Privacy Policy

1. Introduction

RentBooks ("we", "our", or "us") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our property management service.

We comply with the Personal Information Protection and Electronic Documents Act (PIPEDA) and applicable provincial privacy legislation, including Quebec's Law 25.

2. Information We Collect

We collect information that you provide directly to us:

• Account information: Name, email address, password
• Property information: Property addresses, unit details, mortgage information
• Tenant information: Tenant names, contact information, lease details
• Financial information: Rent payments, expenses, payment records
• Documents: Files you upload such as leases, receipts, and other records

3. 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 technical notices, updates, and support messages
• Respond to your comments, questions, and requests
• Generate reports for your tax preparation

4. Data Storage and Security

Your data is stored securely using industry-standard encryption. We use secure HTTPS connections for all data transmission. Access to your data is restricted to authenticated users only.

We do not sell, trade, or rent your personal information to third parties. We may share information only as described in this policy or with your consent.

When you choose automatic lease extraction, the uploaded document is sent to OpenAI to read its details. OpenAI does not use data submitted through its API to train its models unless the account owner explicitly opts in.

5. Cookies and Tracking

We use essential browser storage for authentication. We use PostHog to understand how signed-in users use RentBooks, including feature use, completed actions, errors, return visits, clicks, interaction heatmaps and session replays. Events use a pseudonymous account identifier and limited usage metadata. Session replay masks typed values, rendered text, URLs and attributes that can carry application data, and blocks images, video, vector graphics, canvas, embedded pages and uploaded-file inputs. Request and response bodies and headers, console logs, tenant details, financial values and document content are not recorded. We do not track anonymous visitors. PostHog is hosted in the United States. Contact support@rentbooks.ca to request deletion of analytics events and recordings. New session recordings are configured for 30-day retention. PostHog sets event retention according to its plan; the event-retention window is not currently enforced for our project, so automatic event deletion after 12 months is not guaranteed.

6. Your Rights

Under PIPEDA and applicable privacy laws, you have the right to:

• Access your personal information
• Correct inaccurate information
• Request deletion of your information
• Withdraw consent for data processing
• Receive a copy of your data in a portable format

To exercise these rights, please contact us at support@rentbooks.ca.

7. Data Retention

We retain your personal information for as long as your account is active or as needed to provide you services. To request deletion of your account and data, please contact us at support@rentbooks.ca.

8. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of any changes by posting the new Privacy Policy on this page and updating the "Last updated" date.

9. Contact Us

If you have questions about this Privacy Policy or our privacy practices, please contact us at support@rentbooks.ca.