Privacy Policy

Last updated: April 10, 2026

RentMate ("we", "us", "our") operates the rentmate.io platform and related services. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our service.

1. Information We Collect

Account Information: When you create an account, we collect your email address and password (stored as a salted hash — we never store plaintext passwords).

Property & Tenant Data: You provide property addresses, tenant names, contact information, lease terms, and related documents. This data is stored to operate the service on your behalf.

Communications: When you use RentMate to send or receive SMS messages, emails, or chat messages, we store the content of those messages to maintain conversation history and enable our AI assistant to respond on your behalf.

Phone Numbers: We collect phone numbers of property managers, tenants, and vendors to facilitate SMS communications. Phone numbers are normalized and stored securely.

Documents: Uploaded documents (leases, contracts, etc.) are stored securely and processed to extract relevant information.

Usage Data: We collect standard server logs including IP addresses, browser type, and pages visited.

2. How We Use Your Information

To provide and maintain the RentMate service
To send and receive SMS messages on your behalf to tenants and vendors
To process documents and extract property/lease information
To power our AI assistant that helps manage your properties
To send service-related notifications (e.g., lease expiration reminders)
To respond to your requests and provide customer support
To detect and prevent fraud or abuse

3. SMS/Messaging

RentMate sends SMS messages to tenants and vendors on behalf of property managers. By using our messaging features:

Messages are sent only to contacts you have added to your account
Recipients can opt out of messages by replying STOP at any time
We do not sell phone numbers or message content to third parties
We do not use phone numbers or message content for advertising purposes
Message frequency varies based on property management needs
Standard message and data rates may apply to recipients

4. Data Sharing

We do not sell, trade, or rent your personal information to third parties. We may share data with:

Service Providers: Third-party services that help us operate (e.g., cloud hosting, SMS delivery, AI processing). These providers are contractually bound to protect your data.
Legal Requirements: When required by law, subpoena, or court order.
Business Transfers: In connection with a merger, acquisition, or sale of assets.

5. Data Security

We use industry-standard security measures to protect your data, including:

Encryption in transit (TLS/HTTPS)
Encrypted database connections
Password hashing (PBKDF2-SHA256 with per-user salts)
Role-based access controls and multi-tenant data isolation

6. Data Retention

We retain your data for as long as your account is active. If you delete your account, we will delete your data within 30 days, except where retention is required by law.

7. Your Rights

You may:

Access, update, or delete your personal information through your account settings
Export your data at any time
Request deletion of your account and all associated data
Opt out of non-essential communications

8. Self-Hosted Instances

If you self-host RentMate, your data stays entirely on your own infrastructure. This privacy policy applies only to the hosted service at rentmate.io.

9. Changes to This Policy

We may update this policy from time to time. We will notify you of material changes by posting the updated policy on this page and updating the "Last updated" date.

10. Contact

If you have questions about this Privacy Policy, contact us at privacy@rentmate.io.