data)
• Non-Discrimination: Equal service regardless of privacy choices

How to Exercise Your Rights

To exercise any of these rights, contact us at privacy@rentpilot.app or use our contact form. We will respond within 30 days.

6. Cookies and Tracking Technologies

We use cookies and similar technologies to improve your experience:

6.1 Types of Cookies

• Essential Cookies: Required for basic functionality (login, security)
• Performance Cookies: Analytics and usage tracking (Google Analytics)
• Functional Cookies: Remember your preferences and settings
• Advertising Cookies: Deliver relevant ads (can be disabled)

6.2 Managing Cookies

You can control cookies through:

• Browser settings (most browsers allow you to refuse cookies)
• Our cookie consent banner (select preferences)
• Third-party opt-out tools (Google Analytics Opt-out, NAI Opt-out)

7. Data Retention

We retain your information for as long as necessary to:

• Provide our Service and fulfill transactions
• Comply with legal obligations (tax records, financial reporting)
• Resolve disputes and enforce our agreements
• Prevent fraud and maintain security

Typical Retention Periods:

• Active accounts: Duration of account + 90 days
• Financial records: 7 years (legal requirement)
• Screening reports: 7 years (Fair Credit Reporting Act)
• Marketing data: Until you unsubscribe + 30 days
• Backups: 30 days (automatically deleted)

8. Children's Privacy

Our Service is not intended for children under 18. We do not knowingly collect personal information from children. If you believe we have collected information from a child, please contact us immediately at privacy@rentpilot.app and we will delete it.

9. International Data Transfers

Your information may be transferred to and processed in the United States or other countries where our service providers operate. These countries may have different data protection laws than your country.

We use appropriate safeguards (Standard Contractual Clauses, Privacy Shield certification where applicable) to protect your information during international transfers.

10. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of material changes by:

• Posting the new policy on this page with a new "Last Updated" date
• Sending an email notification to your registered email address
• Displaying a prominent notice in the Service

Your continued use of the Service after changes constitutes acceptance of the updated policy.

11. Contact Us

If you have questions, concerns, or requests regarding this Privacy Policy or your personal information, please contact us: