Privacy Policy

1. Information We Collect

We collect several types of information to provide and improve our Service:

Personal Information You Provide

• Account Information: Name, email address, password
• Property Details: Property addresses, rental listing information
• Rental Form Content: Questions, settings, and configurations for your forms
• Applicant Data: Information submitted by tenants through rental forms. This includes only the information the landlord chooses to ask for. It may include personal details, contact information, employment information, income details, household information, and other screening questions defined entirely by the landlord.
• Payment Information: Processed securely through Stripe. We do not store full credit card details.

Applicant Data and Uploaded Documents

Applicants may be asked to upload documents as part of a rental application. These requests are created and defined solely by the landlord. RentForms does not control or decide what the landlord asks applicants to provide.

• Documents may include proof of income, employment letters, landlord references, identification pages, pet documents, or other supporting files.
• These documents may contain sensitive information. By uploading them, applicants consent to their processing and transfer to the landlord who created the form.
• Uploaded documents are securely stored and deleted from RentForms systems after 12 months unless a shorter retention period is required by law.
• Landlords may download applicant documents. Once downloaded, the landlord becomes fully responsible for protecting and managing those copies as an independent data controller.
• RentForms is not responsible for how landlords store, use, or share downloaded applicant documents.
• Applicants may request deletion of their documents at any time.

Information Collected Automatically

• Usage Data: Pages visited, features used, time spent on the Service
• Device Information: IP address, browser type, operating system
• Analytics: We use analytics tools to understand how our Service is used

2. Data Controller and Data Processor Roles

Understanding who controls your data and how:

For Landlord Account Data

RentForms is the data controller for landlord account information (name, email, password, payment details, account settings). We determine how this data is collected and used to provide the Service.

For Applicant Data

When applicants fill out rental forms, there is a dual relationship:

• The Landlord is the primary data controller - they decide what information to collect, create the form questions, and make decisions about applicants
• RentForms acts as both a data processor (processing data on behalf of the landlord) and a joint controller (we also collect certain data to operate the platform)

What This Means for You

If you're a landlord: You are responsible for complying with privacy laws when collecting applicant data. You must obtain valid consent, provide privacy notices, and respond to applicant rights requests.

If you're an applicant: Your data is shared with both the landlord (who created the form) and RentForms (who provides the platform). You can exercise your rights with either party - contact details are provided below.

3. How We Use Your Information

We use the information we collect for the following purposes:

• Provide the Service: Create and manage rental forms, collect and organize applicant data
• Process Payments: Handle transactions and send receipts
• Send Notifications: Email alerts for new applicants, service updates, and important announcements
• Improve the Service: Analyze usage patterns to enhance features and user experience
• Customer Support: Respond to inquiries and provide technical assistance
• Legal Compliance: Fulfill our legal obligations and enforce our Terms of Service

4. Information Sharing and Disclosure

We do not sell, trade, or rent your personal information to third parties. We may share your information only in the following circumstances:

• With Your Consent: When you explicitly authorize us to share information
• Service Providers: Trusted third-party vendors who assist in operating our Service (e.g., Stripe for payments, email service providers) under strict confidentiality agreements
• Legal Requirements: When required by law, court order, or government regulation
• Business Transfers: In connection with a merger, acquisition, or sale of assets
• Protect Rights: To protect our rights, property, or safety, or that of our users or others

5. Data Security

We implement industry-standard security measures to protect your information:

• Encryption: SSL/TLS encryption for data in transit
• Secure Infrastructure: Data stored in secure data centers with restricted access
• Password Protection: Passwords are hashed and salted using industry-standard algorithms
• Regular Audits: Periodic security assessments and monitoring

6. Data Breach Notification

In the event of a data breach that affects your personal information, we will:

• Investigate and assess the breach promptly
• Notify affected users within 72 hours (or as required by applicable law)
• Notify relevant supervisory authorities as required by GDPR and other regulations
• Provide details about what information was affected and steps we're taking to address the breach
• Offer guidance on steps you can take to protect yourself

For landlords: If a breach affects applicant data you've collected, you may also have independent notification obligations under applicable law.

7. Data Retention

We retain your information for as long as necessary to:

• Provide you with the Service
• Comply with legal obligations
• Resolve disputes and enforce our agreements

When you delete your account, we will delete or anonymize your personal information, except where we are required to retain it for legal or regulatory purposes.

8. Your Privacy Rights

You have the following rights regarding your personal data:

• Access: Request a copy of the personal information we hold about you
• Update: Correct or update your personal information through your account settings
• Delete: Request deletion of your account and associated data
• Export: Download your data in a portable format
• Opt-Out: Unsubscribe from non-essential email communications
• Object: Object to processing of your personal information in certain circumstances

To exercise any of these rights, please contact us through our contact page.

For Applicants

If you submitted a rental application and want to exercise your rights:

• Contact RentForms through our contact page - We will delete your applicant data upon request, or assist you in exercising any of your privacy rights
• Contact the landlord directly - They are the primary data controller for your application data and may have additional copies
• We will respond to all requests within 30 days (or as required by applicable law)

9. Cookies and Tracking Technologies

We use cookies and similar tracking technologies to enhance your experience and collect usage data. Cookies are small data files stored on your device. We use:

• Essential Cookies: Required for the Service to function properly (authentication, security)
• Analytics Cookies: Help us understand how users interact with the Service

You can control cookies through your browser settings, but disabling certain cookies may affect functionality.

10. Children's Privacy

Our Service is not intended for individuals under the age of 18. We do not knowingly collect personal information from children. If you believe we have inadvertently collected information from a child, please contact us immediately.

11. Third-Party Links

Our Service may contain links to third-party websites (such as rental listing sites). We are not responsible for the privacy practices or content of these external sites. We encourage you to review the privacy policies of any third-party sites you visit.

12. International Data Transfers

Your information may be transferred to and processed in countries other than your own. These countries may have different data protection laws. By using our Service, you consent to the transfer of your information to our facilities and service providers.

13. GDPR Compliance

We comply with the General Data Protection Regulation (GDPR) to ensure your data privacy and security. Our GDPR compliance includes:

• Lawful, fair, and transparent processing of personal data
• Data minimization - we only collect data necessary for our services
• Secure data storage and processing with appropriate technical measures
• Respecting all data subject rights including access, rectification, and erasure
• Data breach notification procedures in accordance with GDPR requirements

14. Data Processing Agreement (DPA)

For landlords who are subject to GDPR or similar data protection regulations:

When you use RentForms to collect applicant information, we act as a data processor on your behalf. Our data processing obligations include:

• Processing applicant data only in accordance with your documented instructions
• Implementing appropriate technical and organizational security measures
• Assisting you in responding to data subject rights requests
• Notifying you of any data breaches affecting applicant data
• Deleting or returning applicant data when our processing relationship ends
• Making available information necessary to demonstrate GDPR compliance
• Not engaging sub-processors without your prior consent

Sub-Processors: We currently use the following sub-processors to provide our Service:

• Cloud hosting providers for data storage and processing
• Stripe for payment processing
• Email service providers for notifications

By using our Service, you authorize the use of these sub-processors. We will notify you of any changes to our sub-processor list through our Service updates.

15. California Privacy Rights (CCPA/CPRA)

If you are a California resident, you have additional rights under the California Consumer Privacy Act (CCPA) and California Privacy Rights Act (CPRA):

• Right to Know: Request disclosure of personal information we collect, use, and share
• Right to Delete: Request deletion of your personal information
• Right to Opt-Out: We do not sell personal information
• Right to Non-Discrimination: We will not discriminate against you for exercising your rights
• Right to Correct: Request correction of inaccurate personal information
• Right to Limit Use: Request limitation of use and disclosure of sensitive personal information

To exercise these rights, contact us through our contact page. We will respond within 45 days.

16. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. We will notify you of any material changes by posting the new policy on this page and updating the "Last Updated" date. We encourage you to review this policy periodically to stay informed about how we protect your information.

17. Contact Us

If you have any questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us through our contact page.