RentRight Privacy Policy

Introduction

RentRight is a product of XenoSoft Solutions LLC ("we," "our," or "us"). XenoSoft Solutions LLC operates RentRight, a comprehensive property management platform designed for landlords and tenants. This Privacy Policy describes how we collect, use, disclose, and safeguard your information when you use RentRight, including our mobile applications (iOS and Android) and web platform.

RentRight is committed to protecting your privacy and ensuring the security of your personal information, property data, tenant information, and financial records. By using RentRight, you agree to the collection and use of information in accordance with this policy. If you do not agree with our policies and practices, please do not use our services.

About XenoSoft Solutions LLC: XenoSoft Solutions LLC is a business automation and product studio that builds focused solutions for real business problems. RentRight is one of our proprietary applications, designed to simplify rental property management for landlords and tenants worldwide.

Information We Collect

RentRight collects several types of information to provide our property management services:

Account and Profile Information

• Landlord Information: Name, email address, phone number, business name, tax identification numbers, and mailing address
• Tenant Information: Name, email address, phone number, emergency contacts, identification documents, and rental history
• Account Credentials: Username, password (encrypted), and authentication tokens
• Profile Data: Profile photos, preferences, notification settings, and communication preferences

Property and Lease Information

• Property Details: Property addresses, unit numbers, property types, square footage, amenities, and property photos
• Lease Agreements: Lease terms, rental amounts, security deposits, lease start and end dates, renewal options, and lease documents
• Tenant Assignments: Which tenants are assigned to which units, co-tenant information, and occupancy status
• Property Documents: Inspection reports, move-in/move-out checklists, property condition reports, and maintenance records

Financial and Payment Information

• Rent Payments: Payment amounts, payment dates, payment methods, transaction IDs, and payment status
• Digital Receipts: Tamper-evident receipts for all rent payments with timestamps and verification data
• Financial Records: Security deposits, fees, charges, refunds, and financial transaction history
• Banking Information: Bank account details (if using direct deposit), payment processor information, and financial institution data (processed securely through third-party payment processors)
• Tax Information: Rental income records, expense tracking, and financial reports for tax purposes

Communication Data

• WhatsApp Messages: Messages sent through RentRight's WhatsApp integration, including text, images, and documents
• In-App Communications: Messages, notifications, and alerts sent through the RentRight platform
• Communication Logs: Records of all communications between landlords and tenants, including timestamps and message content
• Support Requests: Customer support inquiries, feedback, and service requests

Maintenance and Service Requests

• Maintenance Tickets: Service request descriptions, photos, priority levels, status updates, and resolution notes
• Vendor Information: Contractor details, service provider information, quotes, invoices, and work completion records
• Property Maintenance History: Records of all maintenance work performed, costs, and scheduling information

Marketplace and Listing Information

• Property Listings: Available rental properties, listing descriptions, photos, pricing, and availability
• Booking Information: Property viewing requests, booking schedules, and applicant information
• Application Data: Rental applications, credit check information (with consent), references, and background check results

Usage and Analytics Data

• Device Information: IP address, browser type, operating system, device identifiers, and mobile device information
• Usage Patterns: Features used, pages visited, time spent, interaction data, and user behavior analytics
• Performance Data: App performance metrics, error logs, crash reports, and system diagnostics
• Location Data: Property locations (for property management), approximate location for security purposes (with consent)

How We Use Your Information

We use the information we collect to provide, maintain, and improve RentRight's property management services:

Property Management Services

• Managing property and unit information, lease agreements, and tenant assignments
• Processing rent payments and generating tamper-evident digital receipts
• Tracking payment history, outstanding balances, and financial records
• Facilitating communication between landlords and tenants via WhatsApp and in-app messaging
• Managing maintenance requests and coordinating service providers
• Providing marketplace features for property listings and rental applications

Communication and Notifications

• Sending rent payment reminders, lease renewal notices, and important updates
• Delivering maintenance request notifications and status updates
• Providing customer support and responding to inquiries
• Sending service announcements, feature updates, and policy changes
• Facilitating WhatsApp-based communication between landlords and tenants

