Privacy Policy

This Privacy Policy explains how Rentals369 ("Rentals369," "we," "us," or "our") collects, uses, shares, and protects information when you visit our website, create an account, subscribe, contact support, or use our property management software, mobile app, and related services.

1. Who this policy covers

Rentals369 serves landlords, property owners, and property managers ("customers") and the people they invite: team members, tenants, vendors, and owners.

• Our own records. For information about customer accounts, billing, support, and visits to our website, Rentals369 decides how the information is used.
• Customer records. When a customer adds or imports information about tenants, applicants, vendors, owners, or other people, Rentals369 processes it on that customer's behalf, following their instructions and our Terms of Service. The customer decides what to add and who can see it.

If you are a tenant, vendor, or owner with a question about your information in a landlord's account, contact that landlord or manager first. We will help them respond, and you can also contact us at contactrentals369com.

2. Information we collect

We collect information you provide directly, including your name, email address, phone number, company or portfolio details, account credentials, subscription selections, support messages, and contact form submissions. If you sign in with Google, we receive your name, email address, and Google profile details.

When you use the product, you may add property, unit, tenant, lease, rent, repair, notice, document, photo, vendor, applicant, workflow, and related records. You decide what customer data to enter and who to invite into your account.

We also collect technical and usage information, such as browser type, device details, IP address, pages visited, referral and campaign parameters, approximate interaction timing, security events, log data, and cookie identifiers. We record IP address and browser details with sign-in sessions, two-factor trusted devices, and the activity audit log.

3. Billing and payment information

Subscription checkout and payment processing are handled through Stripe-hosted billing. Rentals369 receives the billing status, subscription details, invoice records, and payment metadata needed to activate, manage, reconcile, and support your account. We do not store full payment card numbers.

4. Optional integrations

If you connect optional integrations, we process the information needed to provide the connected feature. Connect only accounts you are authorized to use, and review each provider's terms and privacy practices.

Google user data (Gmail sync)

If you connect a Gmail mailbox, Rentals369 accesses that mailbox with read-only Gmail permission to import messages you receive, so the service can turn tenant emails into maintenance requests, group related messages into one conversation, and show summaries inside your account. If you enable in-app replies, a separate send permission is requested and used only to send replies you write and approve. We access only the mailbox you explicitly connect, and only from the start date you choose.

Google user data is never used for advertising, never sold, and never used to train artificial intelligence models. Humans do not read your messages except with your permission, for security or abuse investigation, to comply with law, or when strictly needed to support you at your request. When you disconnect the mailbox, we delete the imported messages, except messages linked to a maintenance request, which stay with that request as part of your records. Deleting your account deletes them all. You can revoke Rentals369's access at any time in your Google security settings.

Rentals369's use and transfer of information received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements.

Other mailboxes

If you connect a mailbox by IMAP and SMTP instead, we store the mailbox credentials encrypted and use them only to import messages and to send replies you approve.

QuickBooks Sync

If you connect QuickBooks Sync, we send the records your sync settings include, such as tenant and vendor names, email addresses and phone numbers, invoices, payments, and purchases, to your QuickBooks Online company, and we receive status updates from Intuit.

DocuSign eSignature

If you connect your DocuSign account, we create draft envelopes from the documents you choose, with recipient names and email addresses, and keep the signature status in Rentals369.

Applications and screening partners

When you send an applicant to TransUnion SmartMove, RentSpree, Zillow Rental Manager, or Apartments.com, the screening happens on that partner's service under its own terms and privacy policy. Rentals369 stores the application status, not the screening report.

API access and webhooks

If your team creates API tokens or webhooks, Rentals369 sends the data you configure to the destinations you choose. Webhook settings and payloads are stored encrypted.

5. Artificial intelligence features

Rentals369 includes features that use artificial intelligence ("AI features"). This section explains what they use, where they run, when a person reviews the result, how long AI records are kept, and the choices you have.

