🔒 Privacy at a Glance
- ✓ We collect only what's necessary to provide our services
- ✓ We never sell your personal information to third parties
- ✓ We use industry-standard encryption to protect your data
- ✓ You can request deletion of your data at any time
- ✓ We're transparent about who we share data with and why
- ✓ California residents have additional rights under CCPA
1 Introduction
My Rental Spot Inc. ("My Rental Spot," "Company," "we," "us," or "our") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your personal information when you use our website at www.myrentalspot.com, our mobile applications, and all related services (collectively, the "Services").
By accessing or using our Services, you acknowledge that you have read, understood, and agree to be bound by this Privacy Policy. If you do not agree with our privacy practices, please do not use our Services.
My Rental Spot Inc. is a property management software company headquartered in Orinda, California. We provide tools for landlords, property managers, property owners, and tenants to manage rental properties efficiently.
2 Information We Collect
We collect information in several ways depending on how you interact with our Services.
2.1 Information You Provide Directly
When you create an account, use our features, or communicate with us, you may provide:
Account Information
- Name, email address, phone number
- Password (stored in encrypted form)
- Profile photo (optional)
- Company or business name
- Billing address
Property Information
- Property addresses and descriptions
- Unit details (bedrooms, bathrooms, amenities)
- Rental prices and lease terms
- Property photos and documents
Tenant & Applicant Information
- Names, contact information, and identification
- Rental application details
- Employment and income information
- References and rental history
- Social Security Numbers (for tenant screening only)
Financial Information
- Bank account information (for ACH payments)
- Payment card information (processed by Stripe)
- Transaction history and payment records
Communications
- Messages sent through our platform
- Support tickets and customer service interactions
- Feedback and survey responses
2.2 Information Collected Automatically
When you use our Services, we automatically collect certain information:
Device & Usage Information
- IP address and approximate location
- Browser type and version
- Operating system and device type
- Pages visited and features used
- Time spent on pages and click patterns
- Referring website or source
Cookies & Similar Technologies
We use cookies, pixels, and similar tracking technologies to collect information about your browsing activities. See Section 5 for more details.
2.3 Information from Third Parties
We may receive information about you from third-party sources:
- Tenant Screening Services (TransUnion): Credit reports, background checks, eviction history
- Payment Processors (Stripe): Payment verification and transaction data
- Identity Verification Services: Identity confirmation data
- Public Records: Property ownership and tax records
3 How We Use Your Information
We use the information we collect for the following purposes:
| Purpose | Types of Data Used |
|---|---|
| Provide & Improve Services Operating our platform and features |
Account info, property data, usage data |
| Process Transactions Rent collection, payments, refunds |
Financial info, account info, transaction history |
| Tenant Screening Background and credit checks |
Applicant info, SSN (with consent) |
| Communications Service updates, support, notifications |
Contact info, communication preferences |
| Marketing Promotional emails, product updates |
Contact info, usage data (with consent) |
| Analytics Understanding usage patterns |
Usage data, device info, cookies |
| Security & Fraud Prevention Protecting accounts and detecting abuse |
Account info, device info, IP address |
| Legal Compliance Meeting legal obligations |
As required by law |
4 Information Sharing & Disclosure
My Rental Spot does not sell, rent, or trade your personal information to third parties for their marketing purposes.
We may share your information in the following circumstances:
4.1 Service Providers
We share information with trusted third-party service providers who assist us in operating our Services:
| Provider | Purpose | Data Shared |
|---|---|---|
| Stripe | Payment processing | Financial info, transaction details |
| TransUnion | Tenant screening | Applicant info, SSN |
| SURE Insurance | Renters insurance | Contact info, property details |
| Steadily Insurance | Landlord insurance | Contact info, property details |
| Google Analytics | Website analytics | Usage data, device info (anonymized) |
| Cloud Hosting Providers | Data storage & infrastructure | All data (encrypted) |
| Email Service Providers | Transactional & marketing emails | Email address, name |
4.2 Between Platform Users
Certain information is shared between users as necessary for the platform to function:
- Landlords ↔ Tenants: Names, contact information, lease details, payment status, maintenance requests
- Property Managers ↔ Property Owners: Property information, financial reports, tenant details, maintenance records
- Landlords ↔ Applicants: Application status, screening results (as permitted by law)
4.3 Legal Requirements
We may disclose your information if required to do so by law or in response to:
- Court orders, subpoenas, or legal process
- Requests from law enforcement or government agencies
- To protect our rights, property, or safety
- To prevent fraud or illegal activities
- In connection with a merger, acquisition, or sale of assets
4.4 With Your Consent
We may share your information for other purposes with your explicit consent.
