Privacy Notice

This notice explains what personal information RentID (“RentID”, “we”, “us”) collects when you use rentid.online and the RentID app, how we use and share it, how long we keep it, and the choices and rights you have. It applies to visitors, people who join our waitlist, and everyone with an account: tenants and applicants, landlords, and property managers.

Landlords and property managers who use RentID make their own decisions about their tenants and applicants, and they are responsible for following the laws that apply to them when they do. Their own privacy notices may also apply to you.

When you create an account

Your name, e-mail address, password, the kind of account you choose (tenant, landlord or property manager), and the date and version of the Terms of Service and this notice you agreed to. Your password goes to our authentication provider, which stores only a one-way hash of it; we never see it. Later you can add a phone number and, if you manage rentals, a workspace name and the name of your business entity. If you turn on two-step verification, our authentication provider keeps your authenticator app’s secret; we see only the name you give it and when you added it.

When you manage rentals (landlords and property managers)

• Properties and units: addresses, property details, rents and deposits, and the owners a manager works for.
• Listings: the description, rent, fees, requirements, the photos you upload and the contact details you choose to publish. Your browser removes location and camera details from each photo before it is uploaded.
• Tenancies and invitations: your tenant’s name, e-mail address and phone number, lease dates and rent.
• Leases and other documents you upload, payment records, maintenance requests, messages and reviews.
• Property ownership verification: the claim, the recorded owner name, county and parcel details you give, the evidence documents you submit, and our review decisions.
• Landlord and property manager verification: our decision about your workspace and the notes our staff record for it.

When you rent through RentID (tenants)

• The tenancy details your landlord enters, which become a confirmed tenancy when you accept the invitation from your own account.
• Payment records, entered by you or your landlord. RentID does not process payments; a payment record describes a payment made some other way and says who reported it.
• Maintenance requests, messages, and documents you or your landlord upload.
• Reviews you write, reviews landlords write about you as a tenant, and disputes.

When you apply for a home

Your name, e-mail address, phone number, monthly income, employer, current address, requested move-in date, references, and anything you write in the note. References are other people’s details, so please check with them first. If you choose to share your rental history, we attach a snapshot of your RentID rental profile as it is at that moment: the number of confirmed tenancies and verified payments, your on-time percentage, late payments, months of history, average rent, open disputes, and the reviews landlords wrote about you. We also record how you reached the listing (the link’s source and campaign tags, and the referring page your browser reports) and the version of this notice you agreed to when you sent the application.

When you open a listing’s application page we record a visit for that listing, with the same link details and, if you are signed in, your e-mail address, so the landlord can see where interest comes from.

When you join the waitlist

The answers on the form: your name, e-mail address, phone number, how you would use RentID, whether you would use it, and how many rental units you own, manage or plan to use it for. We also keep three technical details: your IP address shortened to its network (we drop the last part, so it no longer points at one connection), the first 500 characters of your browser’s user-agent string, and the address of the website that sent you, without its path. To stop the form being abused we briefly keep a one-way hash of your full IP address; it is normally deleted within a few days.

Automatically, when you use RentID

• Our hosting provider processes your IP address and the details of each request to deliver and protect the service, and keeps short-lived logs, including error reports that we use to fix problems.
• Cloudflare Web Analytics gives us page-view statistics (pages, referring sites, browser and device type, and country) without cookies and without building a profile of you.
• An activity log records important actions in a workspace (for example, who submitted an application or changed a verification) for security and to settle disagreements.

What we do not ask for

RentID does not ask for Social Security numbers or bank or card numbers, and it does not run credit or background checks. Documents are stored as they are uploaded, so a document can contain sensitive details (a copy of an ID, for example); please upload only what the tenancy needs.

• To provide RentID: your account and sign-in, workspaces, records, documents, messages, listings and applications, and sharing what you choose to share.
• To show who reported each record and what RentID itself checked, using the labels described in our Terms of Service.
• To send service e-mails: confirming your address, resetting your password, invitations, rent reminders to tenants, a receipt when an account is deleted, and notices about your account or changes to our terms. If you joined the waitlist, we use your details to tell you about RentID’s launch; you can ask us to stop at any time.
• To keep RentID secure: rate limits, detecting abuse and fraud (for example, the same document used for several ownership claims), and investigating problems.
• To meet legal obligations, enforce our terms, and handle disputes.
• To understand how RentID is used, in aggregate, and to improve it.

RentID does not score tenants, rank applicants or make decisions about applications. Landlords and managers make their own decisions.

Other RentID users, as the service works

• The landlord or manager of a tenancy you confirmed sees that tenancy’s records: payments, maintenance requests, messages, and documents. A property manager sees the records of properties an owner has authorized it to manage.
• When you apply, the listing’s landlord or manager receives your application. They receive your rental history snapshot only if you tick the box to share it. You can withdraw that consent from an application you have sent by writing to privacy@rentid.online; withdrawing removes the snapshot from the application.
• Tenants see their landlord’s workspace name and the documents the landlord shares with them.
• Anyone can see published listings, including the property address, the photos and the contact details you put on them, and a provider’s public record: its name and type, whether RentID has verified it, how many properties RentID has verified and listings it has published, and aggregate figures such as response times and average tenant rating. A listing photo can be opened by anyone who has its link until it is removed from the listing.

