Privacy & data protection

Privacy Policy

This notice explains what RentalHome HQ collects, why it is needed, who may receive it, how long it is kept, and how people can exercise privacy rights.Effective and last updated July 22, 2026

1. Scope and roles

This policy applies to RentalHome HQ websites, landlord and property-manager workspaces, tenant portals, rental applications, payment features, communications, maintenance records, and related support services.

RentalHome HQ controls account, security, billing, product-usage, and support information. A landlord or property manager generally controls the tenant, applicant, property, lease, payment-ledger, maintenance, and owner information they enter. RentalHome HQ processes those records to provide the service and does not use them to make housing decisions.

2. Information we collect

Account and workspace data: name, email, role, preferences, team permissions, sign-in and security status.
Rental operations data: properties, groups, owners, tenants, leases, rent ledgers, expenses, receipts, notes, maintenance tickets, contractors, messages, and photos.
Applicant data: contact details, application answers, consent records, screening request status, and housing-provider decisions. A screening provider should collect sensitive identity details directly.
Payments and banking: Stripe customer, connected-account, transaction, payout, and receipt references; bank account metadata and imported transactions when enabled. RentalHome HQ does not store full card numbers or online-banking passwords.
Communications: email addresses, phone numbers, device push subscription endpoints and encryption keys, delivery status, messages, attachments, feedback, and support correspondence.
Technical and security data: request identifiers, service logs, device/browser information supplied by hosting providers, and audit events for privileged actions.

3. Why we process information

We use information to provide and secure accounts; operate rent, lease, application, maintenance, reporting, messaging, notification, and billing features; prevent fraud and misuse; respond to support and privacy requests; maintain audit records; comply with law; and improve reliability. We limit collection to information reasonably necessary for those purposes.

4. Housing decisions and profiling

RentalHome HQ does not sell personal data, does not use personal data for targeted advertising, and does not make or recommend rental approval, denial, pricing, deposit, renewal, or other housing decisions. Screening results come from a separate consumer-reporting provider and must be reviewed by the housing provider under applicable fair-housing and consumer-reporting laws. AI assistance must not be used as the sole basis for a housing decision.

5. How information is disclosed

Information may be disclosed to the landlord or property manager responsible for the rental; authorized workspace team members; a tenant or applicant accessing their own records; providers needed for hosting, authentication, payments, banking, screening, email, device push delivery, e-signature, listing distribution, and AI assistance; professional advisers; or authorities when legally required. Providers receive only the data needed for the enabled service and are subject to contractual and security review.

See the current vendor and subprocessor list.

6. Retention and secure deletion

RecordStandard rule

Active account and rental recordsKept while the account is active and as needed to deliver requested services.

Financial, lease, consent, and transaction recordsUp to 7 years after the applicable transaction or account closure, unless law or an active dispute requires longer.

Screening reportsRentalHome HQ stores workflow status and provider references—not the full consumer report. Provider links and error details are removed after 90 days when the workflow is complete.

Messages, maintenance photos, listing photos, and receiptsKept with the active account or related record, then removed from database and object storage during verified deletion.

Delivery and operational logsNormally 2 years.

Inactive device push subscriptionsRemoved after 1 year without use, or sooner when the browser reports that the subscription expired.

Security and superuser audit logsNormally 7 years to investigate misuse and demonstrate privileged access.

Unverified privacy requestsRemoved after 30 days; verification secrets expire after 24 hours.

Deletion may be delayed for legal holds, fraud prevention, security investigations, disputes, tax/accounting duties, or other legal obligations. Secure deletion removes structured records and associated stored files so they are no longer available through the service.

7. Your privacy rights

Depending on where you live and how the law applies, you may request access, correction, deletion, or a copy of personal data; opt out of qualifying sale, targeted advertising, or profiling; and appeal a denied request. RentalHome HQ does not discriminate against people for exercising privacy rights.

Submit a verified privacy request or appeal. We will verify the email address connected to the request, may request additional information when necessary, and will respond within the period required by applicable law. If RentalHome HQ processes the information only for a landlord or property manager, we may forward the request to that responsible housing provider.

8. Security safeguards

Safeguards include server-side authorization, role-based workspace permissions, restricted superuser access, privileged-action audit logs, encryption provided by the hosting and payment platforms, separate object storage for uploads, secrets kept outside source code, provider review, account blocking, incident-response procedures, and verified deletion workflows. No system can guarantee absolute security.

9. Children, changes, and contact

RentalHome HQ is not directed to children under 18. We may update this policy as services or laws change and will post the effective date. Questions and privacy requests should be submitted through the privacy request center.