5 Cookies & Tracking Technologies
We use cookies and similar tracking technologies to enhance your experience and analyze how our Services are used.
5.1 Types of Cookies We Use
| Cookie Type | Purpose | Duration |
|---|---|---|
| Essential Cookies | Required for basic site functionality, login sessions, security | Session / 1 year |
| Preference Cookies | Remember your settings and preferences | 1 year |
| Analytics Cookies | Understand how visitors use our site (Google Analytics) | 2 years |
| Performance Cookies | Monitor site performance and errors | 1 year |
5.2 Managing Cookies
You can control cookies through your browser settings. Most browsers allow you to:
- View what cookies are stored on your device
- Delete all or specific cookies
- Block cookies from all or specific websites
- Block third-party cookies
- Accept or reject cookies on a case-by-case basis
Note: Blocking essential cookies may prevent you from using certain features of our Services.
5.3 Do Not Track
Some browsers offer a "Do Not Track" (DNT) setting. Our Services do not currently respond to DNT signals. However, you can manage tracking through cookie settings and opt-out tools provided by analytics services.
5.4 Google Analytics Opt-Out
You can opt out of Google Analytics by installing the Google Analytics Opt-out Browser Add-on.
6 Data Security
We take the security of your personal information seriously and implement appropriate technical and organizational measures to protect it.
6.1 Security Measures
- Encryption: All data is encrypted in transit (TLS/SSL) and at rest (AES-256)
- Secure Infrastructure: We use industry-leading cloud providers with SOC 2 compliance
- Access Controls: Strict role-based access to personal data
- Authentication: Secure password hashing, support for two-factor authentication
- Monitoring: Continuous security monitoring and intrusion detection
- Regular Audits: Periodic security assessments and vulnerability testing
6.2 Payment Security
We do not store complete credit card numbers or bank account details on our servers. All payment information is processed and stored securely by Stripe, which is PCI-DSS Level 1 certified — the highest level of payment security certification.
6.3 Your Responsibilities
You are responsible for:
- Maintaining the confidentiality of your account credentials
- Using strong, unique passwords
- Logging out of shared devices
- Notifying us immediately of any unauthorized access
While we implement robust security measures, no method of transmission over the Internet or electronic storage is 100% secure. We cannot guarantee absolute security of your data.
7 Data Retention
We retain your personal information for as long as necessary to fulfill the purposes described in this Privacy Policy, unless a longer retention period is required by law.
7.1 Retention Periods
| Data Type | Retention Period | Reason |
|---|---|---|
| Active Account Data | Duration of account + 90 days | Service provision |
| Financial Records | 7 years after transaction | Tax and legal compliance |
| Tenant Screening Reports | 2 years or as required by FCRA | Legal compliance |
| Communication Logs | 3 years | Dispute resolution, legal |
| Analytics Data | 26 months (anonymized) | Service improvement |
| Deleted Account Data | 90 days, then permanently deleted | Recovery period |
7.2 Account Deletion
When you request account deletion:
- Your account is immediately deactivated
- Personal data is deleted within 90 days
- Some data may be retained for legal compliance (e.g., financial records)
- Anonymized data may be retained for analytics
- Backup copies are purged according to our backup retention schedule
8 Your Privacy Rights
Depending on your location, you may have certain rights regarding your personal information.
📋 Right to Access
Request a copy of the personal information we hold about you.
✏️ Right to Correction
Request that we correct inaccurate or incomplete personal information.
🗑️ Right to Deletion
Request that we delete your personal information, subject to certain exceptions.
📦 Right to Portability
Request your data in a structured, machine-readable format.
🚫 Right to Opt-Out
Opt out of marketing communications and certain data processing.
⚖️ Right to Non-Discrimination
We won't discriminate against you for exercising your privacy rights.
8.1 How to Exercise Your Rights
To exercise any of these rights, you may:
- Email us: privacy@myrentalspot.com
- Use in-app settings: Manage preferences in your account settings
- Mail us: My Rental Spot Inc., Orinda, CA
We will respond to your request within 30 days (or 45 days for complex requests). We may need to verify your identity before processing your request.
9 California Privacy Rights (CCPA)
If you are a California resident, you have additional rights under the California Consumer Privacy Act (CCPA) and California Privacy Rights Act (CPRA).
