Privacy Policy

Last updated: June 15, 2026

RentRoll ("RentRoll", "we", "us") provides property management software at rentroll.app. This Privacy Policy explains what information we collect, why we collect it, and how we handle it.

1. What we collect

• Account information: the email address and name you sign up with, and (optionally) the name/phone of any teammates you invite.
• Workspace data: the information you enter into RentRoll, including property addresses, unit details, tenant names and contact info, lease terms, payment records, work orders, expenses, and reports.
• Billing data: we use Stripe to process payments. Stripe collects and stores card details directly — we never see or store your card number. We do receive a Stripe customer ID, subscription status, and billing email.
• Usage data: standard server logs (IP address, browser type, pages requested) generated by Firebase Hosting and Cloud Functions.

2. Why we collect it

To provide and improve the service: render your dashboards, calculate rent and CAM, send the emails you ask us to send (invoices, reports, statements), bill you for the subscription, and reach out about your account.

We do not sell personal data. We do not run advertising. We do not share workspace data with third parties for marketing.

3. Subprocessors

We rely on the following third-party services to operate RentRoll. Each is bound by their own privacy and security commitments:

• Google Firebase / Google Cloud Platform — hosting, authentication, Firestore database, Cloud Functions. Data is stored in the us-central1 region. Firebase docs: firebase.google.com/support/privacy.
• Stripe — payment processing. Stripe receives your billing details directly. Stripe privacy: stripe.com/privacy.
• Mailgun — transactional email (invites, reports, invoices, statements). Mailgun privacy: mailgun.com/privacy-policy.

4. Data location and security

Workspace data is stored in Google Cloud's us-central1 region (Iowa, USA). Firestore data is encrypted at rest by Google using AES-256 and encrypted in transit via TLS. Authentication is handled by Firebase Auth using industry-standard password hashing.

We follow the principle of least privilege internally: only RentRoll personnel who need workspace access for support get it, and never without your knowledge.

5. Your rights

You can:

• Export your data. The "Export Data" button on Company Profile downloads a JSON archive of every record in your workspace (properties, tenants, leases, payments, expenses, invoices, work orders).
• Delete your workspace. The "Delete Workspace" button on Company Profile permanently removes all workspace data and cancels your Stripe subscription. This cannot be undone.
• Unsubscribe from emails. Every email we send includes an unsubscribe link. Transactional billing emails (receipts, payment failures) continue regardless because they're not commercial mail.
• Ask us questions or request access. Email phil@rentroll.app.

6. California residents (CCPA)

If you are a California resident, you have the right to know what personal information we hold about you, to request correction or deletion of that information, and to not be retaliated against for exercising these rights. We do not sell personal information as defined by the CCPA. To exercise these rights, email phil@rentroll.app with the email address tied to your account.

7. EU/UK residents (GDPR)

If you are in the EU or UK, our lawful basis for processing is the performance of our contract with you (the RentRoll subscription). You have the right to access, correct, port, or delete your personal data, and to lodge a complaint with your local data protection authority. We currently do not have an EU representative; processing happens in the United States.

8. Tenant data

When you (the landlord or property manager) enter a tenant's name, email, phone, and address, that tenant is a "data subject" under most privacy laws. You are responsible for having a lawful basis to store that information — typically the lease agreement. RentRoll acts as a "processor" (or "service provider" in CCPA terms) of that data on your behalf. If a tenant contacts us directly to request their data, we will redirect them to you. If they unsubscribe from emails we send on your behalf, we will stop emailing them.

9. Children

RentRoll is not intended for and not directed to anyone under 18. We do not knowingly collect personal information from children.

10. Cookies and analytics

RentRoll uses session cookies as required by Firebase Auth to keep you signed in. We do not use third-party analytics or advertising cookies.

11. Data retention

Workspace data is retained for as long as your subscription is active, plus 30 days after cancellation to give you time to reactivate or export. After 30 days, all workspace data is permanently deleted.

12. Changes to this policy

If we update this policy in a way that affects you, we'll email the workspace Owner at least 30 days before the change takes effect.

13. Contact

RentRoll
13505 Parker Street
Omaha, NE 68154
phil@rentroll.app