Privacy Policy — Rental Tracker

1. Who we are and what this covers

Rental Tracker is property management software operated by Logic Code Solution LLC ("we", "us"). Landlords and property managers use it to run rentals; tenants use it to pay rent, report repairs, message their landlord, and keep lease documents in one place.

This policy covers information handled through the service. It does not cover what your landlord, property manager, or any third party does with information outside the service.

2. Landlords, tenants, and who controls the data

For information a landlord or property manager enters about their properties, units, leases, and tenants, the landlord is the controller of that information and we act as their service provider — we process it to run the service on their behalf and under their instructions.

For your own account information — your name, email, password, and how you use the service — we are the controller.

A practical consequence for tenants: your landlord can see the lease, charges, payments, maintenance tickets, messages, and documents associated with your tenancy. If you want data corrected or removed that your landlord entered, ask them first; we will also help (see "Your rights and choices").

3. Information we collect

Account information — name, email address, phone number (optional), password (stored only as a salted hash), preferred language, and whether your email has been verified.
Property and tenancy information — properties, units, leases, rent amounts, charges, payments, balances, and the role you hold on each property.
Rental application information, where you apply for a unit — name, contact details, date of birth, residence and employment history, income, references, household members, and, where required for screening, your Social Security number.
Documents and signatures — files uploaded to a lease or application, and, when you sign electronically, your typed or drawn signature together with the date, time, and IP address of signing.
Communications — messages you exchange with your landlord or tenants through the service, maintenance tickets and their history, notifications, and anything you send us through the contact form (name, email, topic, message).
Payment information — the amount, method, date, and status of a payment, and identifiers issued by our payment processors. See "Payment information" below for what we deliberately do not hold.
Device and technical information — for the mobile app, a push notification token and whether the device is a development or production build; and, when something goes wrong, an error record containing the time, the URL path, the HTTP method, the error, your user id if you were signed in, and non-sensitive parameters. Error records never include the body of your request.

4. Where the information comes from

Most of it comes from you, or from the landlord or property manager who invited you. Some comes from our service providers — for example, a payment processor telling us that a transfer settled or failed, or a screening provider returning a report you consented to.

5. How we use information

To provide the service — accounts, leases, rent charges and balances, maintenance, messaging, documents, e-signature, and accounting.
To process payments and, for landlords, to bill the subscription and any per-use charges.
To send transactional messages you would expect: email verification, invitations, rent reminders, notifications about your account, and replies to your enquiries.
To send push notifications to the mobile app when you enable them, and to keep the app badge accurate.
To keep the service secure and working — authentication, abuse and rate limiting, and diagnosing errors.
To meet legal, tax, and accounting obligations.

We do not sell personal information, and we do not share it for cross-context behavioural advertising. We do not use your information to train machine learning models.

6. Who we share information with

With other people on your property, according to role: landlords and managers see the tenancies they manage; tenants see their own lease, charges, payments, documents, and conversations. Access is enforced per property, not globally.

With service providers who process information on our behalf, limited to what each needs:

Payment processing and landlord subscription billing (Stripe).
Bank transfers for rent, where your landlord has enabled that method (Dwolla, and Plaid to verify the bank account you link).
Email delivery (Microsoft 365 / Microsoft Graph).
Push notifications to Apple devices (Apple Push Notification service).
Hosting and database infrastructure in the United States (Amazon Web Services, and our virtual server provider).
Tenant screening, where you apply for a unit and consent to it — screening is run through a screening provider and the resulting report is stored with your application.

We also share information when the law requires it, to enforce our Terms, to protect the rights and safety of users or the public, or as part of a merger, acquisition, or sale of assets — in which case we will say so before your information becomes subject to a different policy.

7. Payment information

We do not store full card numbers or bank login credentials. Card details are entered directly into our payment processor's components and are held by the processor; bank accounts linked for rent are verified through a bank-linking provider that returns a token, not your credentials.

What we do keep is the record of the payment itself — amount, method, date, status, and processor identifiers — because it is the basis of your rent ledger.

Where your landlord accepts Zelle, the payment happens entirely in your own bank's app; we record only that you said you sent it and that your landlord confirmed it. We never see your banking credentials for those transfers.

8. Cookies, analytics, and tracking

The website sets no advertising cookies and runs no third-party analytics or tracking scripts.

It uses your browser's local storage for two things: your session token, so you stay signed in, and your language preference. Clearing site data signs you out and resets the language to English.

9. How we protect information

All traffic to the website, the API, and the mobile app runs over HTTPS.
Passwords are stored only as salted hashes; we cannot read your password.
Applicant Social Security numbers are encrypted at rest with AES-256-GCM, and only the last four digits are kept readable for display.
Access is checked per property on every request, so a role on one property grants nothing on another.
Diagnostic error records deliberately exclude request bodies, so submitted form contents do not end up in logs.

No system is perfectly secure. If we become aware of a breach affecting your personal information, we will notify you and any regulator as required by law.

10. How long we keep information

We keep account, lease, payment, and accounting records for as long as the account is active and afterwards for as long as needed to meet legal, tax, and accounting obligations — financial records are typically kept for at least seven years.

Accounting entries are append-only by design: a posted ledger transaction is never edited or deleted, because that is what makes the books trustworthy. Corrections are made by posting a further entry.

Cancelling a subscription does not delete data; the account becomes read-only. Deletion requests are handled as described below.

11. Your rights and choices

Depending on where you live, you may have the right to access the personal information we hold about you, to correct it, to delete it, to receive a copy in a portable format, to opt out of sale or sharing (we do neither), and not to be discriminated against for exercising these rights.

Much of this you can do yourself in the app — update your profile, read your documents, and see your payment history. For anything else, write to contactus@getrentaltracker.com or use the contact form and we will respond within the time the applicable law allows. We may need to verify your identity first.

Two limits worth stating plainly. Where your landlord is the controller of the information — your tenancy record, for example — we will forward your request to them and act on their instruction. And we may keep information that we are legally required to keep, such as completed financial records, even after a deletion request.

You can turn off push notifications in your device settings at any time, and unsubscribe from non-transactional email. Messages that are part of the service — email verification, rent reminders, receipts — cannot be turned off while the account is active.

12. Children

The service is not directed to children under 13, and we do not knowingly collect their personal information. If you believe a child has provided us information, contact us and we will delete it.

13. Where information is processed

The service is operated from the United States and information is stored and processed there. If you use it from elsewhere, you understand that your information is transferred to the United States, where data protection law may differ from your own.

14. Changes to this policy

We may update this policy as the service changes. The date at the top always reflects the current version, and we will give notice in the app or by email before a material change takes effect.

15. Contact us

Questions about this policy, or a request about your information: contactus@getrentaltracker.com.