Last Updated: 21 September 2024

Rentalize Software Ltd, located in Ireland, (“Rentalize”, “we”, “us”, or “our”) is committed to protecting your privacy. This Privacy Policy outlines how we collect, use, share, and protect personal data when you use our SaaS property management services via our platform (Rentalize.com) and related services (“Services”). This Privacy Policy applies to users worldwide, including landlords, property managers, tenants, contractors, and other stakeholders who access Rentalize Software Ltd’s platform.

By using Rentalize’s services, you agree to the practices described in this Privacy Policy. If you do not agree to this policy, please do not use our Services.

1. Information We Collect

We collect the following categories of information:

1.1 Information You Provide Directly

  • Registration Information: When you create an account, we collect your name, email address, contact information, business name, and payment details.
  • Property and Tenant Data: Information related to properties you manage, including tenant names, addresses, payment details, rental agreements, and maintenance requests.
  • Payment Information: We collect payment details such as credit/debit card information or bank details for billing purposes.
  • Support Requests: When you contact us for support or other inquiries, we may collect information such as your name, email address, and the content of your request.

1.2 Information We Collect Automatically

  • Usage Data: Information about how you access and use our Services, such as IP addresses, browser type, operating system, referring URLs, page views, time spent on pages, and links clicked.
  • Cookies and Tracking Technologies: We use cookies, web beacons, and similar tracking technologies to collect information about your interactions with our website and Services.

1.3 Information from Third Parties

  • Third-Party Integrations: If you integrate Rentalize with third-party services, such as accounting platforms or banking services, we may receive information about you from these third parties.
  • Background and Credit Checks: For specific services like tenant screening, we may collect data from third-party agencies.

2. How We Use Your Information

We use the information we collect for the following purposes:

  • To Provide and Improve Services: We use your information to provide, maintain, and improve our Services, including handling rent payments, managing property data, and enabling communication between stakeholders.
  • To Facilitate Payments: We use payment information to process billing transactions, subscription fees, and other financial operations.
  • To Communicate with You: We may send you notifications related to your account, support requests, software updates, and promotional offers, where permitted by law.
  • To Ensure Compliance and Legal Obligations: We use personal data to comply with regulatory and legal obligations, including tenant data processing and GDPR compliance.
  • To Enhance Security: Your information is used to ensure the security of your account and detect fraud, unauthorized access, or security breaches.

3. Legal Basis for Processing Personal Data

We rely on the following legal grounds to process your personal data:

  • Consent: We process your personal data with your consent, particularly when you opt into certain features or marketing communications.
  • Contractual Necessity: Processing is necessary for the performance of a contract with you or to take steps prior to entering into a contract.
  • Legal Obligations: We may process your data to comply with legal and regulatory obligations, such as data retention requirements.
  • Legitimate Interests: We process your data for legitimate business purposes, such as improving our Services, managing user accounts, and ensuring security.

4. Data Sharing and Disclosure

We do not sell your personal data. However, we may share your data with third parties under the following circumstances:

4.1 Service Providers

We may share your data with third-party vendors and service providers who perform services on our behalf, such as payment processors, cloud hosting providers, and email communication services. These third parties are obligated to maintain the confidentiality and security of your personal data.

4.2 Legal Compliance

We may disclose your personal data if required by law, such as to comply with a subpoena, legal proceeding, or court order. We may also disclose your data to government or regulatory authorities to comply with legal obligations.

4.3 Business Transfers

In the event of a merger, acquisition, sale of assets, or other business transaction, your data may be transferred to a third party. We will notify you of such changes and ensure that your data remains protected.

4.4 With Your Consent

We may share your data with third parties when you have provided explicit consent, such as when opting to share information with property-related service providers or integrating third-party apps.

5. International Data Transfers

As we offer Services worldwide, your personal data may be transferred to and processed in countries outside the European Economic Area (EEA). We ensure that adequate safeguards are in place for such transfers, including the use of standard contractual clauses and compliance with GDPR.

6. Data Security

We implement appropriate technical and organizational measures to protect your personal data against unauthorized access, loss, or destruction. These include encryption, access controls, and secure data storage.

While we strive to ensure the security of your information, no system is entirely foolproof. Therefore, we cannot guarantee the absolute security of your data.

7. Data Retention

We retain personal data for as long as necessary to fulfill the purposes outlined in this Privacy Policy or as required by law. This includes retaining data to comply with legal obligations, resolve disputes, and enforce agreements.

When your data is no longer required, we will securely delete or anonymize it.

8. Your Rights

As a data subject, you have the following rights concerning your personal data:

  • Right of Access: You have the right to request access to your personal data.
  • Right to Rectification: You may request corrections to any inaccurate or incomplete data.
  • Right to Erasure: You may request the deletion of your personal data under certain conditions.
  • Right to Restrict Processing: You have the right to request a restriction on the processing of your personal data.
  • Right to Data Portability: You can request a copy of your personal data in a structured, machine-readable format.
  • Right to Object: You may object to the processing of your data for certain purposes, such as marketing.
  • Right to Withdraw Consent: Where we rely on your consent to process your data, you have the right to withdraw that consent at any time.

To exercise any of these rights, please contact us at [email protected].

9. Cookies and Tracking Technologies

We use cookies and other tracking technologies to enhance your experience on Rentalize.com, analyze website traffic, and deliver personalized content. You can manage cookie preferences through your browser settings.

For more information, please refer to our [Cookie Policy].

10. Children’s Privacy

Our Services are not intended for individuals under the age of 18. We do not knowingly collect personal data from children. If we become aware that we have inadvertently collected personal data from a child, we will take steps to delete such data.

11. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or legal obligations. Any updates will be posted on this page, and we will notify you of significant changes through email or the platform.

12. Liability Disclaimer

Rentalize Software Ltd provides the Services “as is” and is not liable for any errors, omissions, or misrepresentations in the data you provide. Rentalize is not responsible for third-party services you may integrate with or any data breaches outside of our control.

We disclaim any liability for business interruptions, data loss, or legal disputes arising from improper use of the platform or non-compliance with the terms set forth in this Privacy Policy.

13. Contact Information

If you have any questions or concerns about this Privacy Policy or how we handle your data, please contact us at:

Rentalize Software Ltd
Email: [email protected]