5.1 What AI does in Rentals369

5.2 Where AI runs

Rentals369 runs its AI models itself, on hardware we operate. AI requests travel from our application servers to that hardware over an encrypted connection through Cloudflare's network (see section 8). We do not send this content to outside AI model providers such as OpenAI, Anthropic, or Google. We do not sell it, use it for advertising, or use it to train or fine-tune AI models.

If we decide to use an outside AI provider, we will name it in section 8 and tell account owners by email at least 30 days before any customer content is sent to it.

5.3 Human review and automated actions

Most AI output in Rentals369 is a suggestion or a draft that a person reviews. A few results are applied or shown without a separate approval step:

• Email Sync can create a maintenance request from a tenant email when the sender matches a tenant in your account, the email does not look like a duplicate, the AI is highly confident, and your company has not turned on review for these requests. The request then follows your normal repair workflow, including any vendor routing you set up.
• When a tenant replies to a repair by email, AI may add a short summary note to that repair's timeline.
• The vendor job assistant shows its summary to the vendor assigned to the job.
• The weekly digest email includes an AI-written paragraph based on totals and counts.

Rentals369 does not use AI or any other automated process to decide whether someone is approved for, keeps, or renews housing, to screen applicants, or to set rent. Some screens show rule-based labels, such as a tenant or repair that needs attention. These follow fixed rules, support your workflow only, and are not AI.

5.4 The support assistant

The support assistant in the app is an AI assistant, and the chat says so. To reach a person, create a support ticket from the chat. Tenants can use the assistant only if their landlord's account allows it. Chat transcripts are kept for 7 days. Questions and answers from chats with landlords and managers may be saved as draft help articles, which Rentals369 staff review before anything is published.

5.5 AI records and retention

For each AI request we keep a usage record: the feature, the model, the size of the request and answer, the time, and the account and user. These records do not contain the text of the request or answer and are kept for 180 days. Email Sync labels and summaries are also kept for 180 days.

When we troubleshoot an AI feature, an authorized Rentals369 administrator can turn on a capture of AI requests and answers for up to 24 hours. Captured text is limited to 2,000 characters per request, stored encrypted, and deleted after 2 days.

5.6 Your choices

A company admin can turn off repair suggestions for tenants, the daily maintenance brief, and the vendor job assistant in Company settings. AI sorting and summaries are part of Email Sync: if you do not want AI to process synced email, do not connect a mailbox, or disconnect it. For any other AI feature, email contactrentals369com and we will tell you what can be turned off for your account. Tenants, vendors, and owners can ask the landlord or manager who invited them.

5.7 Accuracy

AI output can be wrong or incomplete. Review it before you rely on it, send it, or act on it. AI output is not legal, tax, or professional advice.

6. How we use information

We use information to provide and secure Rentals369, create and manage accounts, process subscriptions, invite authorized users, run tenant, vendor, and owner portals, provide the AI features described in section 5, provide support, improve our help content, communicate service notices, prevent abuse, maintain audit and security records, improve product workflows, measure marketing and site performance, and comply with legal obligations.

7. How we share information

We share information with the service providers listed in section 8, which may use it only to provide services to us or as otherwise allowed by their agreements with us.

We share information with users you invite or authorize within your Rentals369 account, such as landlords, managers, tenants, vendors, owners, or support users, and with integrations you connect. We may also disclose information if required by law, to protect rights and safety, to investigate abuse, or as part of a merger, acquisition, financing, or sale of business assets.

Support access. To help you, or to keep the service secure, authorized Rentals369 staff can open a customer account in a read-only support mode. Staff cannot change your records in this mode, and each session is logged with the staff member, the time, and the IP address and browser used.

8. Service providers

These providers help us run Rentals369. Integrations you connect, such as Gmail, QuickBooks Online, or DocuSign, are used only for your account.

A current list of our service providers, including our hosting provider, is available on request from contactrentals369com.

9. Cookies, analytics, and advertising measurement

We use essential cookies for security, sessions, checkout, and preferences. We also use analytics and measurement tools to understand how our website and sign-up pages are used and whether advertising leads to completed subscriptions. Ahrefs analytics runs on our website. We also keep a few preferences in your browser's storage, such as the chat sound setting.

