Privacy Policy

Version 1.2 — Last updated September 17, 2026

1. Introduction

Rentova LLC ("we," "our," or "us") operates the Rentova property management platform (the "Service") and is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use the Service, whether as a property manager, staff member, tenant, property owner, or vendor.

2. Information We Collect

We collect information that you provide directly to us, including:

• Account information (name, email, phone number, company name)
• Property and unit information
• Tenant information and lease details
• Subscription and billing information (see Section 3)
• Communications and support requests
• Usage data and analytics

3. Payment and Billing Information

Subscription payments (and, if enabled by your property manager, tenant rent payments) are processed by Stripe, our third-party payment processor.

When you provide a payment card or bank account, that information is collected and processed directly by Stripe. Full payment card and bank account numbers never touch Rentova LLC's servers and are not stored by us. Stripe is a PCI-DSS Level 1 certified payment processor and handles that data under its own terms and privacy policy.

The limited billing information we do store, in association with an account, includes:

• Billing name and billing/contact address
• The plan and billing interval selected
• A payment-method summary provided by Stripe (for example, card brand, last four digits, and expiration month) — never the full number
• Stripe customer and subscription identifiers
• Invoices and payment history (amounts, dates, and status)
• Any business tax identifiers you choose to provide

We use this information to manage subscriptions, process renewals, calculate and collect applicable taxes via Stripe Tax, handle failed payments, and meet our tax and accounting obligations.

4. AI Features and Model Processing

The Service includes AI-assisted features — an AI leasing chatbot that answers prospective-tenant questions on your property website, and AI-assisted rent pricing suggestions — that are processed by Anthropic PBC, our third-party AI model provider, using its Claude API.

When an AI feature is used, the relevant content — chat messages exchanged with the leasing assistant, or the property, unit, and comparable-listing details behind a rent pricing suggestion — is sent to Anthropic to generate the response. Anthropic processes this data as our subprocessor, under its own API terms, and does not use data submitted through its API to train its models.

Your property manager controls whether AI features are used for their organization: AI features are on by default during the beta, and your property manager can turn them off at any time for their entire organization, in which case no further data is sent to Anthropic for that organization.

5. Property Managers Control Portal Data

If you use the Service as a tenant, property owner, or vendor, your property manager (the organization that invited you) decides what information about you is entered into the Service and how it is used to manage your tenancy, ownership, or engagement. In privacy-law terms your property manager is the controller of that information and Rentova LLC processes it on their behalf. Requests to access, correct, or delete information your property manager entered should be directed to them first; we will assist them in responding.

6. How We Use Your Information

We use the information we collect to:

• Provide, maintain, and improve our services
• Process transactions and send related information
• Send you technical notices and support messages
• Respond to your comments and questions
• Send promotional communications (with your consent)
• Monitor and analyze trends, usage, and activities
• Detect, prevent, and address fraud and abuse

7. Information Sharing

We may share your information in the following circumstances:

• Payment processing: We share billing and payment information with Stripe to process subscription charges and, if enabled, tenant rent payments. Stripe acts as our service provider and processes this data under its own terms and privacy policy
• AI processing: We share chat messages and, for rent pricing suggestions, property/unit and comparable-listing details with Anthropic to generate AI feature responses, as described in Section 4. Anthropic acts as our service provider for this purpose
• With other service providers who assist in our operations (cloud hosting, email and SMS delivery, analytics, error monitoring)
• To comply with legal obligations
• To protect our rights and prevent fraud
• With your consent or at your direction
• In connection with a merger, acquisition, or sale of assets

8. Data Security

We implement appropriate technical and organizational measures to protect your personal information, including:

• TLS encryption for data in transit
• AES-256 encryption for sensitive data at rest
• Regular security reviews and testing
• Access controls and authentication measures, including multi-factor authentication for operators

9. Beta Program Notice

While the Service is offered as a beta, features may change or be withdrawn and, despite our backups, data loss is possible. Do not rely on the Service as your only copy of any record. Your property manager remains responsible for maintaining its own records of your tenancy, ownership, or engagement.

10. Data Retention

We retain your personal information for as long as necessary to provide our services and fulfill the purposes described in this policy. Billing and account records are also retained as needed to meet legal, tax, and accounting requirements. As described in our Terms of Service, we do not delete data because of non-payment, and account holders can export their data before account deletion. When an account is closed, we will delete or anonymize the associated information within 90 days, except where we need to retain it for legal or business purposes. Records of your acceptance of our legal terms are retained as evidence for as long as the law requires.

11. Your Rights

Depending on your location, you may have the following rights:

• Access your personal information
• Correct inaccurate information
• Delete your personal information
• Object to or restrict processing
• Data portability
• Withdraw consent

To exercise these rights, please contact us at privacy@rentova.com (and, for portal data, your property manager — see Section 5).

12. Cookies and Tracking

We use cookies and similar technologies to operate the Service. You can control cookies through your browser settings. We use:

• Essential cookies for site functionality and security (including keeping you signed in)
• Preference cookies to remember your settings

We do not currently use third-party advertising or analytics cookies.

13. California Privacy Rights (CCPA)

California residents have additional rights under the California Consumer Privacy Act, including the right to know, delete, and opt-out of the sale of personal information. We do not sell personal information. Where we share data with service providers such as Stripe and Anthropic, they act as "service providers" under the CCPA and are contractually limited to using the information to provide services to us.

14. International Data Transfers

Your information may be transferred to and processed in countries other than your own. We ensure appropriate safeguards are in place for international transfers, including Standard Contractual Clauses where required.

15. Changes to This 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 our website, updating the version and "Last updated" date above, and — where you use the Service — asking you to review and accept the new version.

16. Contact Us

If you have any questions about this Privacy Policy, please contact us at:

Rentova LLC [Registered business address] Columbus, OH [ZIP] privacy@rentova.com