Privacy Policy

RentalPro ("we," "our," or "the Service") is a property management platform for residential rental housing. This Privacy Policy explains what information we collect, how we use it, and how we protect it. By using RentalPro, you agree to the practices described here.

1. Who We Are

RentalPro is operated as a software-as-a-service (SaaS) platform for property managers and landlords. Our platform allows property managers to manage rental applications, leases, maintenance requests, and tenant communications. RentalPro is currently in limited availability.

For questions about this policy, contact us at: admin@rentalpro.pro

2. Information We Collect

Account Information: When you register, we collect your name, email address, company name, and a hashed password. We never store passwords in plain text.

Property and Tenant Data: Property managers enter information about their properties, units, and tenants — including names, contact information, lease terms, and maintenance records. This data is stored on your behalf and is accessible only to your account.

Rental Applications: When prospective tenants submit applications through your property's public application link, we collect the information they provide — including name, contact details, employment, rental history, and animal disclosure. This information is stored under your property manager account.

Usage Data: We collect standard server logs including IP addresses, browser type, pages visited, and timestamps for security and performance monitoring. We do not sell this data.

Business Contacts: Property managers can maintain a directory of business contacts — vendors, contractors, banks, insurance agents, attorneys, utility companies, and similar — including name, company, title, email, phone, and address.

Tenant Communications: Messages sent between property managers and tenants through the in-app messaging feature, and the content of broadcast notifications sent to tenants (e.g. building notices, maintenance updates), are stored so both parties can view their conversation history.

3. Google Account Integration

RentalPro requests access to the following Google services:

• Gmail (gmail.send): Used to send emails on your behalf — including lease delivery to tenants, application approval or denial notices, maintenance updates, direct messages between you and a tenant, and broadcast notifications to tenants. We only send emails you explicitly initiate. We never read your inbox, access received emails, or store your email content beyond the transaction logs needed for delivery confirmation.
• Google Drive (drive.file): Used to create and store files in your Google Drive — including generated lease documents, signed lease copies, unit photos, and maintenance documentation. We create a RentalPro folder in your Drive and organize files by property and tenant. We only access files we create — we do not read, modify, or delete files we did not create.
• Google Calendar (calendar): Used to create calendar events on your behalf — such as property showing appointments and lease expiration reminders. We create events you initiate through the RentalPro interface. We do not read your existing calendar events.
• Google People / Contacts (contacts): Used to sync your business contacts (vendors, contractors, banks, and similar) and, if you choose, your tenants, to Google Contacts, so they're available in Gmail and other Google apps. Sync is opt-in per contact and per connected Google account — a contact or tenant is only added or updated in the accounts you specifically select. We do not read your existing Google contacts.
• Google Account Info (userinfo.email, userinfo.profile): Used to display which Google account is connected to each business profile and to verify the identity of the connecting user.

We store OAuth tokens (access token and refresh token) in our database, encrypted at rest, associated with your business profile. These tokens are used only to perform actions you initiate. You can disconnect your Google account at any time from the Business Profiles page — this revokes our access and deletes the stored tokens.

RentalPro's use of Google user data complies with the Google API Services User Data Policy, including the Limited Use requirements.

4. How We Use Your Information

• To provide and operate the RentalPro platform
• To generate and deliver lease documents
• To send emails and create calendar events on your behalf through connected Google accounts
• To store documents and photos in your connected Google Drive
• To respond to support requests
• To maintain security and prevent fraud

We do not sell your data. We do not use your data for advertising. We do not share your data with third parties except as described in Section 5.

5. Data Sharing

We share data only in the following limited circumstances:

• Google: When you connect a Google account, data is transmitted to Google's servers in accordance with the permissions you grant and Google's own privacy policy.
• Infrastructure providers: We use Railway (database and hosting) and other infrastructure providers to operate the service. These providers process data on our behalf and are bound by data processing agreements.
• Legal requirements: We may disclose information if required by law or to protect our legal rights.

6. Data Retention

We retain your account data for as long as your account is active. If you close your account, we delete your data within 30 days, except where retention is required by law. Google OAuth tokens are deleted immediately when you disconnect a Google account.

7. Security

We use industry-standard security practices including:

• All data transmitted over HTTPS/TLS
• Passwords stored as bcrypt hashes — never in plain text
• OAuth tokens stored in a secured database with access controls
• JWT-based session authentication with short expiration windows
• Database connections protected with SSL

No system is completely secure. If you believe your account has been compromised, contact us immediately at admin@rentalpro.pro.

8. Your Rights

You have the right to:

• Access the data we hold about you
• Correct inaccurate data
• Request deletion of your account and associated data
• Disconnect any Google account integration at any time
• Export your data — contact us and we will provide a copy

To exercise any of these rights, email admin@rentalpro.pro.

9. Cookies

RentalPro uses a single session cookie (rentalpro_token) to keep you logged in. This cookie is HTTP-only, secure, and expires after 12 hours. We do not use tracking cookies, advertising cookies, or third-party analytics cookies.

10. Children's Privacy

RentalPro is not intended for use by anyone under the age of 18. We do not knowingly collect personal information from children. If you believe a child has provided us with personal information, contact us and we will delete it.

11. Changes to This Policy

We may update this policy from time to time. When we do, we will update the "Last Updated" date at the top. Continued use of RentalPro after changes constitutes acceptance of the updated policy. For material changes, we will notify account owners by email.