Rentovate Privacy Policy

Last Updated: February 2025

1. Introduction

Welcome to Rentovate ("we," "our," or "us"). Rentovate is an AI assistant platform designed to help property managers communicate effectively with leasing leads and potential tenants. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you interact with our service through SMS, phone, email, online chat, or our website.

We are committed to protecting your privacy and handling your personal information with transparency and care. By using Rentovate, you consent to the practices described in this Privacy Policy.

2. Information We Collect

2.1 Personal Information

We may collect the following types of personal information:

  • Contact information (name, email address, phone number, postal address)
  • Communication preferences
  • Rental history and preferences
  • Financial information related to rental applications
  • Authentication information when you create an account
  • Property requirements and specifications
  • Move-in timeline and availability

2.2 Communication Data

When you interact with our AI assistant through SMS, phone, email, or online chat, we collect:

  • The content of your messages or conversations
  • Date, time, and duration of communications
  • Communication channel used
  • Voice recordings (for phone interactions)
  • Response rates and engagement metrics

2.3 Technical Information

We automatically collect certain information when you use our service:

  • IP address and device identifiers
  • Browser type and version
  • Operating system
  • Geographic location
  • Referring website
  • Session duration and activities
  • System logs and performance data

3. How We Use Your Information

We use the information we collect for the following purposes:

3.1 Service Provision

  • Facilitating communications between property managers and potential tenants
  • Responding to rental inquiries and providing property information
  • Scheduling property viewings and follow-up communications
  • Processing rental applications
  • Improving our AI assistant capabilities

3.2 Service Improvement

  • Training and refining our AI systems
  • Analyzing user interactions to enhance communication effectiveness
  • Identifying and resolving technical issues
  • Developing new features and capabilities

3.3 Business Operations

  • Sending service notifications and updates
  • Conducting market research and analysis
  • Generating anonymized statistical data
  • Preventing fraudulent activity and ensuring security

4. Information Sharing and Disclosure

We may share your information with the following parties:

4.1 Property Managers

  • Property managers using our service will receive your communications and information relevant to your rental inquiry

4.2 Service Providers

  • Cloud storage providers
  • Communication service providers (SMS, phone, email platforms)
  • Analytics services
  • Customer relationship management systems

4.3 Legal Requirements

  • In response to valid legal processes, including court orders and subpoenas
  • To comply with applicable laws and regulations
  • To protect our rights, privacy, safety, or property
  • In connection with a business transfer, merger, or acquisition

5. Data Security

We implement appropriate technical and organizational measures to protect your personal information from unauthorized access, alteration, disclosure, or destruction. However, no method of electronic transmission or storage is 100% secure, and we cannot guarantee absolute security.

Our security measures include:

  • Encryption of sensitive data
  • Regular security assessments
  • Access controls and authentication procedures
  • Employee training on data protection
  • Secure development practices

6. Data Retention

We retain your personal information for as long as necessary to fulfill the purposes outlined in this Privacy Policy, unless a longer retention period is required or permitted by law. When determining retention periods, we consider:

  • The nature of the information collected
  • Legal and regulatory requirements
  • Potential risk of harm from unauthorized disclosure
  • Operational needs and business purposes

For more information, please see our Data Retention Policy

7. Your Privacy Rights

Depending on your location, you may have certain rights regarding your personal information, including:

  • Right to access your personal information
  • Right to correct inaccurate or incomplete information
  • Right to request deletion of your information
  • Right to restrict or object to processing
  • Right to data portability
  • Right to withdraw consent

To exercise these rights, please contact us using the information in the "Contact Us" section.

8. Children's Privacy

Rentovate is not directed to individuals under the age of 18. We do not knowingly collect personal information from children. If we discover that a child has provided us with personal information, we will promptly delete such information. If you believe we have collected information from a child, please contact us immediately.

9. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements. We will notify you of any material changes by posting the updated Privacy Policy on our website and changing the "Last Updated" at the top. Your continued use of Rentovate after such modifications constitutes your acknowledgment of the modified Privacy Policy.

10. International Data Transfers

We may transfer, store, and process your information in countries other than your own. When we transfer personal information internationally, we implement appropriate safeguards to ensure your information receives an adequate level of protection, regardless of where it is processed.

11. Cookie Policy

Our website and online services may use cookies and similar technologies to enhance your experience, collect technical information, and enable certain functionalities. You can manage your cookie preferences through your browser settings.

12. California Privacy Rights

California residents may have additional rights under the California Consumer Privacy Act (CCPA) and other state laws. Please refer to our California Privacy Notice for more information.

13. Contact Us

If you have questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us at:

Rentovate Privacy Team
Email: privacy@rentovate.ai

By using Rentovate, you acknowledge that you have read and understood this Privacy Policy and agree to its terms.

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