Privacy Policy
Last Updated: 21 September 2024
This Privacy Policy describes how Rentalize Software Ltd ("Rentalize", "we", "us", or "our") collects, uses, shares, and protects your personal information when you use our website, applications, and services (collectively, the "Services").
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.
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, unauthorised access, or security breaches.
Legal Basis for Processing
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 at your request 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.
Data Sharing and Disclosure
We do not sell your personal data. However, we may share your information in the following circumstances:
4.1 Service Providers
We may share your data with third-party service providers who assist us in operating our platform, processing payments, and providing customer support. These third parties are contractually 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 proceedings, or court order. We may also disclose 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 similar business transaction, your data may be transferred to a third party. We will notify you of such a change 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 third-party integrations.
International Data Transfers
As our services are available globally, your data may be transferred to and processed in countries outside the European Economic Area (EEA). Whenever we transfer data internationally, we ensure compliance with GDPR and use appropriate safeguards to protect your information.
Data Security
We take the security of your data seriously. We employ industry-standard encryption, access controls, and security protocols to protect your personal information. However, no method of data transmission or storage is completely secure, and we cannot guarantee absolute security.
Data Retention
We retain your personal data for as long as necessary to fulfill the purposes outlined in this Privacy Policy or for as long as is required by law. When your data is no longer needed, we will securely delete or anonymise it in accordance with our data retention policy.
When your data retention period ends, it is fully destroyed in accordance with data protection laws.
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 correction of any inaccurate or incomplete personal 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 receive a copy of your personal data in a structured, commonly used, and 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].
Cookies and Tracking
We use cookies and similar tracking technologies to enhance your experience on our platform. Cookies allow us to remember your preferences, analyse website traffic, and deliver personalised content. You can manage your cookie preferences through your browser settings.
For more information, please refer to our Cookie Policy.
Children's Privacy
Our Services are not intended for use by individuals under the age of 16. We do not knowingly collect personal data from children. If we become aware that we have collected data from a child under 16, we will take steps to delete that data immediately.
Changes to This Policy
We may update this Privacy Policy from time to time to reflect changes in our practices or legal obligations. Any changes will be posted on this page, and we will notify you of significant changes through email or a notification on the platform.
Liability Disclaimer
Rentalize Software Ltd provides the Service "as is" and is not liable for any errors, delays, or inaccuracies in the data you provide. Rentalize is not responsible for third-party services you may integrate with or any data breaches or issues caused by such third-party services.
We shall not be liable for indirect, incidental, or consequential damages arising from your use of the platform or non-compliance with the terms set forth in this Privacy Policy.
Contact Us
If you have any questions or concerns about this Privacy Policy or how we handle your data, please contact us: