Privacy Policy

We collect information you provide and information generated as you use the service:

• Account information — name, email address, password (stored only as a secure hash), and company details.
• Property & tenant information — properties, units, leases, tenant names and contact details, rent charges, balances, and related documents that landlords enter or upload.
• Financial & bank account information — bank account details and transaction information you enter or import (for example from bank statements or CSV files) so we can maintain your ledger and reconciliations (see Section 4).
• Payment information — rent and other payments are processed by Stripe; card and bank-payment details are handled by Stripe, not stored on our servers (see Section 5).
• Usage information — basic technical data such as log-in activity needed to operate and secure the service.

We use information to:

• Provide and operate the service — managing properties, leases, ledgers, and reports;
• Import and reconcile bank transactions into your general ledger and produce accounting and tax reports;
• Process rent and other payments;
• Communicate with you and, where a landlord directs, with their tenants;
• Secure the service, prevent fraud, and comply with legal obligations.

We do not sell your personal information, and we do not use it for advertising.

Landlords use RentPay Online to manage their own business records, including information about their tenants. In that context the landlord is responsible for the tenant information they enter, and RentPay Online processes it on their behalf to provide the service.

You can record bank accounts and import their transactions into your ledger — for example by uploading bank statements or CSV files. We do not connect to your bank on your behalf and never receive or store your online-banking username or password.

The bank account details in your records are the information you enter or import, used only to maintain your ledger, reconcile transactions, and produce your accounting and tax reports.

Payments are processed by Stripe, Inc. Sensitive payment details (card numbers, bank-payment credentials) are collected and stored by Stripe under its own privacy policy. We receive limited information such as payment status and amounts to keep your records accurate.

We share information only as needed to run the service:

• Service providers — such as Stripe (payments), our cloud hosting and database provider, and email delivery providers, each acting on our behalf under contract.
• Between landlord and tenant — information a landlord enters may be shown to the relevant tenant through the tenant portal, and vice-versa, as part of providing the service.
• Legal & safety — when required by law or to protect rights, property, or safety.

We do not sell personal information.

We protect information with industry-standard safeguards: all traffic is encrypted in transit with TLS/HTTPS; passwords are stored as bcrypt hashes; third-party credentials (including bank-connection access tokens) are encrypted at rest using AES-256-GCM; and landlord accounts can enable multi-factor authentication (MFA) for an additional layer of login security. No method of transmission or storage is completely secure, but we work to protect your information and limit access to it.

We retain information for as long as your account is active or as needed to provide the service, keep accurate financial and tax records, and comply with legal obligations. You may request deletion of your account and associated personal information as described below, subject to records we are required to keep. When an account is deleted, its associated records (properties, tenants, ledgers, and connected-account links) are removed.

This data retention and deletion policy is reviewed at least annually to keep it accurate and compliant with applicable data-privacy laws. For full details, see our Data Retention & Disposal Policy.

• Access or correct your account information within the application;
• Disconnect a linked bank account at any time, which stops further transaction access;
• Request a copy or deletion of your personal information by contacting us;
• Depending on where you live, you may have additional rights under applicable privacy laws.

The service is intended for business users and is not directed to children under 13, and we do not knowingly collect their information.

We may update this Privacy Policy from time to time. When we do, we will revise the “Effective” date above and, where appropriate, provide additional notice.

Questions about this Privacy Policy or your information? Contact us at [email protected].