1. Who We Are
Rentyn provides AI-assisted property operations tools for landlords and property operators. Our services may help receive tenant calls and texts, collect maintenance details, create summaries, route urgent issues, and keep records tied to properties, units, tenants, vendors, and landlord rules.
Rentyn's mailing address is 265 rue Hymus, Pointe-Claire, QC H9R 0G2, Canada. For privacy questions or requests, contact us at support@rentyn.ca.
Rentyn serves customers in Canada and the United States. Our privacy practices are designed to comply with the federal Personal Information Protection and Electronic Documents Act (PIPEDA), Quebec's Act respecting the protection of personal information in the private sector (Law 25), and applicable United States privacy laws.
Privacy Officer. Rentyn has designated a Privacy Officer responsible for compliance with applicable privacy laws. You may contact the Privacy Officer at support@rentyn.ca with the subject line "Privacy Officer."
2. Information We Collect
- Website and marketing information: email address, name, company name, phone number, messages you submit, UTM parameters, device data, browser data, and ad or analytics identifiers when permitted.
- Landlord account information: profile details, login identifiers, subscription status, selected plan, property and unit details, rules, vendor contacts, emergency routing preferences, and support communications.
- Tenant and resident information: names, phone numbers, emails, unit or property associations, maintenance requests, conversation history, photos or documents submitted, and information provided by landlords or tenants.
- Call, SMS, and AI workflow information: call metadata, SMS content, transcripts, summaries, recordings, AI prompts and outputs, escalation decisions, and operational notes.
- Payment and billing information: subscription plan, billing status, invoice information, and payment processor identifiers. Payment card details are handled by Stripe and are not stored directly by Rentyn.
- Technical information: IP address, log files, authentication events, cookies, local storage, session data, and security or debugging information.
3. How We Use Information
- Provide, secure, operate, personalize, and improve Rentyn.
- Create landlord accounts, authenticate users, manage subscriptions, and provide support.
- Receive, route, summarize, and store tenant calls, texts, maintenance requests, and related records.
- Apply landlord-approved rules, escalation paths, approvals, and vendor routing.
- Send service notices, onboarding messages, billing notices, product updates, and marketing where permitted.
- Measure website performance and advertising effectiveness, subject to cookie choices.
- Detect fraud, abuse, security incidents, and service reliability issues.
- Comply with law, enforce agreements, and protect Rentyn, customers, tenants, and others.
4. Legal Basis for Processing
Where applicable law requires a legal basis for processing personal information, Rentyn relies on the following:
- Contract performance: processing necessary to provide the Rentyn service under the Terms of Service, including account management, tenant communication workflows, billing, and support.
- Consent: marketing emails, optional analytics and advertising cookies, and any other processing for which we request your agreement. You may withdraw consent at any time.
- Legitimate interests: security monitoring, fraud detection, service improvement, and internal analytics, where our interests are not overridden by your privacy rights.
- Legal obligation: processing necessary to comply with applicable law, regulatory requirements, court orders, or legal process.
Where Rentyn processes tenant or third-party personal information on behalf of a landlord, the landlord is responsible for ensuring a lawful basis exists for that processing.
5. AI, Calls, Texts, and Recordings
Rentyn may use AI systems to classify messages, generate responses, summarize conversations, extract maintenance details, and recommend routing. AI output may be reviewed, corrected, or overridden by landlords or authorized users.
Calls handled through Rentyn are recorded and may be transcribed. Rentyn may create and store recordings, transcripts, summaries, and metadata. Landlords are responsible for ensuring that tenants, residents, vendors, staff, and other callers receive all notices and consents required by applicable law before calls are recorded or transcribed.
Rentyn is not an emergency service. Landlords should configure emergency routing and maintain appropriate human escalation paths.
6. Automated Decision-Making
Rentyn uses automated systems, including AI, to classify tenant communications, assess urgency, recommend routing, generate summaries, and suggest responses. These automated processes help landlords manage property operations but are intended to assist, not replace, human judgment.
Where an automated process produces a result that significantly affects a tenant, resident, vendor, or other individual — such as classifying an issue as non-urgent or routing a communication in a particular way — landlords are responsible for reviewing AI output and applying human review where required by law or appropriate for the situation.
