Privacy Policy

Last Updated: February 2026

RentoDesk, Inc. ("Company," "we," "our," or "us") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website and use our services, including the RentoDesk platform (the "Service").

Please read this Privacy Policy carefully. If you do not agree with our policies and practices, please do not use our Service. If you have questions or concerns about our privacy practices, please contact us at hello@rentodesk.com.

1. Information We Collect

We collect information in several ways:

1.1 Information You Provide Directly

Account Information: When you create a RentoDesk account, we collect your name, email address, phone number, password, and company/portfolio information. For landlords, we also collect the number of properties you own. For property managers, we collect information about your employer and certification.
Property Information: You provide details about your rental properties, including addresses, unit counts, property types, purchase prices, mortgage information, and property management history. This information is necessary to provide our core service.
Tenant Information: When you add tenants to the platform (or tenants create their own accounts), we collect their names, email addresses, phone numbers, dates of birth, addresses, and lease terms. Tenants may voluntarily upload identification documents for screening purposes.
Financial Information: We collect data about rent payments, security deposits, maintenance costs, vendor invoices, utility expenses, and other property-related finances. We may also collect bank account information if you choose to use automated rent collection features.
Vendor Information: We collect vendor names, company names, phone numbers, email addresses, specialties, availability, and pricing information. Vendors may upload photos and invoices related to completed work.
Communication Data: We retain copies of messages, emails, and support inquiries you send us or that are sent through the Service (e.g., tenant-to-landlord communications through the platform).

1.2 Information Automatically Collected

Usage Data: We automatically collect information about how you interact with the Service, including features used, pages viewed, time spent on pages, searches, filters applied, and actions taken within the platform.
Device Information: We collect information about your device, including device type, operating system, browser type, IP address, and unique device identifiers.
Location Information: We collect approximate location information based on your IP address. You may also authorize us to collect precise geolocation data for map-based features (property locations, vendor proximity).
Cookies and Tracking Technologies: We use cookies, pixel tags, and similar tracking technologies to enhance your experience, remember preferences, analyze usage patterns, and deliver targeted content. You can control cookies through your browser settings.

1.3 Information from Third Parties

Service Providers: We may receive information from third-party service providers, including payment processors (for rent collection), background check companies (for tenant screening), and address verification services.
AI Providers: To provide AI-powered features (triage, analysis, recommendations), we send certain data to our AI service partners (OpenAI, Anthropic, or AWS Bedrock, depending on configuration). This is described further in Section 3.
Public Records: For compliance and tax purposes, we may reference publicly available property records and tax assessor data, which we do not directly collect but may integrate with your account information.

2. How We Use Your Information

We use the information we collect for the following purposes:

2.1 Service Delivery

Providing, maintaining, and improving the RentoDesk platform
Processing rent payments and managing financial transactions
Facilitating communication between landlords, tenants, and vendors
Generating reports, statements, and financial analysis
Managing leases and lease renewal processes

2.2 AI-Powered Features

We use your data to power AI-driven functionality:

Maintenance ticket triage: Analyzing tenant-submitted issues to assess urgency and category
Vendor sourcing: Matching maintenance needs with qualified vendors
Financial analysis: Computing property metrics (NOI, cap rate, DSCR, cash flow projections)
Rent pricing recommendations: Analyzing market data to suggest rental rates
Compliance monitoring: Identifying potential fair housing or regulatory issues
Lease clause analysis: Reviewing lease terms for enforceability and compliance
Document organization: Automatically categorizing and tagging uploaded files

Property-specific data (addresses, unit counts, financial data) and tenant data (names, contact info) may be shared with our AI providers to generate these recommendations. See Section 3 for details.

