Privacy & Security Policy

Effective Date: September 25, 2025

This Privacy & Security Policy ("Policy") explains how Rentwise LLC ("RentWise," "we," "us") collects, uses, discloses, and protects information when you use our rental property management software-as-a-service platform (the "Service").

1. Categories of Information

We collect the following categories of information from individual users:

  • Account Information: name, email address, password, and account preferences.
  • Uploaded Documents: lease agreements, receipts, invoices, and other documents you choose to upload.
  • Financial and Transactional Records: rent payment records, expenses, and receipts that you manually enter or upload.
  • Usage Data: log files, browser type, pages viewed, timestamps, and IP addresses.
  • Billing Data: subscription plan, payment methods (processed by third-party PCI-compliant payment processors), and invoices.
  • Communications: support requests, feedback, and correspondence with us.
  • Sensitive Data (if uploaded by you): Social Security numbers, bank account details, income information, or legal agreements. We process such data solely to provide the Service and only as directed by you.

2. Purposes of Processing

We use your information to:

  • Provide, operate, and maintain the Service for your rental property management needs
  • Process uploaded documents, perform OCR and AI-powered data extraction, and enable search functionality
  • Send you transactional emails, notifications, and reminders that you configure
  • Send optional service announcements, product updates, and marketing communications (you may opt out at any time)
  • Monitor security, detect and prevent fraud or abuse, and enforce our Terms of Service
  • Analyze usage patterns to improve features and user experience
  • Comply with legal obligations and respond to lawful requests from authorities

3. AI Model Use and Improvement

We do not use your data to train AI models. We do not operate or maintain AI models for training purposes.

We process your information based on:

  • Contract: To provide the Service under our Terms of Service
  • Legitimate Interests: To operate, secure, improve, and promote the Service
  • Consent: Where required by law (e.g., for marketing communications)
  • Legal Obligation: To comply with applicable laws and regulations

5. Sharing and Disclosures

We do not sell your personal information. We share information only with:

  • Service Providers: Trusted third-party vendors who help us provide hosting, storage, OCR/AI processing, email delivery, analytics, customer support, and payment processing. These providers are contractually required to protect your data and use it only for the services they provide to us.
  • Legal Authorities: When required by law, legal process, or to protect our rights or the safety of our users.
  • Professional Advisors: Attorneys, accountants, and auditors under confidentiality obligations.
  • Business Transfers: In connection with a merger, acquisition, or sale of assets, subject to continued protection of your information.

6. Cookies and Tracking

We use strictly necessary cookies (authentication, session), performance cookies (analytics), and functional cookies (preferences). Manage via browser settings or our cookie controls when presented. Do Not Track signals may not be honored.

Marketing Preferences

  • You may opt out of non-transactional emails by using unsubscribe links or emailing admin@rentwise.us.
  • Transactional emails (e.g., password resets, receipts, service notices) are essential to operating the Service and cannot be opted out while the account is active.

7. Security Measures

We implement safeguards including:

  • Encryption in transit (TLS) and at rest for documents where applicable
  • Access controls, role-based permissions, and periodic audits
  • Employee confidentiality obligations and limited access on a need-to-know basis
  • Vulnerability management and regular security testing

No system is perfectly secure; you are responsible for safeguarding your credentials and notifying us of suspected compromise.

8. Data Retention

We retain data as follows:

  • Account Information: for the duration your account is active, plus up to one (1) year thereafter
  • Uploaded Documents: until deleted by you; backups may persist for up to ninety (90) days
  • Logs: ninety (90) to one hundred eighty (180) days
  • Billing Records: seven (7) years or as required by applicable law
  • Deleted Accounts: purged within ninety (90) days, except data in backups subject to the retention periods above

Backups and Archival

Backups are maintained for service continuity; data in backups is not actively processed except for restoration and will be purged on a rolling basis per retention schedules.

9. Your Rights

Subject to applicable law, you may request access, correction, deletion, restriction, portability, or object to processing. We will verify identity before responding. California residents may exercise CCPA rights, including access and deletion; we do not sell personal information.

Requests and Verification

  • We will take reasonable steps to verify your identity before fulfilling rights requests, which may include confirming control of your account email or requesting additional documentation.
  • Appeals: Where required by state law, you may appeal our decision by contacting admin@rentwise.us and stating "Appeal" in the subject.

10. Children's Privacy

The Service is intended for adult users (18 years or older) managing rental properties. We do not knowingly collect information from individuals under 18 years of age. If we learn we have collected such information, we will promptly delete it.

11. Geographic Scope

The Service is available exclusively to users located in the United States. All data processing and storage occurs within the United States.

12. Data Breach Notification

In the event of a security incident that results in unauthorized access to, acquisition of, or disclosure of personal information, we will notify affected individuals and/or regulatory authorities without undue delay, as required by and consistent with applicable law, taking into account legitimate law enforcement or public safety needs.

13. Changes to this Policy

We may update this Policy at any time. Material changes will be notified where practicable by posting on the Service or via email. Your continued use of the Service after changes constitutes acceptance of the updated Policy.

Versioning

We will indicate the effective date at the top of this Policy. Prior versions may be available upon request.

14. Contact

All inquiries: admin@rentwise.us

Supplemental Notices

California

  • CCPA Categories Collected: We collect the categories of information described in Section 1 above. Sources include you directly (uploaded documents, account registration) and your use of the Service (device and usage data). Purposes and sharing are as described above.
  • Your Rights: access, deletion, correction, non-discrimination. Submit requests to admin@rentwise.us. We do not sell or share personal information for cross-context behavioral advertising.

Virginia/Colorado/Connecticut/Utah

We provide similar rights under applicable state privacy laws. Contact admin@rentwise.us to exercise rights.

Do Not Track

The Service does not respond to DNT signals.