Privacy Policy

This Privacy Policy explains how therentsafe.com (“we,” “us,” or “our”) collects, uses, discloses, and safeguards personal information when you use the Rent Escrow mobile and web applications, our AI assistant, and related services (collectively, the “Service”).

By using the Service, you agree to this Policy. If you do not agree, please do not use the Service.

1) Information We Collect

A. You provide

• Account data (name, email, phone, role, profile image, password hash).
• Property & contact data (addresses, unit details, landlord/tenant/broker info, nicknames).
• Escrow & contract data (agreements, documents, signatures, deposit/disbursement instructions).
• Support messages and AI assistant prompts/responses.

B. Collected automatically

• Device & log data (IP address, device model, OS, app version, identifiers, crash logs, diagnostics).
• Usage data (features used, button taps, timestamps, referrers, performance metrics).

C. From third parties (where authorized)

• Identity verification providers, payment processors, e-signature platforms, and analytics tools.
• Brokerage/MLS or property data sources you connect to the Service.

2) How We Use Information

• Provide, operate, and secure escrow accounts and workflows.
• Generate and manage contracts, documents, signatures, and audit trails.
• Process payments, deposits, and disbursements via integrated processors.
• Authenticate users; prevent fraud; enforce terms; comply with law.
• Provide AI-assisted features (e.g., search, summaries, FAQs) and improve model quality.
• Communicate service updates, security alerts, and support responses.
• Analyze usage to improve reliability, performance, and user experience.

Legal bases (EEA/UK): contract performance, legitimate interests, consent (where applicable), and legal obligations.

3) Payments & Escrow

We use one or more third-party payment/escrow processors (e.g., banks, ACH networks, card networks). We do not store full card numbers or bank credentials on our servers. Transactions are logged with immutable audit trails that record timestamps, user IDs, device data, amounts, and status changes.

4) Sharing & Disclosure

• Service providers (hosting, storage, analytics, support, email, ID verification, e-signature, payments) under contracts requiring confidentiality and security.
• Counterparties to a transaction (e.g., landlords, tenants, brokers) as needed to fulfill the escrow or contract.
• Legal & compliance (court orders, KYC/AML requests, preventing fraud/abuse).
• Business transfers (merger, acquisition, financing, or sale of assets) with notice where required.
• With your consent or at your direction.

5) Data Retention

We retain personal information for as long as necessary to provide the Service, maintain accurate records, comply with legal, tax, and regulatory requirements (including escrow/audit obligations), resolve disputes, and enforce agreements. Retention periods may vary by record type.

6) Security

• Encryption in transit (TLS) and at rest for sensitive data.
• Role-based access controls, least-privilege principles, and logging.
• Audit trails for key actions (creation, edits, approvals, disbursements, access).
• Regular backups, monitoring, and vulnerability management.

No method of transmission or storage is 100% secure; we cannot guarantee absolute security.

7) Your Rights & Choices

• Access, correct, or delete certain information in your account.
• Object to or restrict certain processing where applicable by law.
• Export your data in a portable format where required.
• Opt out of non-essential emails and analytics where available.

8) AI Assistant & Model Improvements

If you use our AI features, we may process prompts, conversation context, and outputs to operate the feature, prevent misuse, and improve model quality. We apply access controls and retention limits appropriate to the sensitivity of escrow/contract data. Do not share confidential information in prompts unless necessary for the Service.

9) Cookies & Tracking

We use cookies and similar technologies for authentication, preferences, analytics, and performance. You can control cookies via browser settings; disabling some cookies may affect functionality.

10) Children’s Privacy

The Service is not directed to children under 13 (or under 16 in the EEA). We do not knowingly collect personal information from children. If you believe a child has provided us data, contact us and we will take appropriate steps.

11) International Data Transfers

We may process and store information in the United States and other countries. Where required, we use appropriate safeguards such as Standard Contractual Clauses for cross-border transfers.

12) California Privacy (CCPA/CPRA)

California residents have the right to know, delete, correct, and opt out of certain sharing/sale of personal information. We do not “sell” personal information as defined by the CCPA/CPRA. To exercise rights, email [privacy@therentsafe.com]. We will verify your request as required by law.

13) Do Not Track

Our websites do not respond to Do-Not-Track signals due to the lack of an industry standard.

14) Third-Party Links

The Service may contain links to third-party sites or services. Their privacy practices are governed by their own policies. We are not responsible for their content or practices.

15) Changes to This Policy

We may update this Policy from time to time. We will post the new Policy with an updated “Effective Date” and, where required, provide additional notice. Your continued use of the Service constitutes acceptance.

16) Contact Us

TheRentSafe.com
Email: [privacy@therentsafe.com]