Privacy Policy

1. Roles: Controller and Processor

For website visitors, dashboard users, and callers to Rentive's own demonstration lines, Rentive acts as a controller of your personal information.

For data flowing through the Service in the course of operating a Customer's voice agent (including tenant phone numbers, call recordings, transcripts, lease information, and vendor contact information), the Customer is the controller and Rentive is a processor acting on the Customer's documented instructions.

2. Information We Collect

2a. Information you provide directly

When you submit a demo or contact form, we collect your name, email address, company name, and approximate door count, and, if you used our savings calculator, the estimate it produced. We also receive basic technical information about your browser.

When you book a call with us, our scheduling provider collects your name, email address, company, door count if you give it, and a phone number or your choice of video meeting, and adds the call to our calendar.

When you create a dashboard account, our authentication provider processes your name, email address, and login credentials. We may also receive profile information it makes available to us.

When your business subscribes, our payment processor collects the payment method; we receive the billing contact's name and email, the billed door count, and the invoice history, and never see full card or bank details.

When you call a Rentive demonstration line, we record and transcribe the call, and we may use your phone number to identify your business and follow up with you about Rentive.

2b. Information processed on behalf of Customers (voice agent)

When a Customer routes calls through Rentive, the following data is collected and processed:

• Tenant identifiers: name, phone numbers, email address where provided, and unit and property association
• Leasing inquiry data: when a Customer's leasing agent is enabled, the prospective tenant's name, mobile number, bedrooms wanted, budget, move-in timing, pets, preferred callback time, notes, and tour details
• Lease information: lease dates, unit assignment, rent amount, due day, late-fee terms, and similar facts the Customer chooses to make available to the agent
• Property and unit data: addresses, unit numbers, configuration, business hours, vendor lists
• Call content: transcripts, AI-written ticket summaries and, where enabled, call summaries, classification and triage outputs, and call recordings held by our voice provider
• Maintenance and dispatch records: tickets created, vendors contacted, SMS exchanges with vendors, status texts to tenants, timestamps, and outcomes; each vendor offered a job receives the tenant's name, phone number, property, unit, and issue in the offer text
• Tour and link messages: tour confirmations sent to prospective tenants, one-time link texts a caller agrees to receive, and any reply to them (including STOP and cancellation replies)
• Vendor contact information: vendor name, phone number, trade, dispatch preferences
• Customer staff contact information: names, phone numbers, and email addresses the Customer enrolls to receive alerts

2c. Automatically collected information

We do not use advertising cookies. When you visit our website or dashboard, our hosting provider logs basic request information such as IP address, browser and device type, pages requested, referring URLs, and timestamps, which we use for security and operations. We also use our hosting provider's web analytics, which sets no cookies, to count page views and see how the site is used. The dashboard uses cookies to keep you signed in.

3. How We Use Information

We use information to:

• Respond to demo requests and sales inquiries, including calls to our demonstration lines
• Understand how our website is used, with cookie-free analytics
• Provide, secure, and operate the Service for Customers (handling calls, generating tickets, dispatching vendors, sending notifications)
• Review individual calls to troubleshoot and improve how the agents handle them, and improve the Service using de-identified or aggregated data
• Send transactional notifications (e.g., maintenance ticket alerts) to designated Customer contacts
• Bill and collect fees, prevent fraud and abuse, and enforce our Terms of Service
• Comply with legal obligations and respond to lawful requests

We do not sell personal information. We do not share mobile phone numbers or SMS opt-in consent with any third party or affiliate for its own marketing purposes. We do not use tenant or prospective-tenant call data for advertising, we do not use it in identifiable form to train AI models, and we do not share one Customer's information with another Customer. We do not create voiceprints or other biometric identifiers from call audio.

4. Call Recording Disclosure

Calls to a Rentive-powered phone number are answered by an AI voice agent, not a person. At the start of each call the agent says that the caller is speaking with an AI assistant and that the call may be recorded. The Service records and transcribes those calls so the request can be triaged, logged, and acted on, for quality and safety review, and to help resolve questions about what was said. Recordings are held by our voice provider for a limited period; transcripts are kept as described in Section 7. In states that require the consent of every party, the spoken notice is given at the start of the call; a caller who does not wish to be recorded can end the call and reach the property manager or landlord through another channel. Customers are responsible for providing any further notice and obtaining any consent required by applicable call-recording laws before routing calls through the Service.