2.3 Communications

Sending you service-related announcements and updates
Responding to your customer support inquiries
Sending promotional emails and product updates (with your consent; you may opt out)
Sending reminders about upcoming lease expirations, rent due dates, or compliance deadlines
Notifying you of security incidents or policy changes

2.4 Analytics and Improvement

Analyzing usage patterns to improve Service features and user experience
Conducting A/B testing and performance optimization
Debugging issues and troubleshooting problems
Understanding user behavior and preferences to develop new features

2.5 Legal and Compliance

Complying with applicable laws, regulations, and legal processes
Protecting against fraud, abuse, and security incidents
Enforcing our Terms of Service and other agreements
Defending against legal claims

3. AI Data Processing and LLM Providers

RentoDesk uses large language models (LLMs) from third-party AI providers to deliver intelligent features. This section explains what data is shared and with whom.

3.1 Data Shared with AI Providers

To operate AI features, the following data may be sent to our AI service partners:

Property data: address, number of units, property type, age, purchase price
Tenant data: name, contact information, lease start/end date
Maintenance ticket data: description, photos, urgency assessment, vendor assignments
Financial data: rent amounts, expenses, payment history, income
Lease documents: lease text, term lengths, special clauses
Communications: tenant messages, vendor inquiries, landlord notes

Sensitive data like Social Security numbers for screening are NOT routinely shared with AI providers, though they may be used for identity verification within the platform.

3.2 AI Providers

Depending on your configuration and the features you use, data may be processed by:

OpenAI (GPT-4, GPT-3.5): For general triage, analysis, and recommendation features
Anthropic (Claude): For compliance analysis and lease review
AWS Bedrock: For financial analysis and budget forecasting

The specific provider used may vary based on the feature and your selected LLM provider setting. Each provider has its own privacy policies. We recommend reviewing their privacy practices at:

OpenAI: https://openai.com/privacy/
Anthropic: https://www.anthropic.com/privacy
AWS: https://aws.amazon.com/privacy/

3.3 Data Retention by AI Providers

AI providers may log interactions to improve their models, but generally do not retain your data beyond what is necessary to provide the service (typically 30 days for OpenAI, variable for others). We recommend reviewing their Data Processing Addendum (DPA) if you are a business customer subject to GDPR or similar regulations.

4. How We Share Your Information

4.1 Service Providers

We share information with third-party service providers who assist us in operating the Service:

AWS (S3, Lambda, RDS): Cloud hosting and data storage
Resend: Email delivery for notifications and statements
Twilio: SMS messaging and two-factor authentication
Stripe: Payment processing for rent collection and subscriptions
Plaid: Bank account verification for rent collection

These providers are contractually obligated to use your data only to provide the services we request.

4.2 Legal Requirements and Safety

We may disclose your information if required by law, court order, or government request. We may also share information to:

Protect the security and integrity of the Service
Prevent fraud or illegal activity
Protect the rights, privacy, and safety of users and the public
Enforce our Terms of Service and other agreements

4.3 Business Transfers

If RentoDesk is acquired, merged, or sold, your information may be transferred as part of that transaction. We will provide notice of any such change.

4.4 De-Identified and Aggregated Data

We may share aggregated, anonymized data that cannot identify you (e.g., "average rent by zip code," "most common maintenance issues") with partners for research, product development, and marketing purposes.

4.5 Data We Do Not Sell

We do not sell, rent, or share your personal information to third parties for their direct marketing purposes. We will never monetize your data without explicit consent.

5. Data Security

We implement comprehensive security measures to protect your information:

Encryption in Transit: All data transmitted between your device and our servers uses TLS 1.2+ encryption (HTTPS).
Encryption at Rest: Sensitive data is encrypted in our databases and storage systems using AES-256 encryption.
Access Controls: Only authorized RentoDesk employees and agents with a legitimate business need can access your data. All access is logged and monitored.
Authentication: We use secure password hashing (bcrypt), JWT tokens for session management, and optional two-factor authentication.
Regular Audits: We conduct regular security audits and penetration testing.
Incident Response: We have a documented incident response plan and will notify affected users of data breaches as required by law.