Analytics and Reporting

• Generating financial reports, payment history, and tax export capabilities
• Providing predictive analytics for payment forecasting and property insights
• Analyzing usage patterns to improve features and user experience
• Creating property performance reports and rental analytics

Security and Compliance

• Verifying user identity and preventing fraud
• Protecting against unauthorized access and security threats
• Maintaining multi-tenant data isolation and access controls
• Complying with legal obligations, including landlord-tenant laws and financial regulations
• Investigating and resolving security incidents and disputes

Service Improvement

• Developing new features and functionality
• Optimizing performance and user experience
• Conducting research and development
• Testing and quality assurance

Information Sharing and Disclosure

RentRight does not sell, trade, or rent your personal information, property data, or tenant information to third parties. We may share your information in the following circumstances:

Multi-Tenant Data Isolation

RentRight uses enterprise-grade multi-tenant architecture to ensure complete data isolation:

• Landlord data is completely isolated from other landlords' data
• Tenant information is only accessible to their assigned landlord
• Property and financial data is strictly segregated by account
• No cross-tenant data access or sharing occurs

Service Providers

We may share information with trusted third-party service providers who assist us in operating RentRight:

• Payment Processors: Secure payment processing and financial transaction handling
• Cloud Hosting: Secure data storage and infrastructure providers (with data encryption)
• WhatsApp Business API: For WhatsApp integration and messaging services
• Analytics Services: Usage analytics and performance monitoring (anonymized data)
• Customer Support: Support tools and communication platforms
• Background Check Services: For rental application processing (with consent)

Landlord-Tenant Communication

RentRight facilitates communication between landlords and tenants:

• Tenants can see their assigned landlord's contact information and property details
• Landlords can see their tenants' contact information and lease details
• Communication logs are accessible to both parties for transparency
• Payment receipts are shared between landlords and tenants

Legal Requirements

We may disclose your information when required by law or to:

• Comply with legal processes, court orders, or government requests
• Protect our rights, property, or safety, or that of our users
• Investigate potential violations of our terms of service
• Prevent fraud, security threats, or illegal activities
• Comply with landlord-tenant laws and regulations

Business Transfers

In the event of a merger, acquisition, or sale of assets, your information may be transferred to the new entity, subject to the same privacy protections and data isolation requirements.

Data Security

RentRight implements comprehensive security measures to protect your personal information, property data, and financial records:

Technical Safeguards

• Encryption: AES-256 encryption for data in transit (TLS/SSL) and at rest
• Tamper-Evident Receipts: Digital receipts use cryptographic hashing to prevent tampering
• Authentication: Multi-factor authentication (MFA), secure login systems, and session management
• Access Controls: Role-based permissions, least-privilege access, and multi-tenant data isolation
• Network Security: Firewalls, intrusion detection systems, DDoS protection, and secure API endpoints
• Audit Trails: Comprehensive logging of all data access and modifications

Organizational Measures

• Employee training on data protection, privacy, and security best practices
• Regular security audits, vulnerability assessments, and penetration testing
• Incident response procedures and breach notification protocols
• Vendor security assessments and contractual obligations
• Data minimization practices - we only collect what is necessary

Physical Security

• Secure data centers with 24/7 monitoring and access controls
• Redundant systems and backup infrastructure for data availability
• Environmental controls and disaster recovery plans
• Physical access controls, surveillance, and security personnel

Your Rights and Choices

You have several rights regarding your personal information and data:

Access and Portability

• Request access to your personal information, property data, and financial records
• Receive a copy of your data in a portable format (JSON, CSV, or PDF)
• Export payment history, lease documents, and maintenance records
• Verify the accuracy and completeness of your information

Correction and Updates

• Update your profile, account information, and property details
• Correct inaccurate or incomplete data
• Modify your preferences, notification settings, and communication preferences
• Request data correction or amendment

