Clear facts about how RentCaddie handles information.

01 Scope and roles

This Privacy Policy explains how RentCaddie ("RentCaddie," "we," "us," or "our") handles personal information through rentcaddie.com, our property-management software, resident and applicant experiences, communications, integrations, and related services (collectively, the "Service").

Our customers are property owners, property managers, and organizations that operate rental properties ("Operators"). Operators may provide us with information about residents, applicants, guarantors, property owners, team members, cleaners, contractors, and vendors ("Customer Content"). For Customer Content, the Operator generally determines why and how the information is processed, and RentCaddie acts as its service provider or processor. The Operator’s own privacy notice and legal obligations also apply.

RentCaddie acts for its own purposes when processing information about accounts, subscriptions, our website, product usage, security, support, and direct business communications. If an Operator submitted your information, contact that Operator first for requests concerning its rental records; we will assist the Operator and respond directly where required by law.

02 Information we collect

Depending on the features used, we may process the following categories:

• Account and profile information: name, email address, telephone number, organization, role, profile image, authentication records, preferences, and account status.
• Property and rental information: property and unit details, listings, lease terms, occupancy, charges, ledgers, expenses, deposits, inspections, maintenance, work orders, vendors, owner records, reports, and operational notes.
• Applicant and resident information: contact details, addresses, date of birth, application responses, income or employment information, rental history, references, guarantor information, screening status, lease documents, signatures, payment history, maintenance requests, messages, inspection records, and files supplied by the individual or Operator.
• Sensitive information: government identification, financial-account or payment-related information, consumer-report information, access credentials or door-code data, precise property access records, and other sensitive content an Operator chooses to collect. Availability varies by feature.
• Payment and subscription information: amounts, dates, status, processor identifiers, payment-method type, limited payment-method details such as brand or last four digits, refunds, disputes, fees, connected-account status, invoices, and payouts. RentCaddie does not receive or store complete card numbers, security codes, or online-banking credentials.
• Communications: email, SMS/MMS, in-app messages, support requests, call or delivery metadata, attachments, opt-out status, and related records.
• Photos, documents, and generated records: leases, addenda, applications, receipts, invoices, tax and vendor paperwork, inspection or cleaning photos, signatures, and generated PDFs or reports.
• Device, usage, and diagnostic information: IP address, browser and device type, operating system, referring page, page views, timestamps, feature interactions, cookie or similar identifiers, logs, and error information.

Please do not submit information that is unnecessary for a legitimate rental-management purpose. Operators are responsible for configuring their forms, permissions, retention practices, and notices lawfully.

03 Sources of information

We receive information directly from account holders and other people using the Service; from Operators and their authorized team members; automatically from browsers, devices, and product interactions; from payment, messaging, screening, access-control, analytics, and other services an Operator enables; and from publicly available or lawfully supplied records.

An Operator may invite you or send you a unique link to apply, provide a reference, sign a document, review an inspection, communicate, make a payment, or use a portal. Information submitted through that link is associated with the applicable Operator and workflow.

04 How we use information

We use personal information to:

• provide, personalize, maintain, and support the Service;
• authenticate users, administer roles, and protect accounts;
• process subscriptions, rent and other payments, receipts, refunds, disputes, and accounting records;
• support applications, references, screening, leases, electronic signatures, maintenance, inspections, turnovers, access, communications, reporting, and other requested workflows;
• send service, transactional, safety, support, and—where permitted—marketing communications;
• monitor performance, troubleshoot errors, develop features, and understand use of the Service;
• detect, investigate, and prevent fraud, abuse, unauthorized access, and violations of our Terms;
• comply with law, respond to legal process, establish or defend claims, and enforce agreements; and
• create aggregated or de-identified information that does not reasonably identify an individual.

05 How we disclose information

We disclose information as needed for the Service, including to:

• the relevant Operator and its authorized users, including owners, managers, staff, accountants, cleaners, inspectors, and vendors according to assigned access;
• residents, applicants, guarantors, references, and counterparties when a workflow or document is intended for them;
• service providers supporting cloud hosting, data storage, authentication, payments, communications, analytics, customer support, document delivery, AI-assisted processing, fraud prevention, and system operations;
• Operator-enabled integration providers, such as payment, screening, messaging, accounting, smart-lock, calendar, or other connected services;
• professional advisers and authorities where reasonably necessary to comply with law, protect rights or safety, investigate misconduct, or establish or defend legal claims; and
• a successor or transaction participant in a merger, financing, acquisition, reorganization, bankruptcy, or sale of all or part of our business, subject to appropriate confidentiality protections.

We do not sell personal information for monetary consideration. We do not disclose Customer Content to data brokers. Service providers and integrations may process information under their own terms when an Operator independently creates or connects an account with them.

06 Payments and screening

Payments. Subscription billing and enabled rental-payment workflows use Stripe. Payment information supplied on Stripe-hosted or Stripe-powered fields is processed under Stripe’s privacy notice and applicable connected-account terms. RentCaddie receives transaction and account metadata needed to display status, reconcile records, provide support, and operate the workflow.

Screening. When an Operator enables an applicant-screening service, the screening provider may collect identity information and provide reports or results to the Operator. The Operator is responsible for permissible purpose, authorization, criteria, decisions, notices, and compliance with consumer-reporting and fair-housing laws. RentCaddie does not make the Operator’s housing decision.

07 Analytics and cookies

We use cookies, local storage, pixels, and similar technologies that are necessary for sign-in, session continuity, preferences, security, and Service operation. Blocking necessary storage may prevent parts of the Service from working.

