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, vendors, and property-management contacts on behalf of Property Managers using the platform. Detailed consent language and a copy of the lease addendum are published on the SMS Consent page.

3a. What we collect for SMS

Mobile phone numbers — supplied by the Property Manager (from a lease, vendor agreement, or contact import) or supplied directly by the recipient through a portal invite.
Message content — the body of every SMS sent or received, plus the timestamp, sender, and recipient.
Consent records — a timestamp, IP address, user-agent, and the version of the consent text shown at the moment a Property Manager or vendor checks the SMS consent box during signup. Stored for the lifetime of the account and for at least four years after closure.
Opt-out records — when a recipient replies STOP, we record the phone number, timestamp, and the keyword used. The number is then suppressed from future automated SMS.
Delivery metadata — message IDs, delivery status, and error codes from our SMS provider, used for retries and audit logs.

3b. We do not share phone numbers with third parties for marketing

We do not sell, rent, or trade phone numbers to anyone.
We do not share phone numbers with third parties for their own marketing purposes — not directly, not via "data partners", not via any affiliate or referral program.
Phone numbers are disclosed only to (i) the Property Manager who owns the account that supplied them, (ii) RentMate's SMS-delivery provider (currently OpenPhone / Quo and Twilio) for the sole purpose of transmitting the message you authorized, and (iii) law-enforcement requests backed by a subpoena or court order.
Phone numbers and message content are not used to target advertising on or off the RentMate platform.

3c. How to opt out

Reply STOP to any RentMate SMS message at any time. Synonyms also honored: UNSUBSCRIBE, CANCEL, END, QUIT, STOPALL. You will receive a single confirmation reply and no further automated SMS will be sent to your number.
Reply HELP at any time to receive the name of your Property Manager and the email address contact@rentmate.io.
Reply START to re-enroll after a previous opt-out, or contact your Property Manager directly.
Email contact@rentmate.io from any address to request global suppression of your number across all RentMate-administered accounts.

3d. Operational details

Messages are sent only to contacts that the Property Manager has explicitly added, and only after the consent mechanism described on the SMS Consent page has been satisfied.
Message frequency varies based on property activity; a typical recipient receives between zero and ten messages per month, with higher volumes during active maintenance or move-in / move-out periods.
Standard message and data rates may apply. RentMate does not charge recipients; carrier rates are between the recipient and their carrier.
Carriers (including AT&T, T-Mobile, Verizon, and their MVNOs) are not liable for delayed or undelivered messages.

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.