Deletion and Account Closure

• Request deletion of your account and associated data
• Delete specific property listings or tenant information (subject to legal retention requirements)
• Remove communication logs and messages (with mutual consent where applicable)
• Note: Some data may be retained for legal compliance, dispute resolution, or financial record-keeping requirements

Communication Preferences

• Control notification settings and frequency
• Opt out of marketing communications (service-related communications may still be sent)
• Choose communication channels (WhatsApp, email, in-app notifications)
• Manage subscription preferences and alert settings

Data Retention

We retain your information for as long as necessary to provide our services and comply with legal obligations:

• Active Accounts: Data is retained while your account is active and for a reasonable period after account closure
• Financial Records: Payment history, receipts, and financial transactions are retained for tax and legal compliance (typically 7 years)
• Lease Documents: Lease agreements and related documents are retained for the duration of the lease and applicable legal retention periods
• Legal Requirements: Some data may be retained longer to comply with landlord-tenant laws, tax regulations, or dispute resolution requirements
• Deletion Requests: Upon account deletion, we will delete or anonymize your data within 30 days, subject to legal retention requirements

Third-Party Services

RentRight integrates with third-party services to provide functionality:

WhatsApp Business API

RentRight uses WhatsApp Business API for communication. When you use WhatsApp features:

• Your messages are processed by WhatsApp in accordance with WhatsApp's Privacy Policy
• We store message content and metadata in RentRight for record-keeping and service provision
• WhatsApp's data practices are governed by Meta's Privacy Policy
• You can opt out of WhatsApp integration and use in-app messaging instead

Payment Processors

RentRight uses secure payment processors for rent payments. Payment information is handled by:

• Payment processors that comply with PCI DSS standards
• We do not store full credit card numbers or sensitive payment details
• Payment processors have their own privacy policies and security measures
• We recommend reviewing payment processor privacy policies

Other Third-Party Services

• We are not responsible for the privacy practices of third-party services
• Third-party services have their own privacy policies and terms
• We recommend reviewing their privacy policies before use
• We limit data sharing with third parties to what is necessary for service provision

Children's Privacy

RentRight is not intended for children under 18 years of age:

• We do not knowingly collect personal information from children under 18
• If we become aware of such information, we will delete it immediately
• Parents or guardians should contact us if they believe we have collected children's data
• Tenants must be of legal age to enter into rental agreements in their jurisdiction

International Data Transfers

Your information may be transferred to and processed in countries other than your own:

• We ensure appropriate safeguards for international data transfers
• Data processing follows applicable data protection laws (GDPR, CCPA, etc.)
• We use standard contractual clauses and adequacy decisions
• Your rights and protections remain the same regardless of location
• Data is primarily stored in secure data centers with strong data protection laws

Changes to This Privacy Policy

We may update this Privacy Policy from time to time:

• We will notify you of significant changes through RentRight notifications or email
• The "Last Updated" date will be revised when changes are made
• Continued use of RentRight after changes constitutes acceptance of updated policies
• We encourage you to review this policy periodically
• Material changes will be communicated at least 30 days in advance

Contact Us

If you have any questions about this Privacy Policy, your data, or our data practices, please contact us:

Additional Information

California Privacy Rights (CCPA)

California residents have additional rights under the California Consumer Privacy Act (CCPA), including the right to know what personal information is collected, the right to delete personal information, and the right to opt-out of the sale of personal information. RentRight does not sell personal information. Please contact us for more information about your CCPA rights.

European Data Protection (GDPR)

If you are in the European Economic Area (EEA) or United Kingdom, you have rights under the General Data Protection Regulation (GDPR) and UK GDPR, including the right to access, rectify, erase, restrict processing, data portability, and object to processing. Our data processing is based on legitimate interests, contract performance, and consent. You have the right to lodge a complaint with your local data protection authority.

Landlord-Tenant Laws

RentRight complies with applicable landlord-tenant laws and regulations in the jurisdictions where we operate. Some data retention and disclosure practices may be required by local laws governing rental property management, financial record-keeping, and tenant rights.