Privacy Policy

1. Introduction & Scope

Rentari.ai ("Rentari," "we," "us," or "our") provides property-management software for landlords and property managers of all sizes. This Privacy Policy explains what information we collect, how we use it, who we share it with, and the choices and rights you have. It applies to our website, applications, and related services (together, the "Services").

This policy covers two broad groups of people. Landlords and their authorized users are the customers who hold an account with us. Applicants and tenants are individuals whose information a landlord submits to, or generates within, the Services (for example, during a rental application, tenant screening, or lease). Where a landlord uses the Services to process applicant or tenant information, the landlord is generally responsible for how that information is collected and used, and Rentari acts as a service provider or processor on the landlord's behalf.

Rentari provides tools and information, not legal advice. Features that help with screening, leases, notices, and compliance are tools to assist landlords. They are not a substitute for advice from a qualified attorney. Compliance with fair-housing laws, landlord-tenant laws, the Fair Credit Reporting Act (FCRA), and all other applicable laws is the landlord's responsibility. You should consult your own counsel before making decisions about applicants, tenants, or properties.

By using the Services, you acknowledge this Privacy Policy. If you do not agree with it, please do not use the Services. Use of the Services is also subject to our Terms of Service.

2. Information We Collect

We collect information you provide directly, information generated through your use of the Services, and information we receive from third-party processors acting on your behalf. The categories below describe what we may collect.

Account information. When a landlord registers, we collect identifiers and contact details such as name, business or property-management name, email address, phone number, mailing address, and login credentials. We also collect account settings, role and permission data for co-owners or managers, and communication preferences.

Property and tenant data. To operate the Services, landlords submit and generate information about properties, units, leases, applications, rent and ledger entries, maintenance requests, messages, and documents. This can include personal information about applicants and tenants, such as names, contact details, household details, employment and income information, rental history, and uploaded documents.

Sensitive screening information (SSN and date of birth). For tenant background and credit screening, applicants may provide a Social Security number (SSN), date of birth, and related identity details, along with the consent and authorizations required to run a screening. We treat this information as sensitive and limit its use to performing or facilitating the requested screening. Where screening is run through our background-check provider, this information is collected to initiate that check.

Payment information processed by Stripe. Payments, payouts, and subscription billing are handled by Stripe. Full card numbers and bank-account credentials are submitted to and processed by Stripe, and Rentari does not store full card numbers. We may receive limited billing details from Stripe such as the last four digits of a card, card brand, payout status, and transaction identifiers needed to operate ledgers, receipts, and subscriptions. Landlords who collect rent through the Services connect a Stripe account and are subject to Stripe's terms and privacy practices.

Background-check data via RentButter. New credit, criminal-record and eviction screening reports are facilitated through RentButter. Available information depends on the requested checks and the provider response. Income and identity verification are separate services and are not implied by a credit or background report. Earlier reports retain their original provider attribution. We receive and store the status and results of these checks so they can be delivered to the requesting landlord and retained as required. We preserve the source and status of each report.

Usage and device data. When you use the Services, we automatically collect technical and usage information such as IP address, device and browser type, operating system, pages and features used, referring pages, timestamps, and similar diagnostic data. This is collected through server logs, cookies, and similar technologies (see Section 9). We also use your IP address to estimate your approximate location, such as city and state, and to detect whether you connect through a VPN, proxy, or hosting network.

Mobile apps and device identifiers. Our iOS and Android apps collect device or other identifiers in addition to the usage and device data described above. If you allow notifications, we collect the push token your device is issued by Apple Push Notification service or Firebase Cloud Messaging and store it against your account so we can deliver alerts about rent, maintenance, and messages. Push notifications are optional, and declining the permission means no push token is collected. When you sign in from a mobile device we also record the device name so you can recognize your own sessions. Some third-party components in the apps collect device identifiers on their own account: the Stripe SDK does so for payment fraud prevention and security, Google Sign-In does so to authenticate you, and Google Play billing does so to process in-app purchases. We do not collect an advertising identifier, we do not use device identifiers for advertising or tracking across other companies' apps or websites, and we do not sell them or share them with data brokers. Note that Stripe uses the device and activity risk factors its SDK collects for its own fraud-detection systems, which are trained across the businesses on its network, so that particular transfer goes beyond processing solely on our behalf.

Vendor location at job check-in. If you are a vendor and you tap check in on a work order in the mobile app, the app asks for your location permission and sends your device's current coordinates to us once, at that moment. We use them only to measure the distance to the property so we can confirm you are on site, and we do not store the coordinates: the work order keeps only the fact and time of the check-in. Location is never collected in the background, never tracked between check-ins, and never collected at all from landlords or tenants. Declining the permission does not block you, the check-in is simply recorded without the on-site distance confirmation.

