RentReminder ("we", "us", "our") provides software that helps independent landlords and property managers track rent payments, manage tenants and properties, and send rent reminders. This Privacy Policy explains what information we collect, how we use and protect it, and the choices you have.
1. Who this policy is for
RentReminder has two kinds of people whose data may be involved:
- Account holders (landlords / property managers) — the people who register and use the app.
- Tenants — individuals whose information an account holder enters in order to track rent and send reminders. Tenants do not have their own accounts; their data is controlled by the account holder who entered it.
2. Information we collect
| Category | Examples | Source |
|---|---|---|
| Account information | Name, email address, phone number, time zone, hashed password | You, at registration / in settings |
| Tenant & property information | Tenant names, email addresses, phone numbers, property names/addresses, rent amounts, due dates, payment records and notes | Entered by the account holder |
| Usage & technical data | Log data such as IP address, device/browser type, and timestamps needed to operate and secure the service | Automatically, when you use the app |
We do not collect location, camera, microphone, contacts, or files from your device, and the app requests no such permissions. We do not use advertising identifiers and we do not serve ads.
3. How we use information
- To create and secure your account and authenticate you (including email verification and password recovery).
- To provide core features: dashboards, properties, tenants, rent tracking, and payment history.
- To send email rent reminders to your tenants on your behalf, and to send you service emails (verification, password reset, important notices).
- To operate, maintain, troubleshoot, and improve the service and to keep it secure.
- To comply with legal obligations.
We do not sell or rent personal information, and we do not use it for third-party advertising.
4. Email reminders
When you choose to send a reminder, RentReminder emails the relevant tenant using a transactional email provider (see "Service providers" below). You are responsible for ensuring you have a lawful basis to contact your tenants and that the contact details you enter are accurate.
5. How we protect information
- Encrypted at rest Sensitive personal fields (such as names, emails and phone numbers) are encrypted in our database using AES-256-GCM field-level encryption.
- Passwords are never stored in plain text — they are salted and hashed.
- Email lookups use keyed HMAC hashing so addresses are not stored in plain text for indexing.
- Data is transmitted over encrypted HTTPS/TLS connections.
- Access to production systems is restricted to authorized personnel.
No method of transmission or storage is 100% secure, but we work to protect your information using industry-standard measures.
6. Service providers we share with
We share information only with vendors that process it on our behalf to run the service:
- Email delivery (e.g., SendGrid / Twilio) — to send reminder and account emails.
- Cloud hosting & database (e.g., Amazon Web Services) — to host the application and store data.
These providers are bound by contract to protect the data and use it only to provide their services to us. We may also disclose information if required by law or to protect rights, safety, and security.
7. Data retention
We keep account and rental data for as long as your account is active or as needed to provide the service. When you delete a record or your account, we delete or anonymize the associated personal data within a reasonable period, except where we must retain it to meet legal, accounting, or security obligations.
8. Your rights and choices
- Access, review, and update your account information from within the app's Settings.
- Add, edit, or delete the tenant and property records you control.
- Request a copy of your data, or request deletion of your account and associated data, by contacting us (see below).
- Depending on your region (e.g., Canada's PIPEDA, the EU/UK GDPR, or California's CCPA), you may have additional rights such as data portability or the right to object to certain processing.
9. Account & data deletion
To delete your account and associated data, email privacy@rentreminder.ca from your account email address with the subject "Delete my account". We will verify your request and process it within 30 days. As an account holder, you are responsible for informing your tenants if you delete data that concerns them.
10. Children's privacy
RentReminder is a business tool intended for adults (18+). It is not directed to children, and we do not knowingly collect personal information from children.
11. International users and data location
We operate in Canada and may process and store data on servers located in Canada and the United States. By using the service, you understand your information may be transferred to and processed in these locations, which may have different data-protection laws than your own.
12. Changes to this policy
We may update this Privacy Policy from time to time. We will revise the "Last updated" date above and, for material changes, provide additional notice within the app or by email.
13. Contact us
Questions or requests about this policy or your data: