Privacy Policy

1. Introduction

RentRight LLC (“RentRight,” “we,” “us,” or “our”) respects your privacy and is committed to protecting your personal data. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our rent control compliance platform and related services (the “Service”).

This policy applies to all users of our Service, including property managers, real estate professionals, and their authorized representatives. By using our Service, you consent to the data practices described in this policy.

2. Information We Collect

2.1 Information You Provide Directly

Account Information:

• Name and contact details (email address, phone number)
• Company name and business information
• Billing address and payment method details
• Account credentials (username and encrypted password)

Property Data:

• Property addresses and identifying information
• Unit details and configurations
• Current and historical rent amounts
• Tenant move-in dates and lease terms
• Building age and characteristics
• Amenities and property features

Business Operations Data:

• Calculation history and reports
• User preferences and settings
• Communications with our support team
• Feedback and survey responses

2.2 Information Collected Automatically

Usage Analytics:

• Pages viewed and features accessed
• Time spent on different sections
• Calculation types and frequency
• Click patterns and navigation paths
• Search queries within the platform

Device and Technical Information:

• IP address and approximate location
• Browser type and version
• Operating system and device type
• Screen resolution and display settings
• Unique device identifiers
• Connection information (ISP, network type)

2.3 Cookies and Tracking Technologies

We use cookies and similar technologies to:

• Maintain your session and authentication
• Remember your preferences and settings
• Analyze platform usage and performance
• Provide personalized experiences
• Prevent fraudulent activity

Types of cookies we use:

• Essential Cookies: Required for basic functionality
• Analytics Cookies: Help us understand usage patterns
• Preference Cookies: Store your settings and choices
• Marketing Cookies: Used for relevant communications (with consent)

3. How We Use Your Information

3.1 Service Delivery

We use your information to:

• Provide rent control calculations and compliance reports
• Process and manage your subscription
• Authenticate users and maintain account security
• Save and retrieve your property data
• Generate customized reports and documentation
• Send service-related notifications and updates

3.2 Service Improvement

Your data helps us:

• Improve calculation accuracy and features
• Develop new tools and functionalities
• Analyze usage patterns and optimize performance
• Identify and resolve technical issues
• Conduct research and statistical analysis

3.3 Customer Support

We use your information to:

• Respond to inquiries and support requests
• Troubleshoot problems and provide assistance
• Follow up on service issues
• Maintain support ticket history

3.4 Legal and Business Purposes

We may use your data to:

• Comply with legal obligations and regulations
• Enforce our Terms of Service
• Protect against fraud and security threats
• Defend our legal rights and interests
• Facilitate business transactions (with notice)

4. Information Sharing and Disclosure

4.1 We Do Not Sell Your Data

We do not sell, rent, or trade your personal information to third parties for their marketing purposes.

4.2 Service Providers

We share information with trusted service providers who assist us in operating our Service:

Payment Processing:

• Stripe for secure payment handling
• Only payment-necessary information is shared
• Subject to PCI compliance standards

Email and Marketing:

• Email service providers for transactional emails
• Marketing platforms for newsletters (with consent)
• Analytics tools for campaign effectiveness

Infrastructure and Hosting:

• Cloud hosting providers for data storage
• Content delivery networks for performance
• Security and monitoring services

All service providers are contractually required to protect your data and use it only for providing their services to us.

4.3 Legal Disclosures

We may disclose information when required by law or when we believe disclosure is necessary to:

• Comply with legal processes or government requests
• Enforce our agreements and policies
• Protect our rights, property, or safety
• Protect the rights and safety of users or the public
• Investigate fraud or security issues

4.4 Business Transfers

If RentRight is involved in a merger, acquisition, or sale of assets, your information may be transferred as part of that transaction. We will provide notice before your information becomes subject to different privacy practices.

