Privacy Policy
Version 2026-07-18 · Effective July 18, 2026
This Privacy Policy explains how Rentlane LLC, a California limited liability company ("Rentlane," "we," "us," or "our") collects, uses, shares, and protects your personal information when you use our website at getrentlane.com and our mobile application (together, the "Service"). We believe in being straightforward — no walls of legalese. If something is unclear, email us at [email protected].
1. Information We Collect
Information You Provide
- Account information: Name, email address, phone number, and password when you sign up.
- Property data: Property addresses, unit details, rent amounts, and lease terms you enter into the platform.
- Tenant information: Tenant names, email addresses, phone numbers, and lease details that landlords add to the platform.
- Financial data via Plaid: When you connect a bank account through Plaid, we receive account details (account holder name, institution name, and an account identifier limited to the last four digits — we do not store full account or routing numbers) and ongoing transaction data (amounts, dates, descriptions, payee names) to match rent payments, categorize expenses, and generate financial reports. We never receive or store your bank login credentials — Plaid handles that directly. We store a secure access token provided by Plaid that allows us to retrieve transaction data; this token cannot be used to access your bank login credentials or initiate transfers. Plaid's collection and use of your data is governed by Plaid's End User Privacy Policy. You can manage or revoke your bank connection at any time through your Rentlane settings or via the Plaid Portal.
- Zelle payment information: Transaction details from your connected bank account used to identify and match Zelle rent payments to tenants.
- Lease documents: Lease agreements you create and sign through the Service. Electronic signatures are processed by our e-signature provider, DocuSeal.
- Maintenance photos: Images you upload when submitting or managing maintenance requests.
- Chat messages: Messages exchanged between landlords and tenants through the Service, including messages attached to maintenance requests.
- Support and feedback messages: Information you send when contacting support or submitting feedback through the Service.
- Vendor contact information: Names, phone numbers, and email addresses of maintenance vendors that landlords add to the platform.
- Roommate information: Names, email addresses, and phone numbers of roommates that landlords or tenants add to a property.
- Subscription and billing data: When you subscribe to Rentlane Pro on iOS, your name, email, and payment method are processed by Apple through In-App Purchase. Rentlane never receives or stores your full credit card number.
Information Collected Automatically
- Device and usage data: IP address, browser type, device type, operating system, pages visited, features used, and timestamps. Collected via Google Analytics (GA4) with pseudonymized identifiers to understand how people use the Service.
- Push notification tokens: Firebase Cloud Messaging (FCM) device tokens used to deliver push notifications to your device.
- Address autocomplete: When you type an address, we use Google Places API to provide suggestions. Google may collect data in accordance with Google's Privacy Policy.
- Cookies and similar technologies: We use essential cookies for authentication and session management, plus analytics cookies (Google Analytics). You can disable analytics cookies in your browser settings.
- Crash and performance data: If the app crashes or encounters an error, our error-tracking provider (Sentry) collects crash logs, device state, and diagnostic identifiers to help us diagnose and fix issues.
- Photo metadata: Images you upload for maintenance requests may contain metadata (EXIF data) such as timestamps and GPS coordinates embedded by your device's camera. We do not use this metadata for tracking purposes.
2. How We Use Your Information
We use your information to:
- Provide and operate the Rentlane platform — tracking rent payments, managing leases, facilitating landlord-tenant communication, coordinating maintenance requests, and processing vendor outreach
- Generate and send lease documents for electronic signature
- Categorize expenses from your bank transaction data and generate property-level profit and loss reports, portfolio performance metrics, and financial summaries aligned with IRS Schedule E tax categories
- Process subscription billing through Apple In-App Purchase on iOS
- Send push notifications, payment reminders, and service-related communications
- Provide customer support
- Analyze usage patterns to improve the Service (via Google Analytics)
- Detect and prevent fraud, abuse, or security issues
- Comply with legal obligations
We do not sell your personal information. We share data with the service providers listed below solely to operate the Rentlane platform under contractual agreements that restrict how they can use your data.
Automated Payment Matching
We use automated technology to identify and match incoming bank deposits to expected rent payments. Our matching system analyzes:
- Transaction amounts (with a configurable tolerance range to account for rounding or partial payments)
- Deposit timing relative to expected payment dates
- Sender names (using approximate matching to handle variations in how names appear on bank transactions)
- Aliases you confirm over time to improve matching accuracy
The system may automatically apply a high-confidence match, including a sender alias the landlord previously confirmed. Landlords can review, reject, reverse, or manually override matches. Payment matching is an accounting aid only: it does not produce legal effects on tenants, decide access to housing, or take adverse action against any individual.
