Privacy policy

RentalThread LLC ("RentalThread", "we") is responsible for the personal data described in this policy, except where section 3 says we act on behalf of a customer.

• General contact: contact@rentalthread.com
• Privacy contact: contact@rentalthread.com

• Visitors to the website.
• People who join the waitlist.
• Account holders: owners, property managers, real estate agents, tenants and maintenance professionals who use the platform.
• People whose data account holders add to the platform, such as tenants, prospective tenants, co-owners and service providers.

We are the controller for data about our own relationship with you: your account, subscription, billing, support requests, waitlist signup and website use.

When an owner, manager or agent uses RentalThread to manage their properties, they decide what data about other people (for example their tenants) goes into the platform and why. For that data the account holder is the controller and RentalThread acts as their processor, under the Data Processing Agreement that forms part of our Terms of service. If you're a tenant or service provider with questions about how a landlord or manager uses your data, contact them first; we'll help them respond.

Waitlist: your email address, the role you choose, how many properties you work with, the language of the page, when you confirmed your email and, if you joined through someone's invite link, who invited you. The person who invited you only sees how many friends joined, not who.

Account and profile: name, email, phone number, role, language, password (stored only as a secure hash) and account settings.

Property and activity data you or others add: properties and units, rent amounts and payment status, expenses, leases and other documents, maintenance requests, messages, photos and videos, estimates, appointments, listings and visit bookings.

Billing: plan, billing history and invoices. Card details are collected and stored by Stripe; we never see your full card number.

Technical data: IP address, device and browser type, log records, and usage data needed to run, secure and improve the service.

Please don't upload special categories of data (such as health information) unless it's strictly necessary, for example a medical reason for a repair request.

• To provide the platform and your account: performance of our contract with you.
• To process payments, invoices and tax obligations: contract and legal obligation.
• To provide AI features that you choose to use: performance of the contract.
• To keep the service secure, prevent fraud and abuse, and fix errors: legitimate interest.
• To send service messages (security alerts, billing notices, changes to terms): contract and legitimate interest.
• To send the waitlist invitation and launch news: consent, which you can withdraw at any time.
• To send product news to customers: legitimate interest, with an easy way to opt out in every email.
• To comply with legal requests and defend legal claims: legal obligation and legitimate interest.

We don't sell personal data and we don't use it for third-party advertising.

Some features use AI to turn messages and photos into maintenance requests, extract information from documents, draft messages and summarize activity. To do this, we send the relevant content to our AI provider, OpenRouter, under an agreement that prohibits it from using your data to train its models.

AI output is always labeled and is a draft: you review and edit it before it's saved or sent. AI features don't make decisions that produce legal or similarly significant effects about anyone, such as approving or rejecting a tenant.

• Other users, as the platform requires: for example, a tenant's maintenance request is visible to the property's owner or manager and to the professional assigned to the job. You control who you invite to each property.
• Service providers (sub-processors) that help us run RentalThread, including hosting (Vercel Inc.), database (Supabase Inc.), bot protection on forms (Cloudflare Inc.), email (Resend), payments (Stripe) and AI (OpenRouter). They act on our instructions under data processing agreements. We'll publish an up-to-date list and give customers notice before adding a new sub-processor.
• Authorities, when the law requires it.
• A buyer or successor, if RentalThread is involved in a merger or acquisition, under the same protections.

We store account data in the United States. Some providers may process data outside the European Economic Area. When they do, we rely on an adequacy decision of the European Commission or on safeguards such as the Commission's standard contractual clauses.

• Waitlist data: if you don't confirm your email, we delete your signup after 30 days. Once confirmed: for as long as needed to manage the waitlist and the launch, or until you ask us to delete it.
• Account and property data: while your account is active. After you close your account we delete or anonymize it within 90 days, except backups, which are overwritten within a further 30 days.
• Billing records: for the period required by tax and accounting law.
• Security logs: for a limited period, no longer than 12 months.

You can export your data before closing your account.

We use encryption in transit and at rest, access controls, regular backups and monitoring to protect data. Only authorized staff can access personal data, and only when needed. If a breach affects your data, we'll notify you and the authorities as the law requires.

You have the right to access, correct, delete or export your data, to restrict or object to its processing, and to withdraw consent at any time. You can manage most of your data in your account settings.

To exercise your rights, write to contact@rentalthread.com. We'll respond within one month. If the data was added by an owner or manager as controller, we'll forward your request to them. You can also complain to the data protection authority in your country.

We use only cookies and local storage that are necessary for the site and platform to work: remembering your language, your light or dark theme, and keeping you signed in. These don't require consent. If we ever add analytics or marketing cookies, we'll ask for your consent first and update this policy.

You must be 18 or over to use RentalThread. We don't knowingly collect data from children.

We'll update this policy when our services or practices change. For significant changes we'll notify account holders by email or in the platform before they take effect. The date at the top shows the current version.