5. Data Security

5.1 Security Measures

We implement comprehensive security measures to protect your data:

• Industry-standard encryption (TLS/SSL) for data in transit
• Encryption at rest for sensitive information
• Secure data centers with physical access controls
• Regular security audits and vulnerability assessments
• Employee access controls and authentication
• Security incident response procedures

5.2 Your Security Responsibilities

You play a crucial role in maintaining security:

• Keep your account credentials confidential
• Use strong, unique passwords
• Log out when using shared devices
• Report suspicious activity immediately
• Keep your contact information updated

5.3 Data Breach Notification

In the event of a data breach affecting your personal information, we will notify you as required by applicable law and take appropriate steps to mitigate harm.

6. Your Rights and Choices

6.1 Access and Portability

You have the right to:

• Access the personal information we hold about you
• Receive a copy of your data in a structured format
• Review your calculation history and reports

6.2 Correction and Updates

You can:

• Update your account information at any time
• Correct inaccurate or incomplete data
• Modify property details and settings

6.3 Deletion

You may request deletion of your account and personal data. Note that:

• Some information may be retained for legal compliance
• Deletion may affect your ability to use the Service
• Aggregated or anonymized data may be retained

6.4 Communication Preferences

You can control communications by:

• Updating email preferences in account settings
• Unsubscribing from marketing emails
• Opting out of non-essential notifications

6.5 Cookie Management

You can manage cookies through:

• Browser settings to block or delete cookies
• Our cookie consent tool (where available)
• Third-party opt-out mechanisms

7. California Privacy Rights (CCPA)

California residents have additional rights under the California Consumer Privacy Act (CCPA):

7.1 Right to Know

You may request information about:

• Categories of personal information collected
• Sources of personal information
• Business purposes for collection
• Categories of third parties with whom we share data

7.2 Right to Delete

You may request deletion of personal information, subject to certain exceptions.

7.3 Right to Opt-Out

While we do not sell personal information, you have the right to opt-out of any future sale.

7.4 Non-Discrimination

We will not discriminate against you for exercising your privacy rights.

To exercise your rights, contact us at privacy@rentright.io.

8. Data Retention

8.1 Retention Periods

We retain your information for as long as necessary to:

• Provide our services to you
• Comply with legal obligations
• Resolve disputes and enforce agreements
• Maintain business records

Typical retention periods:

• Account information: Duration of account plus 3 years
• Property data: As long as you maintain an active account
• Calculation history: 7 years for compliance purposes
• Support communications: 3 years
• Analytics data: 2 years

8.2 Deletion and Anonymization

After retention periods expire, we either delete personal information or anonymize it for statistical purposes.

9. International Data Transfers

Our Service is operated in the United States. If you access our Service from outside the U.S., your information will be transferred to and processed in the U.S. We ensure appropriate safeguards are in place for international transfers.

10. Children's Privacy

Our Service is not intended for individuals under 18 years of age. We do not knowingly collect personal information from children. If you believe we have collected information from a child, please contact us immediately.

11. Third-Party Links and Services

Our Service may contain links to third-party websites or services. We are not responsible for the privacy practices of these third parties. We encourage you to review their privacy policies before providing any information.

12. Updates to This Policy

We may update this Privacy Policy to reflect changes in our practices or legal requirements. We will notify you of material changes by:

• Posting a notice on our platform
• Sending an email to registered users
• Updating the “Last Updated” date

Continued use of our Service after changes constitutes acceptance of the updated policy.

13. Contact Information

For privacy-related questions, requests, or concerns, please contact us:

Data Protection Inquiries: dataprotection@rentright.io

California Residents (CCPA): ccpa@rentright.io

14. Legal Basis for Processing (for EEA Residents)

If you are located in the European Economic Area, we process your personal data based on:

• Contract performance (providing our services)
• Legal obligations (compliance with laws)
• Legitimate interests (improving services, security)
• Your consent (marketing communications)

15. Accountability

We are committed to privacy compliance and accountability. We maintain:

• Internal privacy policies and procedures
• Employee training on data protection
• Regular privacy assessments
• Vendor management protocols
• Incident response plans

If you have any questions about this Privacy Policy or our data practices, please don't hesitate to contact us.