Our public marketing pages and signup page use Google Analytics to measure visits, referrals, devices, approximate location, and page interaction, and a Google Ads tag to measure whether a visit that began with one of our advertisements led to a signup. Neither is loaded until you choose Allow in the notice shown on those pages, and you can change that answer at any time with the Cookie choices link at the bottom of any public page. Neither is intentionally loaded in authenticated dashboards or private operational portals, or on a page prepared for one named business. We do not use Customer Content for cross-site advertising or retargeting.

Our public pages — the marketing pages, the sample rental passport, and the signup page — also record visits with our own first-party measurement: the visitor’s IP address, approximate location (city, region, and country) derived from it, device and browser type, the page that referred the visit and any campaign tags in the link, the pages viewed, the time spent on each page, and whether a signup button was pressed. Where a page is shown in two versions, we also record which version was shown. A random visitor identifier is stored in a first-party cookie for up to one year so repeat visits can be recognized. We use this only to understand how people find RentCaddie. Rental passports that residents share are not measured this way.

You can limit cookies through browser settings and the Cookie choices link. If your browser sends a Global Privacy Control signal, we treat it as a request not to sell or share your information: the Google tags are not loaded, our own visit measurement is not recorded, and you are not asked. Choosing No thanks in the notice does the same. Public listing pages show a map drawn from OpenStreetMap, which receives your IP address in order to send the map. Analytics information is also governed by Google’s applicable privacy terms.

08 AI-assisted features

Certain optional features may use an AI service to classify imported data, extract information from documents, assist with inspection analysis, or generate a suggested result. We send the provider only the input reasonably needed for the requested task.

We do not use Customer Content to train general-purpose AI models. AI output can be incomplete or incorrect and is intended for review by an authorized person. Operators must not rely on AI output as the sole basis for a housing, employment, credit, legal, safety, or other high-impact decision.

09 Retention and security

We retain information for as long as reasonably necessary to provide the Service, maintain business and transaction records, comply with legal obligations, resolve disputes, prevent fraud, and enforce agreements. Retention depends on the information type, account status, Operator instructions, legal requirements, backup cycles, and the need to preserve security or audit records. Deletion from backups may occur on a delayed cycle.

Operators can delete or export certain records through available product tools. Account closure does not require deletion of information that we or the Operator must retain by law, that is needed for payment, fraud, security, or legal records, or that remains in de-identified form.

We use administrative, technical, and organizational safeguards designed to protect information, including access controls, encryption where appropriate, logging, tenant separation, and service-provider review. No service can guarantee absolute security. Keep credentials confidential, enable available multi-factor authentication, review team access, and report suspected unauthorized access to security@rentcaddie.com.

10 Your choices and rights

You may update certain account information and communication settings in the Service. Marketing emails include an unsubscribe method; operational, legal, safety, and account communications may still be sent when necessary. SMS recipients can use recognized opt-out words such as STOP where supported.

Depending on your location and our role, you may have rights to request access, correction, deletion, portability, restriction, objection, withdrawal of consent, or review of certain automated processing. Rights are subject to legal exceptions and verification. We will respond within the period required by applicable law.

If an Operator controls the relevant Customer Content, submit the request to that Operator. You may also email privacy@rentcaddie.com. Include enough detail to identify the relevant account or Operator, but do not email unredacted government IDs, payment credentials, or other unnecessary sensitive information. Authorized agents may submit requests where permitted by law and may be asked for proof of authority.

11 U.S. state privacy notices

Residents of California and other states with applicable comprehensive privacy laws may have rights to know or access personal information, correct inaccuracies, delete information, obtain a portable copy, opt out of certain sales, sharing, targeted advertising, or profiling, limit certain uses of sensitive information, and appeal a denied request. We do not discriminate against a person for exercising an applicable privacy right.

During the preceding 12 months, we may have collected and disclosed for business purposes the categories described in Sections 2 and 5. We do not knowingly sell personal information for money. We do not knowingly sell or share the personal information of people under 18. Whether a particular analytics or integration activity is legally considered "sharing" depends on the jurisdiction and configuration; contact us to exercise any applicable opt-out right.

To submit a request or appeal, email privacy@rentcaddie.com. If we deny a request, our response will explain available appeal or regulator-contact options where required.

12 International users

RentCaddie is operated from the United States. If information is transferred from the European Economic Area, United Kingdom, Switzerland, or another jurisdiction with transfer restrictions, we and our providers use a lawful transfer mechanism where required.

Where GDPR or UK GDPR applies to processing for which RentCaddie is controller, the legal basis may be performance of a contract, compliance with law, consent, or legitimate interests such as operating, securing, and improving the Service. You may complain to your local data-protection authority. Where RentCaddie is an Operator’s processor, the Operator is responsible for identifying the legal basis and responding to data-subject requests, with our assistance as required.

13 Children, changes, and contact

The Service is not directed to children under 18, and they may not create Operator accounts. Rental records can sometimes relate to minor occupants; Operators are responsible for collecting only information permitted and necessary for lawful housing operations. If you believe a child supplied information directly to RentCaddie without appropriate authorization, contact us.

We may update this Policy when our practices, products, or legal obligations change. We will post the revised version and update the date above. If a change materially affects how we use information already collected, we will provide additional notice when required.

Privacy requests and complaints: privacy@rentcaddie.com
Security reports: security@rentcaddie.com
General support: hello@rentcaddie.com