Privacy Policy

1. Information We Collect

Information You Provide

• Account Information: Name, email address, company name, phone number, business address
• Payment Information: Billing details and payment instructions (processed by third-party payment portal providers)
• Tenant Data: Names, phone numbers, email addresses, property addresses, lease terms, rent amounts, and payment history that you upload or sync
• Templates and Documents: Legal notice templates, signatures, and custom communications you create

Information Collected Automatically

• Communication Logs: Records of all calls, SMS messages, and notices sent through our platform, including timestamps and outcomes
• Call Recordings: Audio recordings of AI-powered phone calls for quality assurance and compliance
• Usage Data: How you interact with our platform, features used, and actions taken
• Device Information: Browser type, IP address, device identifiers

2. How We Use Information

We use collected information to:

• Provide and operate our platform services
• Conduct AI-powered phone calls and send SMS messages on your behalf to your tenants
• Generate, process, and mail legal notices
• Track payment status and collection outcomes
• Create compliance documentation and audit trails
• Improve our AI systems and service quality
• Send you service updates, alerts, and administrative communications
• Process payments and prevent fraud
• Respond to your inquiries and provide customer support
• Comply with legal obligations

3. Information Sharing

We share information with:

Service Providers

• Vapi: Powers our AI phone calling system
• Twilio: Provides SMS messaging infrastructure
• Payment Processors: For billing and payment processing
• Mail Service Providers: Print and mail physical notices
• Cloud Infrastructure: Hosting and database providers for secure data storage

Other Disclosures

• Legal Requirements: When required by law, court order, or government request
• Safety and Rights: To protect the rights, property, or safety of RentSettle, our users, or others
• Business Transfers: In connection with a merger, acquisition, or sale of assets
• With Your Consent: When you direct us to share information

We do NOT sell your personal information or your tenants' information to third parties.

Mobile Information and SMS Consent

Tenant mobile numbers and SMS consent data are used solely to send account-related text messages on behalf of the tenant's property manager, including rent reminders, balance updates, payment confirmations, payment plan updates, and support responses. Mobile information, including phone numbers and SMS consent records, will not be sold, shared, or disclosed to third parties or affiliates for marketing or promotional purposes. Text messaging originator opt-in data and consent will not be shared with any third parties except vendors and service providers that support message delivery, compliance, and platform operations.

SMS Privacy Disclosure

RentSettle uses tenant mobile numbers only for account-related communications on behalf of the tenant's property manager. Mobile information will not be shared with third parties or affiliates for marketing or promotional purposes. SMS consent and opt-in data will not be shared with third parties except as necessary to provide messaging services and comply with legal obligations.

4. Data Security

We implement industry-standard security measures:

• Encryption in transit (TLS 1.3) and at rest
• Access controls and authentication requirements
• Regular security monitoring and auditing
• Secure, enterprise-grade cloud infrastructure

While we strive to protect your information, no method of transmission or storage is 100% secure. You are responsible for maintaining the security of your account credentials.

5. Data Retention

• Account Data: Retained while your account is active and for a reasonable period after termination
• Communication Records: Retained for 7 years to comply with legal and regulatory requirements
• Call Recordings: Retained for 7 years for compliance purposes
• Payment Records: Retained as required by tax and financial regulations

You may request deletion of your account by contacting us. Note that we may retain certain information as required by law.

6. Your Rights and Choices

All Users

• Access and review your account information
• Update or correct inaccurate information
• Request deletion of your account (subject to retention requirements)
• Export your data in a portable format

California Residents (CCPA)

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

• Right to know what personal information we collect, use, and disclose
• Right to request deletion of personal information
• Right to opt-out of the sale of personal information (we do not sell personal information)
• Right to non-discrimination for exercising your privacy rights

To exercise these rights, contact us at privacy@rentsettle.com.

7. Communications and Recordings

Important Notice: Our platform makes automated phone calls and sends SMS messages to tenants on your behalf. By using our service:

• For SMS messaging, tenants are enrolled only after direct consent is collected through RentSettle's SMS opt-in process, including reply-based confirmation where applicable. No recurring SMS messages are sent unless the tenant has explicitly opted in. Tenants may opt out at any time by replying STOP and may request help by replying HELP.
• Phone calls may be recorded for quality assurance and compliance purposes
• Calls will identify themselves as calling on behalf of your property management company
• Tenants may request to stop receiving automated calls during any call
• All communication records are retained and made available to you in your dashboard

8. Cookies and Tracking

We use cookies and similar technologies to:

• Keep you logged in to your account
• Remember your preferences
• Understand how you use our platform
• Improve our services

You can control cookies through your browser settings. Disabling cookies may affect functionality.

9. Children's Privacy

Our services are not directed to individuals under 18. We do not knowingly collect personal information from children. If we learn we have collected information from a child, we will delete it promptly.

10. International Users

Our services are operated in the United States. If you access our services from outside the U.S., your information will be transferred to, stored, and processed in the U.S. where privacy laws may differ from your jurisdiction.

11. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of material changes by email or by posting a notice on our platform. Your continued use after changes become effective constitutes acceptance of the updated policy.

12. Contact Us

For privacy-related inquiries or to exercise your rights, contact us at:

Email: privacy@rentsettle.com

RentSettle, operated by 1001469639 Ontario Inc.
Attention: Privacy Team