AI Features
Some features are powered by third-party AI models (currently OpenAI): expense categorization (which receives merchant descriptions from bank transaction data), receipt scanning (which receives the receipt image), and maintenance triage (which receives the request title and description). These inputs are sent to the AI provider solely to generate the feature's output and are handled under our agreement with that provider; we do not permit them to use your data to train their models. Avoid including sensitive personal information in free-text fields like maintenance descriptions.
3. How We Share Your Information
We share information only in these circumstances:
Service Providers
We work with trusted third-party services to operate the platform:
| Provider | Purpose | Data Shared |
|---|
| Firebase (Google Cloud) | Authentication, database, cloud functions, push notifications, analytics | Account data, app data, device tokens |
| Plaid, Inc. | Bank account linking and ongoing transaction monitoring | Financial data (per Plaid's policy) |
| DocuSeal | Lease document generation and e-signatures | Lease content, signer names, email/phone |
| Resend | Transactional email delivery | Recipient name and email address |
| Twilio | SMS delivery (tenant invites and notifications) | Recipient phone number, message content |
| OpenAI | AI features: expense categorization, receipt scanning, maintenance triage | Bank transaction descriptions, receipt images, maintenance request text |
| Sentry | Error and crash reporting | Crash logs, device state, diagnostic identifiers |
| Apple Inc. | In-app subscription processing | Apple ID, subscription purchase data |
| Google Analytics (GA4) | Website and app usage analytics | Device info, usage patterns (pseudonymized) |
| Google Places API | Address autocomplete | Partial address strings |
Each provider processes data under their own privacy policies and applicable contractual agreements.
Other Sharing
- Between landlords and tenants: Information necessary to facilitate the landlord-tenant relationship is shared between connected parties on the platform. Specifically:
- Landlords can see: Tenant and roommate names, contact information, payment status and history, maintenance requests and photos, and messages shared through the Service
- Tenants can see: Property details, landlord name and contact information (including Zelle payment details), lease terms, their own payment status, and maintenance updates
- Maintenance vendors can see: Property address, maintenance request details, and photos shared by the landlord, if the landlord chooses to share them
- Legal requirements: We may disclose information if required by law, subpoena, court order, or governmental request.
- Business transfers: If Rentlane is acquired or merges with another company, your data may transfer as part of that transaction. We will notify you before your data becomes subject to a different privacy policy.
- Vendor communications: When you contact maintenance vendors through our app, messages are sent from your device's native messaging application (e.g., iMessage or SMS). Rentlane does not send text messages to vendors on your behalf and does not store or transmit SMS content through our servers.
- With your consent: We may share data when you explicitly direct us to.
4. Data Security
We implement reasonable administrative, technical, and physical safeguards to protect your information:
- All data is encrypted in transit using TLS
- Data at rest is encrypted via Firebase's infrastructure (256-bit AES)
- Authentication is handled through Firebase Auth with secure token management
- Bank credentials are never transmitted to or stored on Rentlane servers — Plaid handles this entirely
- Access to production data is restricted to authorized personnel
That said, no system is 100% secure. We cannot guarantee absolute security, and you are responsible for keeping your account credentials confidential.
In the event of a data breach affecting your personal information, we will notify affected users and applicable authorities as required by law, including California Civil Code §1798.82.
5. Data Retention
We retain your data for as long as your account is active or as needed to provide the Service. Specifically:
- Account data: Retained while your account is active. An in-app account-deletion request begins deletion immediately. Transient storage or provider cleanup is retried, and encrypted backups or service-provider copies may persist for up to 90 days under their retention schedules. Certain records may be retained longer where required by law.
- Financial transaction data: Retained while your account is active and, where required for tax, legal, or compliance purposes, for up to 7 years.
- Lease documents: Retained while your account is active and, where required for legal or recordkeeping purposes, for up to 7 years after lease expiration. Documents are available for export while present in your account.
- Generated account exports: Full-account export files are deleted after 24 hours; each signed download link expires after 1 hour.
- Chat messages: Retained while associated with an active account, tenancy, or maintenance request, subject to account deletion and legal retention requirements.
- Maintenance photos: Retained while associated with an active account or property.
- Analytics data: Aggregated, pseudonymized data may be retained indefinitely.
- Bank connection (Plaid): Your Plaid access token is retained while your bank account is connected. When you disconnect your bank account or close your account, we revoke the access token so no further transaction data is retrieved.