9.1 Your California Rights
- Right to Know: Request information about what personal data we collect, use, and disclose
- Right to Delete: Request deletion of your personal information
- Right to Correct: Request correction of inaccurate personal information
- Right to Opt-Out of Sale: We do not sell your personal information
- Right to Limit Use of Sensitive Personal Information: Limit how we use sensitive data
- Right to Non-Discrimination: Equal service regardless of privacy choices
9.2 Categories of Personal Information
In the preceding 12 months, we have collected the following categories of personal information as defined by the CCPA:
- Identifiers (name, email, phone, IP address)
- Personal information under Cal. Civ. Code § 1798.80(e) (name, address, financial info)
- Commercial information (transaction history, property records)
- Internet activity (browsing history, search history on our site)
- Geolocation data (approximate location from IP)
- Professional information (employment data from rental applications)
- Sensitive personal information (SSN for tenant screening, with consent)
9.3 How to Submit a CCPA Request
California residents may submit requests by:
- Email: privacy@myrentalspot.com (subject: "CCPA Request")
- Toll-free number: Contact us through our support channels
You may designate an authorized agent to make a request on your behalf. We will verify both your identity and the agent's authority.
9.4 Shine the Light
Under California's "Shine the Light" law, California residents may request information about personal data shared with third parties for direct marketing. We do not share personal information with third parties for their direct marketing purposes.
10 Marketing Communications
10.1 Types of Communications
We may send you the following types of communications:
- Transactional Emails: Account confirmations, payment receipts, security alerts (required for service)
- Service Updates: New features, platform changes, maintenance notices
- Marketing Emails: Promotional content, newsletters, tips (with consent)
10.2 Opting Out
You can opt out of marketing communications by:
- Clicking "Unsubscribe" at the bottom of any marketing email
- Adjusting your notification preferences in account settings
- Contacting us at privacy@myrentalspot.com
Please note that you cannot opt out of transactional emails essential to your use of the Services.
10.3 CAN-SPAM Compliance
We comply with the CAN-SPAM Act. All marketing emails:
- Clearly identify My Rental Spot Inc. as the sender
- Include our physical mailing address
- Contain a clear way to opt out
- Honor opt-out requests within 10 business days
11 Children's Privacy
Our Services are not intended for children under the age of 18. We do not knowingly collect personal information from children under 18.
If you are a parent or guardian and believe your child has provided us with personal information, please contact us immediately at privacy@myrentalspot.com. If we discover that we have collected personal information from a child under 18, we will promptly delete such information.
You must be at least 18 years old to create an account or use our Services. By using My Rental Spot, you represent and warrant that you are at least 18 years of age.
12 International Users
My Rental Spot is headquartered in the United States, and our Services are primarily designed for users in the United States.
12.1 Data Transfers
If you access our Services from outside the United States, please be aware that your information may be transferred to, stored, and processed in the United States, where our servers are located and our central database is operated.
12.2 International Privacy Laws
The data protection laws of the United States may differ from those in your country. By using our Services, you consent to the transfer of your information to the United States and the use and disclosure of your information in accordance with this Privacy Policy.
12.3 GDPR Notice (European Users)
If you are located in the European Economic Area (EEA), United Kingdom, or Switzerland, please note:
- Our Services are not specifically targeted at EEA residents
- If you choose to use our Services, your data will be transferred to the United States
- You may have additional rights under GDPR, which we will honor upon verified request
- Contact privacy@myrentalspot.com for GDPR-related inquiries
13 Third-Party Links & Services
Our Services may contain links to third-party websites, services, or applications that are not operated by us. This Privacy Policy does not apply to third-party sites.
We are not responsible for the privacy practices of third parties. We encourage you to review the privacy policies of any third-party services you access through our platform, including:
14 Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our practices, technologies, legal requirements, or other factors.
14.1 Notification of Changes
When we make changes, we will:
- Update the "Last Updated" date at the top of this policy
- Post the revised policy on our website
- For material changes, notify you via email or prominent notice in our Services
14.2 Your Continued Use
Your continued use of our Services after changes become effective constitutes your acceptance of the revised Privacy Policy. If you do not agree with the changes, you should stop using our Services and delete your account.
We encourage you to periodically review this Privacy Policy to stay informed about how we protect your information.
15 Contact Us
If you have any questions, concerns, or requests regarding this Privacy Policy or our privacy practices, please contact us:
| Company Name | My Rental Spot Inc. |
| Privacy Inquiries | privacy@myrentalspot.com |
| General Support | support@myrentalspot.com |
| Legal Inquiries | legal@myrentalspot.com |
| Location | Orinda, California, USA |
| Website | www.myrentalspot.com |
We will respond to your inquiry within 30 days. For CCPA or other privacy rights requests, we may require identity verification before processing your request.
Questions About Your Privacy?
We're committed to protecting your data. Reach out to our privacy team anytime.