If you believe an automated decision has significantly affected you and you wish to request human review, contact the landlord or property operator that manages your property, or reach us at support@rentyn.ca. We will assist where we are able based on the relevant account configuration.
7. Cookies and Advertising Tools
We use essential storage for site preferences, including language and cookie choices. With consent, we may use marketing and analytics technologies such as Meta Pixel to measure visits, understand advertising performance, and improve campaigns. You can update choices on our Cookie Policy page.
8. How We Share Information
We may share information with service providers that help us operate Rentyn, including hosting, authentication, database, communications, transcription, AI, email, analytics, customer support, and payment providers. Current or expected providers may include Clerk, Supabase, Twilio, Stripe, Brevo, Meta, Deepgram, Anthropic, infrastructure providers, and similar vendors.
We may also share information with landlords and authorized account users, at a customer's direction, for legal compliance, during a business transaction, or to protect rights, safety, security, and service integrity.
We do not sell personal information as defined under applicable law. We do not sell SMS opt-in data, phone numbers, or message consent information. We do not share SMS opt-in information with third parties for their own marketing.
9. Retention
We keep information for as long as needed to provide Rentyn, comply with legal obligations, resolve disputes, enforce agreements, maintain security, and support legitimate business records.
Unless a different account setting, plan, legal requirement, or written agreement applies, Rentyn generally keeps tenant records, SMS logs, call recordings, transcripts, summaries, and maintenance history while the landlord account is active. After account closure, Rentyn aims to delete or anonymize those operational records within 24 months unless retention is needed for legal compliance, security, fraud prevention, disputes, unpaid invoices, backups, or legitimate business records. Backups and system logs are deleted on normal rotation schedules.
10. Security
We use administrative, technical, and organizational safeguards designed to protect information. No method of transmission or storage is perfectly secure, so we cannot guarantee absolute security.
11. Your Choices and Rights
Depending on where you live and your relationship to Rentyn, you may have rights to access, correct, delete, restrict, or receive a copy of personal information we hold about you. You may also have the right to object to certain processing, withdraw consent, request that a decision made by automated means be reviewed by a person, or request de-indexation where applicable.
To exercise any of these rights, contact us at support@rentyn.ca with the subject line "Privacy Request." We will respond within 30 days of receiving a verifiable request. We may ask you to verify your identity before processing your request. In some cases, we may be unable to fulfill a request due to legal obligations, security requirements, or third-party rights, and we will explain the reason where permitted.
You may opt out of marketing emails at any time using the unsubscribe link in those messages. You can update optional cookie preferences on the Cookie Policy page.
If you are a tenant or resident whose landlord uses Rentyn, we may process your information on behalf of that landlord. We may refer certain requests to the landlord where they control the relevant record. You may also contact the landlord or property operator directly.
If you believe we have not adequately addressed your privacy concern, you have the right to lodge a complaint with your applicable privacy authority, such as the Office of the Privacy Commissioner of Canada or the Commission d'accès à l'information du Québec (CAI).
12. Breach Notification
If Rentyn becomes aware of a security breach that creates a real risk of significant harm to individuals, we will notify affected individuals and applicable regulatory authorities as required by law. Under PIPEDA and Quebec Law 25, we are required to report certain breaches to the Office of the Privacy Commissioner of Canada and the Commission d'accès à l'information (CAI), and to notify affected individuals without unreasonable delay.
We maintain an internal breach response process and records of privacy incidents as required by applicable law. If you believe your personal information processed by Rentyn has been compromised, please contact us at support@rentyn.ca immediately.
13. International Transfers
Rentyn serves customers in Canada and the United States. Rentyn and our providers may process information in Canada, the United States, and other locations where our providers operate. These locations may have privacy laws different from your province, state, or country.
Where personal information is transferred outside Quebec to a jurisdiction that does not provide an equivalent level of privacy protection, Rentyn conducts a Privacy Impact Assessment (PIA) as required under Quebec Law 25 and takes appropriate contractual and organizational measures to ensure the information remains adequately protected. You may request information about our cross-border transfer practices by contacting our Privacy Officer at support@rentyn.ca.
14. Children's Privacy
Rentyn is not directed to children. We do not knowingly collect personal information from children through the website or landlord account sign-up.
15. Changes
We may update this policy from time to time. The updated version will be posted with a new "Last updated" date. For material changes, we will provide notice by email or within the service before the change takes effect.