Service providers

These companies process information on our behalf, under contracts that limit what they may do with it:

• Supabase, Inc.: our database, sign-in and file storage, on servers in the United States (US West, Oregon).
• Cloudflare, Inc.: hosting, content delivery, security and web analytics.
• Resend: delivery of the e-mails we send.

RentID staff

A small number of RentID administrators can see account information when they need to: to help you when you ask, to verify landlords and property managers, to review ownership claims and review disputes, to keep the service secure, or to comply with the law.

For legal reasons and business changes

We disclose information when the law requires it, to respond to valid legal process, or to protect the rights, property or safety of our users, the public or RentID. If RentID is involved in a merger, acquisition or sale of assets, information may move to the new owner, who must keep honouring this notice for it.

What we never do

We do not sell personal information, and we do not share it with anyone for advertising based on your activity across other sites or apps. RentID has no advertising networks or tracking pixels.

RentID does not use advertising or tracking cookies.

• Staying signed in. When you sign in, your browser keeps your session (an access token and a refresh token) in its local storage, so you stay signed in between visits. Signing out removes it.
• Analytics. Cloudflare Web Analytics does not use cookies.
• Security. Our hosting provider may set a strictly necessary cookie to tell people from automated attacks.

If your browser sends a Global Privacy Control signal, we treat it as a request to opt out of the sale and sharing of your personal information. We do neither, so nothing else changes.

• Your account and its profile are kept while your account is open, and deleted when you delete your account.
• Records shared with someone else, such as a tenancy and its payment history, an application, messages and maintenance requests, are part of the other person’s records too. When you delete your account, they may remain in that person’s workspace, no longer linked to your account.
• Activity logs and verification history are kept for security and to settle disagreements; when an account is deleted, its link to them is removed.
• Waitlist sign-ups are kept until you ask us to remove yours or we close the waitlist.
• Rate-limit records (the hash of an IP address) are normally deleted within a few days, and hosting logs within a few weeks.
• Backups: deleted information can stay in our provider’s backups for a limited time until they are overwritten.

We may keep information longer when the law requires it, or to resolve a dispute or enforce our terms.

• Encryption in transit (TLS, with HTTPS enforced) and at rest, for the database and for uploaded files.
• Access rules enforced by the database itself on every request, so one landlord cannot read another’s tenants and a tenant sees only their own tenancies.
• Uploaded documents are private. Each download link is issued only to someone allowed to see the document and expires after five minutes. Listing photos are the exception: they are meant to be seen, so they are public.
• Passwords of at least 12 characters, stored only as a hash by our authentication provider. You can turn on two-step verification in Settings, so a stolen password alone cannot open your account. RentID administrators must use it, and enter a code from it before any administrative decision.

• Your details. See and correct your name and phone number in Settings.
• A copy of your data. Download one from Settings, or ask us.
• Deleting your account. Do it from Settings, or ask us.
• Your rental history. You decide, for each application, whether to share it, and you can withdraw that consent later by asking us.
• E-mail. Service e-mails are part of having an account. Tenants can turn off rent reminder e-mails in Settings; the reminders inside RentID stay. Waitlist updates stop when you ask.

Several US states, including California, Colorado, Connecticut, Utah and Virginia, give their residents rights over personal information. We offer these rights to everyone who uses RentID, wherever they live in the United States:

• to know what personal information we hold about you and to get a copy of it;
• to have inaccurate information corrected;
• to have your personal information deleted, subject to the exceptions the law allows;
• to opt out of the sale of your personal information, its sharing for cross-context behavioural advertising, targeted advertising, and profiling that produces legal or similarly significant effects. We do none of these;
• to limit the use of sensitive personal information. We use it (your sign-in details, the content of messages you send through RentID, and any sensitive details in documents) only to provide the service you asked for;
• not to be treated differently for using any of these rights.

To use a right, write to privacy@rentid.online from the e-mail address on your account, or use the tools in Settings. We confirm requests by checking that you control that address, and we may ask for more if the request concerns information that is not in an account. Someone you authorize can ask for you with your signed permission; we may still ask you to confirm. We answer within 45 days, and tell you if we need more time.

If we turn down a request, we will explain why. You can appeal by replying to our answer; we will decide the appeal within the time your state’s law sets. If you disagree with the result, you can contact your state attorney general.

In the last 12 months we collected the categories of information described in “Information we collect”: identifiers and contact details; records such as addresses, employment and income; records of rentals and payments; internet activity such as referring pages; and sensitive personal information as described above. We collect them from you, from other users (for example, a landlord who enters a tenancy), and automatically, for the purposes in “How we use your information”, and we disclose them only as described in “Who we share it with”.

RentID is for adults. You must be 18 or older to create an account, and we do not knowingly collect personal information from children. If you believe a child has given us personal information, write to privacy@rentid.online and we will delete it.

RentID is made for rentals in the United States, and your information is stored in the United States. Our hosting provider runs a worldwide network, so each request you make is handled at a data centre near you before it reaches our database. If you use RentID from outside the United States, your information is transferred to the United States.

When we change this notice we publish the new version here with a new version date. If the change is significant, we tell you by e-mail or in the app beforehand, and the next time you use RentID while signed in we ask you to confirm you have read the new version. Earlier versions are available on request.

Questions or requests about your privacy: privacy@rentid.online. Anything else: support@rentid.online.