Privacy Policy
Effective September 28, 2026
This policy explains what personal information RentClear collects, how we use it, who we share it with, and the choices you have. RentClear is operated by [Legal business name] ("RentClear," "we," "us").
The short version: we collect what's needed to run rent collection and property management, we don't sell personal information, we don't use it for advertising, and we never share your phone number or text-message consent with anyone for their marketing.
1. Who this policy covers
RentClear is used by two groups of people:
- Landlords and property managers ("customers") who subscribe to RentClear, and their staff. For this information, we decide how it's used.
- Residents who rent from our customers and use RentClear to see their lease and balance, pay rent, and get notifications. We handle residents' information on behalf of their landlord or property manager, who is responsible for their own use of it under their own privacy practices.
It also covers visitors to myrentclear.com.
2. Information we collect
From landlords, property managers and their staff
- Name, email address, phone number, company name and job role.
- Account login details. Passwords are stored only as one-way hashes; we can't see them.
- Information you enter to manage your business: properties, units, leases, rent amounts, charges, payments, late fee rules and housing-assistance amounts.
- A record of actions taken in your account (for example, who recorded a payment or waived a fee).
About residents
- Name and email address, entered by your landlord or property manager, or by you when you set up your account.
- Mobile phone number, only if you choose to add one.
- Lease details: your property and unit, lease dates, rent, and who else is on the lease.
- Charges, payments and balances on your lease, and your payment history.
- Your notification settings, and a record of your text-message consent: the phone number, when you opted in or out, how (for example, the settings page or a STOP reply), the IP address used, and which version of the consent wording you saw. We keep this record to prove consent, as the law requires.
- Account login details (passwords stored only as one-way hashes).
When you pay online, your card or bank details are handled by our payment processor. RentClear does not store full card numbers or bank account numbers.
We do not collect Social Security numbers, dates of birth, credit reports, background checks or health information.
Collected automatically
- IP address, browser type and basic request logs, used for security, to prevent abuse (for example, limiting repeated sign-up attempts) and to fix problems.
- Cookies that keep you signed in, and an optional "remember me" cookie if you choose it. We don't use advertising cookies or third-party tracking.
3. How we use information
- To provide RentClear: tracking leases and balances, posting rent and fees, recording and processing payments, and showing residents their account.
- To send account notifications you'd expect, such as new charges, rent due reminders, late fees, payment receipts, account setup links and password resets, by email, in the app, and by text if you opted in.
- To keep accounts and data secure, prevent fraud and abuse, and keep each customer's data separate from every other customer's.
- To answer support requests.
- To comply with the law and enforce our agreements.
We don't sell personal information, and we don't use it to show you ads.
4. Text messages (SMS)
If you opt in, we send account alerts by text message. Details are in our SMS Terms.
- No mobile information will be shared with third parties or affiliates for marketing or promotional purposes. Text-messaging opt-in data and consent are not shared with any third parties, except the SMS provider that delivers our messages on our behalf.
- You can opt out at any time by replying STOP, or in your notification settings. Reply HELP for help.
- Message and data rates may apply.
5. How we share information
- With your landlord or property manager. Resident information is part of their records, and they can see it in RentClear.
- With others on your lease. Co-tenants on the same lease can see each other's names, the shared balance, and which tenant made each payment.
- With service providers who help us run RentClear, such as hosting, email delivery, text message delivery and payment processing. They may use the information only to provide their service to us.
- For legal reasons, when required by law or to protect the rights and safety of our users or others.
- In a business transfer, such as a merger or sale, where this policy would continue to apply to your information.
6. How long we keep information
We keep information for as long as the customer's account is active and as needed to provide the service. After that, we keep financial and lease records, and text-message consent records, only as long as needed for legal, tax, accounting and dispute-resolution purposes, then delete or anonymize them.
7. How we protect information
- Connections to RentClear are encrypted (HTTPS).
- Passwords are stored as one-way hashes; account setup and password reset links are single-use and expire.
- Each customer's data is kept separate at the database level, so one landlord can't see another's data, and residents can see only their own leases.
- Access to personal information is limited to people who need it.
No system is perfectly secure, but we work to protect your information and to fix problems quickly.
8. Your choices and rights
- Notifications: change which emails and texts you get in your notification settings. Reply STOP to any text to stop texts.
- Access, correction and deletion: residents should contact their landlord or property manager first, since your account is part of their records. You can also email us and we'll help or pass your request to them. Landlords and staff can email us directly.
- Depending on where you live, you may have additional rights under state privacy laws. Email us to make a request. We'll verify your identity before acting on it, and we won't treat you differently for asking.
9. Children
RentClear is not intended for children under 13, and we don't knowingly collect their personal information. If you believe we have, contact us and we'll delete it.
10. Changes to this policy
We'll post any changes here and update the effective date. If a change is significant, we'll also let customers know by email or in the app.
11. Contact us
[Legal business name]
[Mailing address]
Email: support@myrentclear.com