Your browser or device settings may let you limit or block cookies and similar technologies. Blocking essential cookies stops sign-in from working.

10. The Rentals369 Android app

The Android app uses the same account and this same policy.

• It asks for permission to send notifications. It does not access your location.
• Photos come from the system camera or photo picker, only when you choose them.
• Biometric unlock happens on your device. We never receive fingerprint or face data.
• If you dictate text, your device's speech service converts speech to text, and the app receives only the text.
• Sign-in tokens are kept in Android's secure key storage, and some records are kept in an encrypted copy on the device for offline use.
• If you use your phone to approve sign-ins, we store a device key and a record of each approval request.
• When "Share crash reports" is on (it is on by default, and you can turn it off), the app sends crash details to Rentals369: a random install ID, device model, Android version, language, your role, and an error trace with personal details removed.
• Push notifications use Firebase Cloud Messaging. The app does not include third-party analytics or advertising tools.

11. Data security

We use administrative, technical, and organizational safeguards designed to protect information, including encrypted connections, two-factor sign-in required by default, access limited by role and company, encryption of selected fields (such as contact details, Email Sync content, and integration tokens), backups, and an activity audit log. No online service can guarantee absolute security, so use a strong password, protect your login credentials, and limit invitations to people who need access.

If we learn of a security incident that affects your information, we will notify affected customers without undue delay and as required by law.

12. Data retention

We keep information for as long as needed to provide the service, support your account, comply with legal and tax obligations, resolve disputes, maintain security, and enforce agreements. If you ask us to delete your account, we delete or de-identify customer records and uploaded files, including documents and photos, from active systems without undue delay, unless the law requires us to keep specific records or we need them for tax, security, or dispute obligations.

13. Your choices and privacy rights

You may update account information in the product where available, contact us for support, unsubscribe from non-essential emails where an unsubscribe option is provided, and manage cookies through your browser or device settings.

Depending on where you live, you may have rights to request access to, correction of, deletion of, or a copy of personal information. You may also have the right to opt out of certain uses or disclosures and the right not to be discriminated against for exercising privacy rights. To make a request, including a request to delete your account or receive a copy of your records, email contactrentals369com. We may need to verify your identity and authority before completing a request, and an authorized agent may make a request for you with your written permission.

If your information is in a landlord's account (for example, as a tenant, applicant, vendor, or owner), we will pass your request to that landlord or manager and help them respond.

14. California privacy notice

If California privacy law applies to your use of Rentals369, this section supplements the rest of the policy. In the past 12 months, we may have collected identifiers, commercial information, internet or electronic network activity, professional or employment-related information you choose to provide, geolocation derived from IP address, account login credentials, and the contents of records, messages, and documents you upload to the service.

We collect this information from you, your authorized users, invited users, connected integrations, service providers, and automatic site or product activity. We use it for the business purposes described above and keep it for the periods in section 12. We do not sell personal information for money or knowingly share personal information for cross-context behavioral advertising. We do not use sensitive personal information to infer characteristics about you.

Rentals369 does not use automated decision-making technology to make significant decisions about consumers, such as decisions about housing (see section 5.3).

15. Children

Rentals369 is not intended for children under 13. We do not knowingly collect personal information from children under 13. Lease and household records that customers add may name minor occupants; we process those records only on the customer's behalf. If you believe a child has provided information to us, contact us and we will review the request.

16. Where information is processed

Rentals369 is based in Los Angeles, California, and we store and process information in the United States. If you use Rentals369 from another country, your information will be transferred to and processed in the United States.

17. Changes to this policy

We may update this Privacy Policy from time to time. When we do, we will update the date above. If a change is material, we will provide additional notice where appropriate. We will give account owners at least 30 days' notice by email before a change in how AI features use customer data takes effect, and we will ask for consent before using information we already hold for a new purpose that requires it, such as training AI models.

18. Contact

For privacy, support, or account questions, email contactrentals369com or visit our contact page. Rentals369 is based in Los Angeles, California 90026.