Communications. We collect the content and metadata of messages you send through the Services and to our support team, including email and, where you have opted in, SMS. SMS opt-in and consent data is handled as described in Section 5.

3. How We Use Information & Artificial Intelligence

We use the information we collect to provide, maintain, secure, and improve the Services, including to:

• Create and administer accounts and authenticate users.
• Operate core features such as listings, applications, leases, rent collection, ledgers, maintenance, and messaging.
• Facilitate tenant screening and background checks and deliver results to the requesting landlord.
• Process payments, payouts, subscriptions, and receipts through Stripe.
• Provide customer support and respond to your requests.
• Send service and transactional messages, and, where permitted, product and marketing communications you can opt out of.
• Monitor, troubleshoot, secure, and improve the Services, and prevent fraud and abuse.
• Confirm that landlords own or are authorized to manage the properties they list, including by comparing the approximate location of your sign-in and the details you provide with public property records, to prevent rental listing fraud.
• Comply with legal obligations and enforce our agreements.

Artificial intelligence and automated processing. Some Rentari.ai features use third-party generative AI to draft and review documents and leases, summarize records, answer questions in our in-app assistants (including our tenant assistant and our landlord co-pilot), generate screening narratives, and automate routine workflows. To provide these features, we send the relevant information you submit or generate for that task to our AI providers, Google (Google Cloud Vertex AI and the Gemini models) and OpenAI (the OpenAI API), which process it on our behalf and return a result to you. The information sent can include the text and documents you provide for the task, for example lease and document content, property and unit details, and the messages or questions you type into an assistant, together with the account or tenant data needed to complete the request. We do not send full payment card numbers, bank-account credentials, or Social Security numbers to the AI providers for these features.

These providers process this information as our service providers under contractual confidentiality and data-protection obligations that require them to give your information protection equivalent to what this Privacy Policy provides, to use it only to perform the requested processing for us, and not to use it to train their publicly available, general-purpose AI models. AI outputs are intended to assist you, may contain errors, and are not legal advice, so you should review them before relying on them. Using AI features is your choice. In our mobile and web apps we ask for your permission before AI features send your information to an AI provider, and you can decline; if you decline, AI-powered features are unavailable but the rest of the Services continue to work. AI features are tools, not legal advice, and do not guarantee legal compliance.

We do not sell your personal information, and we do not use sensitive screening information (such as SSN or date of birth) for advertising.

4. Third-Party Processors & Sub-Processors

We rely on a limited set of trusted third-party processors to operate the Services. These providers process information on our behalf, under contractual obligations, and only as needed to perform their functions. The primary processors are:

• Stripe for payment processing, payouts, and subscription billing. Card and bank details are processed by Stripe under its own terms and privacy policy.
• RentButter for tenant background and screening checks. Identity and screening information needed to run a requested check is shared with RentButter, which returns results under its own terms and privacy policy.
• Google (Google Cloud) for cloud infrastructure, hosting, storage, authentication, and generative AI (Google Cloud Vertex AI and the Gemini models). When you use an AI feature, the information needed for that task is sent to Google to process on our behalf, under confidentiality and data-protection terms, and is not used to train Google's public AI models.
• OpenAI for generative AI (the OpenAI API). When you use an AI feature, the information needed for that task may be sent to OpenAI to process on our behalf, under confidentiality and data-protection terms, and is not used to train OpenAI's models.
• MaxMind for IP address intelligence. We send your IP address to MaxMind to estimate your approximate location and detect VPN or proxy connections for fraud prevention.

We may use additional sub-processors for functions such as email and message delivery, error monitoring, and analytics. We do not use Plaid. A current list of sub-processors is maintained and available on request by emailing privacy@rentari.ai. Each processor is responsible for its own handling of information under its own privacy policy, and we encourage you to review the policies of Stripe, RentButter, and Google.

5. Data Sharing & Disclosure

We do not sell your personal information to third-party data brokers, and we do not share it for cross-context behavioral advertising. We disclose information only in the following circumstances:

• With service providers and processors as described in Section 4, to operate the Services on our behalf.
• Between landlords and applicants or tenants as inherent to the Services. For example, a screening result is delivered to the requesting landlord, and messages are delivered to their intended recipients.
• For legal and safety reasons, when we believe disclosure is reasonably necessary to comply with a law, regulation, legal process, or enforceable governmental request, to enforce our agreements, or to protect the rights, property, or safety of Rentari, our users, or the public.
• In a business transfer, such as a merger, acquisition, financing, or sale of assets, in which case information may be transferred subject to this Privacy Policy.
• With your direction or consent, when you ask us to share information or otherwise authorize a disclosure.