While we implement strong security measures, no system is 100% secure. We cannot guarantee absolute security of your information.

6. Data Retention

We retain your information for as long as your account is active and as necessary to provide services. Specific retention policies:

Active Account Data: Retained while your account is active.
Account Closure: After you request account closure, we delete or anonymize personal data within 90 days, except where required by law (e.g., tax records, financial documents) or to prevent fraud.
Property Records: Historical property and lease data is retained for 7 years to support tax, financial, and legal compliance.
Tenant Data: Deleted 1 year after tenant's lease ends, unless required for legal or tax purposes.
Backup Data: Backup copies may be retained longer but are subject to the same deletion timelines.
Support Communications: Retained for 3 years to assist with customer service and dispute resolution.

7. Your Privacy Rights

7.1 Access and Portability

You have the right to access your personal information and request a copy in a portable format. To request your data, contact us at hello@rentodesk.com with the subject "Data Access Request."

7.2 Correction and Deletion

You can correct inaccurate information through your account settings. You may also request deletion of your account and associated personal data by contacting us at hello@rentodesk.com with the subject "Account Deletion Request." We will delete personal data within 90 days, except where we are required to retain it by law.

7.3 Opt-Out of Communications

You can opt out of promotional emails by clicking the "unsubscribe" link in emails or adjusting your notification preferences in your account settings. Transactional messages (e.g., rent due notices, lease renewal alerts) cannot be opted out of as they are essential to the Service.

7.4 Cookie Control

You can manage cookies through your browser settings. Most browsers allow you to refuse cookies or alert you when cookies are being sent. Note that disabling cookies may affect Service functionality.

7.5 Do Not Track

Some browsers include a "Do Not Track" feature. Our Service does not respond to Do Not Track signals. You can use browser-level tools to manage tracking preferences.

8. California Privacy Rights (CCPA)

If you are a California resident, you have additional privacy rights under the California Consumer Privacy Act (CCPA):

8.1 Right to Know

You have the right to request what personal information we have collected about you, the categories of sources, our business purposes for collection, and the categories of third parties with whom we share it.

8.2 Right to Delete

You have the right to request deletion of personal information we have collected, subject to certain exceptions (e.g., legal compliance, fraud prevention, service delivery).

8.3 Right to Opt-Out of Sale

You have the right to opt out of the "sale" of your personal information. As noted above, we do not sell personal information, so this right may not apply. However, you can contact us to confirm our practices.

8.4 Right to Non-Discrimination

We will not discriminate against you for exercising your CCPA rights. We will not deny, charge different prices, or provide different quality of service based on your privacy choices.

8.5 How to Submit Requests

To submit a California privacy request, send an email to hello@rentodesk.com with the subject "CCPA Request" and specify your request type. Include sufficient information to verify your identity.

9. Children's Privacy

The Service is not directed to children under 13. We do not knowingly collect personal information from children under 13. If we learn that we have collected such information, we will delete it promptly. If you believe we have collected information from a child under 13, please contact us at hello@rentodesk.com.

10. International Data Transfers

RentoDesk is based in the United States. Your information may be stored and processed in the U.S. or other countries where we or our service providers operate. By using the Service, you consent to the transfer of your information to countries outside your country of residence, which may have different data protection laws.

11. Third-Party Links

The Service may contain links to third-party websites and services that are not operated by RentoDesk. This Privacy Policy does not apply to third-party sites. We encourage you to review their privacy policies before providing your information.

12. Changes to This Privacy Policy

We may update this Privacy Policy periodically to reflect changes in our practices or for other operational, legal, or regulatory reasons. We will notify you of material changes by updating the "Last Updated" date and, for significant changes, by sending you an email or posting a prominent notice on our website. Your continued use of the Service after changes indicates your acceptance of the updated Privacy Policy.

13. Contact Us

If you have questions about this Privacy Policy or our privacy practices, please contact us at:

RentoDesk, Inc.
Email: hello@rentodesk.com