5. Sub-Processors

We share data with service providers (“sub-processors”) that help us operate the Service, only as needed for their function. Each operates under its own privacy policy and data processing terms. They fall into these categories:

A current list of our sub-processors is available on written request to support@rentive.ai. We require sub-processors to maintain appropriate security and confidentiality protections.

6. Data Hosting and International Transfers

Our main database and application hosting are in the United States. Some service providers process data in other regions in the course of their service: our workflow automation provider runs the agents' tools in the European Union and keeps recent run logs there (currently about 30 days), which can include names, phone numbers, and message content, and AI model and speech providers may process data elsewhere. We rely on our providers' contractual commitments and standard contractual mechanisms where applicable.

7. Data Retention

• Lead form submissions and booked calls: retained as long as necessary to follow up on the inquiry, then archived or deleted.
• Dashboard account information: retained while the account is active and for a reasonable period afterward.
• Voice-agent records (transcripts, tickets, messages, dispatches, and tour records): retained for the duration of the Customer's subscription plus 90 days after termination, unless earlier deletion is requested or longer retention is required by law.
• Call recordings: held by our voice provider for a limited period under its retention settings; a Customer can request a recording during that period.
• Tenant and lease records: retained only as long as necessary to operate the Service for the Customer, subject to the Customer's instructions.
• Backups and logs: retained for short, rolling periods, including the run logs our service providers keep, and overwritten or deleted in the ordinary course.
• Consent records: the lease addenda, existing-tenant notices, and vendor enrollment forms are kept by the Customer, which is the system of record for them. Rentive keeps the call records that capture spoken consent, each number's opt-out status, and the message log for four years after the last message, and provides them to the Customer on request.

8. Security Posture

We maintain administrative, technical, and physical safeguards appropriate to the information we hold, including:

• Encryption in transit and at rest
• Access controls that keep each Customer's data separate, applied to every application query
• Authenticated dashboard access
• Least-privilege access for our staff; secrets are not exposed in API responses or client-side code
• Logging and monitoring of system events

If a security incident results in unauthorized access to or acquisition of a Customer's data, we notify that Customer without undue delay, and within any period set by our agreement with that Customer, with the information reasonably available to help it meet its own notification duties.

No method of transmission or storage is fully secure. If you believe you have discovered a vulnerability, please contact us immediately at support@rentive.ai.

9. Your Rights and Deletion Requests

Depending on jurisdiction, you may have the right to access, correct, delete, port, or restrict the processing of personal information about you, or to object to certain processing. You may also have the right to withdraw consent where processing is based on consent.

To exercise these rights:

• Tenants and other individuals whose data was processed on behalf of a Customer: please contact the property manager or landlord that operates the line first. If you contact us instead, we will identify the property manager or landlord where we can, forward your request to them, and tell you that we have done so. As a processor, we will support the Customer in responding to your request.
• Dashboard users, website visitors, and callers to our demonstration lines: email support@rentive.ai with the request and enough information to verify your identity. We aim to respond within 30 days.

To stop text messages: reply STOP to any message from a Rentive-powered number, or ask the property manager or landlord, or us, by any other reasonable means. Opt-outs are honored promptly and in no event later than 10 business days after the request; you will receive one confirmation message and nothing further unless you reply START.

We do not discriminate against you for exercising any of these rights.

10. Sensitive Data: What We Do Not Process

The Service is not designed for, and Customers must not submit:

• Protected health information (“PHI”) subject to HIPAA
• Payment card data subject to PCI-DSS
• Government-issued identifiers (e.g., Social Security numbers, passport numbers, driver's license numbers)
• Bank account numbers or other financial account credentials

We are not a HIPAA business associate and do not sign Business Associate Agreements. We are not PCI-DSS certified.

11. Children's Privacy

The Service is intended for business use by Customers: businesses that manage residential rental properties, whether for others or as the owner (sole proprietors included). It is not directed to children under 13 (or 16 where applicable), and we do not knowingly collect personal information from minors. If you believe a minor has provided us information, please contact us so we can delete it.

12. Changes to This Policy

We may update this Privacy Policy from time to time. Material changes will be reflected by updating the “Last updated” date at the top, and where appropriate by additional notice. Continued use of the Service after changes are posted constitutes acceptance of the revised policy.

13. Contact

Questions or concerns about this Privacy Policy: