Usage Restrictions & Guidelines

Important Notice

RentForms is a software tool only. We do not participate in rental decisions, screen applicants, or provide legal advice. You are solely responsible for complying with all applicable laws when using our platform.

Fair Housing Compliance

All landlords must comply with fair housing laws. It is illegal to discriminate against applicants based on protected characteristics including:

• Race, color, national origin
• Religion
• Sex (including gender identity and sexual orientation)
• Disability
• Familial status (including pregnancy and children)
• Age (in some jurisdictions)
• Source of income (in some jurisdictions)

RentForms provides tools to help you screen applicants fairly, but you are responsible for ensuring your screening criteria and decisions comply with all applicable laws.

Prohibited Uses

RentForms may not be used for:

• Collecting information unrelated to tenant screening
• Discriminatory screening practices
• Sharing applicant data with unauthorized parties
• Creating fake or misleading rental listings
• Harassing or spamming applicants
• Violating local rental regulations
• Any illegal or fraudulent activity

Data Collection Guidelines

When creating rental forms, remember:

• Only collect information necessary for tenant screening
• Avoid questions that could lead to discrimination
• Be transparent about how you'll use the information
• Keep applicant data secure and confidential
• Respect applicant privacy and data protection rights
• Do not share applicant data with unauthorized third parties
• Delete applicant data when no longer needed for legitimate purposes

Applicant Rights and Data Protection

You must respect the privacy and legal rights of all applicants who submit information through your forms.

Your Responsibilities as a Landlord:

• Transparency: Applicants have the right to know what data you're collecting and why
• Consent: Ensure applicants understand and consent to data collection before they submit
• Security: You are responsible for keeping applicant data secure and confidential
• Access: Applicants may request access to the information you've collected about them
• Correction: Applicants may request corrections to inaccurate information
• Deletion: Applicants may request deletion of their data in certain circumstances
• Privacy Laws: You must comply with applicable privacy laws (GDPR, CCPA, etc.)

Important: When applicants contact you to exercise these rights, you must respond appropriately and in accordance with applicable law. RentForms provides the tools, but you are the data controller responsible for applicant data.

Your Role as Data Controller

Under privacy laws like GDPR and CCPA, landlords using RentForms are typically considered "data controllers" for the applicant information they collect. This means:

• You determine what data to collect and how to use it
• You are responsible for obtaining valid consent from applicants
• You must have a lawful basis for processing applicant data
• You are responsible for responding to applicant rights requests
• You must implement appropriate security measures
• You may be required to notify authorities and individuals in case of a data breach

RentForms acts as a "data processor" - we provide the technology platform, but you control what happens with the data.

Regional Considerations

Rental laws vary by location. Some areas have additional protections or requirements:

• Source of Income: Some jurisdictions prohibit discrimination based on lawful source of income (e.g., Section 8 vouchers)
• Criminal History: Some areas restrict or prohibit criminal background inquiries
• Credit Checks: Some locations require specific disclosures or have limits on credit screening
• Application Fees: Many areas regulate or prohibit application fees
• Language Requirements: Some areas require translations or specific language accommodations

Important: Always consult with local housing authorities or legal counsel to ensure compliance with your local and state rental laws.

Consequences of Violations

Violations of these restrictions, fair housing laws, or privacy regulations can result in:

• Account Suspension or Termination: RentForms may suspend or terminate accounts engaged in illegal or prohibited activities
• Legal Action: Applicants or regulatory authorities may file lawsuits or complaints against you
• Financial Penalties: Fair housing violations can result in fines ranging from thousands to hundreds of thousands of dollars
• Privacy Law Penalties: GDPR violations can result in fines up to €20 million or 4% of annual revenue; CCPA violations up to $7,500 per violation
• Reputation Damage: Discrimination or privacy violations can severely damage your reputation
• Criminal Charges: In some cases, willful housing discrimination may result in criminal prosecution

RentForms takes violations seriously and will cooperate with law enforcement and regulatory authorities as required by law.

Reporting Violations

If you encounter or suspect misuse of the RentForms platform:

• Report violations to our support team immediately
• Contact local fair housing organizations if you experience discrimination
• File complaints with appropriate regulatory authorities

Report violations: [email protected]