- Records held by the other party to your lease: If you are a tenant and delete your account, your landlord's financial records (for example, the record that a payment was received against a lease) are part of the landlord's own books. Your identity is anonymized in those records, but raw bank-transaction description text captured from the landlord's bank (which may include the sender name your bank attached to a transfer) is retained, because it is the landlord's immutable bank record.
- Apple subscriptions: Deleting your Rentlane account does not cancel an active Apple subscription. Cancel in your iOS Settings or App Store account settings, or Apple will continue to bill you.
6. Your Rights and Choices
You have the following rights regarding your personal data:
- Access: Request a copy of the personal data we hold about you.
- Correction: Request correction of inaccurate or incomplete data.
- Deletion: Request deletion of your personal data, subject to legal retention requirements.
- Portability: Request your data in a structured, machine-readable format.
- Opt-out of analytics: Disable Google Analytics cookies in your browser, or use Google's opt-out browser add-on.
- Revoke bank access: You can disconnect your bank account at any time in your Rentlane settings. You can also manage or revoke access via the Plaid Portal.
- Push notifications: You can disable push notifications through your device settings at any time.
- Marketing communications: Unsubscribe from promotional emails at any time via the unsubscribe link. Service-related communications (payment confirmations, security alerts) cannot be opted out of while your account is active.
- Do Not Track: Our website does not currently respond to "Do Not Track" browser signals. We use Google Analytics with pseudonymized identifiers for usage analytics regardless of DNT settings. You can opt out of Google Analytics using their browser add-on.
To exercise any of these rights, email [email protected]. We will respond within 30 days.
7. California Privacy Rights (CCPA/CPRA)
If you are a California resident, you have the following rights under the California Consumer Privacy Act and California Privacy Rights Act:
- Right to Know: You may request the categories and specific pieces of personal information we have collected about you, the sources of that information, our business purposes for collecting it, and the categories of third parties with whom we share it.
- Right to Delete: You may request deletion of your personal information, subject to certain exceptions (e.g., legal compliance, completing a transaction, exercising legal rights).
- Right to Correct: You may request correction of inaccurate personal information we maintain about you.
- Right to Non-Discrimination: We will not discriminate against you for exercising any of your privacy rights.
- Right to Limit Use of Sensitive Personal Information: Your bank account and financial transaction data accessed through Plaid is classified as sensitive personal information under California law. We use this data only as necessary to provide the rent collection, expense tracking, and financial reporting features you have requested. You have the right to request that we limit our use of your sensitive personal information to what is necessary to provide these services.
- No Sale or Sharing: We do not sell personal information or share it for cross-context behavioral advertising as defined under the CCPA/CPRA.
- Automated Decision-Making: We use automated technology to match bank deposits to expected rent payments (see "Automated Payment Matching" above). You may request information about how this technology works and can contact us to request human review of any specific automated match.
To submit a privacy request, email [email protected] with the subject line "Privacy Request." You may also designate an authorized agent to make a request on your behalf with written authorization. We will verify your identity before processing any request and respond within 45 days.
8. Children's Privacy
Rentlane is not intended for anyone under the age of 13. We do not knowingly collect personal information from children under 13. If we learn that we have collected data from a child under 13, we will delete it promptly. If you believe a child under 13 has provided us with personal data, please contact us at [email protected].
9. Third-Party Links and Services
The Service may contain links to third-party websites or integrate with third-party services (such as Plaid, DocuSeal, Apple, and Google). We are not responsible for the privacy practices of these third parties. We encourage you to review their privacy policies before providing them with your information.
10. International Users
Rentlane is operated from the United States. If you access the Service from outside the US, your information will be transferred to and processed in the United States, where data protection laws may differ from those in your jurisdiction. By using the Service, you consent to this transfer.
For material changes to how we handle your financial data, we will request your affirmative consent before the changes take effect.
11. Changes to This Policy
We may update this Privacy Policy from time to time. When we make material changes, we will notify you by email or through a prominent notice in the app. Your continued use of Rentlane after changes take effect indicates your acceptance of the updated policy. We encourage you to review this page periodically.
12. Contact Us
If you have questions about this Privacy Policy, want to exercise your privacy rights, or have concerns about our data practices:
Rentlane LLC
Email: [email protected]
Privacy rights and California privacy requests: [email protected] (subject: "Privacy Request")
Legal notices: [email protected]
We respond to privacy requests within 10 business days. Email is our primary contact channel.
For California privacy requests, please use the subject line "Privacy Request."
To manage your bank connection, visit the Plaid Portal.