SMS consent disclosure. No mobile information will be shared with third parties or affiliates for marketing or promotional purposes. Text-messaging originator opt-in data and consent are not shared with any third parties. Customers can opt in to SMS alerts during account registration and can opt out at any time by replying STOP.

6. Data Retention

We retain personal information for as long as needed to provide the Services, maintain your account, comply with our legal obligations, resolve disputes, and enforce our agreements. When information is no longer needed for these purposes, we take steps to delete, de-identify, or archive it.

Retention periods vary by data type and legal requirement. For example, billing and transaction records, screening records subject to the FCRA and related rules, and certain audit logs may be retained for longer than ordinary account content. Specific periods vary by data type:

• Account and profile data: kept while your account is active and for a reasonable period afterward.
• Property, lease, and tenant records: kept for the life of the account and as needed to meet legal and recordkeeping obligations.
• Screening information, including SSN and date of birth, and background-check results: kept only as long as needed for the screening purpose and as required by the FCRA and applicable state law, then deleted or de-identified.
• Payment and billing records: kept as required by tax, accounting, and financial-recordkeeping laws.
• Usage, device, and log data: kept for a limited period for security, troubleshooting, and analytics.

If you close your account, we will delete or de-identify your personal information within a reasonable period, except where we are required or permitted to retain it.

7. Security

We take the security of personal information seriously and use technical and organizational measures designed to protect it. These measures include encryption of data in transit, access controls and authentication, segregation of sensitive screening information, logging, and reliance on established infrastructure providers such as Google and payment infrastructure provided by Stripe.

No method of transmission or storage is completely secure, and we cannot guarantee absolute security. You are responsible for keeping your account credentials confidential and for the activity that occurs under your account. If you believe your account or any information has been compromised, please contact us right away using the details in Section 12. This policy does not make any specific certification, audit, or compliance claim.

8. Your Rights & Choices

Depending on where you live, you may have rights regarding your personal information, such as the right to access, correct, delete, or obtain a copy of it, to object to or restrict certain processing, and to opt out of the sale or sharing of personal information. We honor applicable rights under laws such as the California Consumer Privacy Act (as amended) and the EU and UK General Data Protection Regulation, to the extent they apply to you.

• Access and correction. You can review and update much of your account information directly in the Services, or ask us for help.
• Deletion. You can request deletion of your personal information, subject to legal and operational retention limits described in Section 6.
• Marketing opt-out. You can opt out of marketing emails using the unsubscribe link in those messages, and opt out of SMS by replying STOP. Service and transactional messages are not promotional and may still be sent.
• Cookies. You can manage certain cookies through your browser and through our Cookie Settings, and through the Do Not Sell or Share My Information page where applicable.

How requests work for applicants and tenants. Because landlords control much of the applicant and tenant information in the Services, requests about that information may need to be directed to the relevant landlord, and we may assist that landlord in responding. We will not discriminate against you for exercising your rights. To make a request, use the Do Not Sell or Share My Information page where applicable, or contact us at privacy@rentari.ai. We may need to verify your identity before acting on a request, and we respond within the time required by applicable law.

9. Cookies & Tracking Technologies

We and our providers use cookies and similar technologies to operate the Services, remember your preferences, keep you signed in, measure usage, and improve performance. Some cookies are strictly necessary for the Services to function, while others are optional.

You can control optional cookies through your browser settings and through our Cookie Settings. For more detail on the categories of cookies we use and your choices, see our cookie information at Cookie Settings. Disabling some cookies may affect how the Services work.

10. Children's Privacy

The Services are intended for use by adults in connection with property management and rental activities. They are not directed to children, and we do not knowingly collect personal information from children under the age of 13 (or the minimum age required by applicable law in your jurisdiction). If you believe a child has provided us personal information, please contact us at privacy@rentari.ai and we will take reasonable steps to delete it.

11. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes to the Services, our practices, or legal requirements. When we make material changes, we will update the "Last Updated" date and, where appropriate, provide additional notice. Significant revisions are recorded in our privacy changelog. Your continued use of the Services after an update takes effect means you acknowledge the revised policy.

12. How to Contact Us

If you have questions about this Privacy Policy or how we handle your information, or if you would like to exercise your rights, you can reach us at:

Email: privacy@rentari.ai
Rentari.ai, Privacy Team

For requests specific to the sale or sharing of personal information, you can also use our Do Not Sell or Share My Information page.