Draft for attorney review. Last updated October 30, 2026.

Privacy Policy

This policy explains what information Rental Tracker collects, how it’s used and the choices you have. “We” means the operator of Rental Tracker.

What we collect

Account information: your email address, sign-in details (passwords are stored hashed by our sign-in provider), and two-step sign-in settings.
Information you enter: rentals, owners and LLCs, tenants and applicants (such as names, phone numbers, emails, vehicles, pets and notes), payments, expenses, calendar items, notices, and files you upload.
Documents and records tied to rentals: tenants’ renters insurance proof (carrier, policy details and any file they upload), vendor work orders and invoices (including files vendors upload through their link), owner approvals and the name and note an owner types when approving, utility bills, owner payout records, and repair requests and messages tenants send through their portal.
Activity records: a history of changes in each account (what changed, when and by whom), so admins can review and undo changes.
Technical information: error reports from the app (the error message, the page, and your browser type), and standard server logs kept by our hosting providers, which include IP addresses.
Messages you send us through the app.

How we use it

To run Rental Tracker for you and the people you give access to.
To keep it secure, fix problems and improve it.
To reply to your messages and tell you about important changes, your trial or your subscription.

We don’t sell your information or your tenants’ information, and we don’t use it for advertising.

Tenants’ and applicants’ information

When you enter information about your tenants or applicants, you decide what to store and why, and you’re responsible for handling it lawfully. We process it on your behalf, only to provide the service. If a tenant asks us about their information, we’ll refer them to you.

Links for vendors and owners

When you send a vendor or an owner a link (for a work order or an approval), anyone who has that link can see that one job and respond to it, until the link expires. The vendor sees the address, the job, the tenant’s first name and access notes you allow. Treat these links like keys: send them only to the person they’re for.

Applicants not chosen

You can set how long declined applications are kept (default 12 months). After that, the applicant’s name, phone, email, address, income and other application details can be removed, and the decision and the rental they applied for are kept. The application form doesn’t ask for Social Security numbers or credit reports, and Rental Tracker doesn’t store payment card numbers.

Who we share it with

Service providers that run Rental Tracker for us: Supabase (database, sign-in and file storage, hosted in the United States), Vercel (website hosting), and content networks that deliver fonts and code libraries (Google Fonts, cdnjs, jsDelivr), which see your IP address when your browser loads them.
People you authorize: anyone you give access to an account sees that account’s information, limited by the access you choose.
Legal reasons: if required by law, or to protect the rights, safety or property of users, the public or us.
Business transfer: if Rental Tracker is sold or merged, under this policy’s protections.

Security

Information travels over encrypted connections. Each account’s records are separated by database rules that only let signed-in members see them, and owner-limited logins see only their own rentals. Two-step sign-in is available and required for admins who share access. No system is perfectly secure, so please use a strong password and two-step sign-in.

How long we keep it

Your data stays until you delete it or delete the account.
When you delete an account, its records, history and files are removed from the live service right away. Copies may remain in backups for a limited time.
Error reports are deleted after 90 days.

Your choices and rights

You can view, correct, export (Settings, then Backup and export) and delete your information at any time. Depending on where you live, you may have additional rights under laws such as the Oregon Consumer Privacy Act. To make a request, send us a message from the app.

Children

Rental Tracker isn’t for people under 18, and we don’t knowingly collect information from children.

Changes

We’ll post updates here and, for significant changes, tell you in the app or by email.