Privacy Policy

Privacy at a Glance

Welcome to RentWise. This Privacy Policy describes how RentWise ("we", "our", "us") collects, processes, stores, and protects personal information when you use our property and rent management platform — including our mobile app, web application, and this marketing website.

RentWise is a multi-tenant SaaS platform designed for landlords, property managers, property management companies, and tenants. By creating an account or using any part of our platform, you acknowledge and agree to this Privacy Policy.

Who We Are

RentWise is a professional property and rental management platform built to serve the complete lifecycle of property management — from adding properties and creating sub-units, to onboarding tenants, creating lease contracts, managing payment plans, recording transactions, and generating financial reports and analytics.

Our platform supports multiple organisations. When you register with RentWise, your account is associated with an Organisation, and all data you manage exists within that organisational context. Users may belong to multiple organisations, with completely isolated data between them.

For privacy enquiries: support@rentwiseglobal.com

Data We Collect

The type and amount of data we collect depends on your role in the platform (Admin, Property Manager, or Tenant) and which features you actively use.

Account & Identity Data

Property & Unit Data

• Parent Properties: Property name, type (e.g. Apartment Building, Commercial Building, Villa, House, Bungalow, Duplex, Townhouse, etc.), address, floor level, tenancy status (Available, Occupied, Under Maintenance, Reserved, Vacant, Inactive), area with unit of measurement, and images.
• Sub-Units / Units: Unit name, type (Apartment, Room, Studio, Loft, Office, Shop, Parking Space, Commercial Space, etc.), level, address, tenancy status, area details, and linked parent property ID.
• Property images and related media files uploaded through the platform's media management feature.

Tenant Data

• Tenant Profile: First name, last name, email, phone number, full address, and tenancy status (Active / Inactive).
• Identification Details: Government-issued ID type, ID number, and document expiry date.
• Emergency Contacts: Emergency contact names and phone numbers.
• Sub-Tenants / Occupants: Names and details of additional occupants sharing the tenancy.
• Disability / Accessibility Requirements: If voluntarily provided by the tenant.
• Tenancy Notes: Internal notes entered by property managers regarding the tenancy.
• Tenant invitation records, including email addresses used to invite tenants to the platform.

Contract Data

• Contract name, type (Parent Property Contract / Sub-Unit Contract), linked property, linked unit, linked tenant, and linked payment plan.
• Contract start date, end date, and status.
• Contract Terms: Agreed rent amount, payment frequency, deposit amounts, included utilities, and other lease terms.
• Termination & Renewal Terms: Notice period and renewal options agreed between landlord and tenant.
• Late Fee Policy: Late fee rate (flat or percentage), grace period in days.
• Rules & Regulations: Property use restrictions, subletting terms, and pet policies.
• Maintenance Terms: Maintenance responsibilities and repair obligations.
• Additional Terms: Furnished status, parking arrangements, and insurance requirements.
• Contract PDF previews and related uploaded documents.

Financial & Payment Data

• Payment Plans: Total contract plan amount, plan status, and the associated contract.
• Installment Plans: Installment label, coverage period, due date, grace-until date, rent amount, paid amount, late fee amount, waived-off amount, total due, overdue days, payment method, payment reference, paid date, and notes.
• Transactions: Payment date, payment frequency, transaction amount, payment method (e.g. bank transfer, cash, card, cheque), payment reference number, transaction type, status (paid, pending, overdue), approval status, approved-by user, approval timestamp, and any notes.
• Transaction PDF receipts generated within the platform and any attached proof-of-payment files.

Analytics & Reports Data

• Transaction history reports, property-level transaction reports, and tenant-level transaction reports — all generated from your own account data.
• Periodic revenue turnover dashboards and transaction distribution analytics.

Technical & Usage Data

• Device type, operating system, app version or browser version.
• IP address, session data, feature usage patterns, and error logs.
• Authentication tokens (JWT), session timer data, and locally cached entity data for performance.
• Push notification preferences and in-app notification event records (e.g. contract renewal alerts, overdue payment alerts).

Communication Data

• Messages submitted through our "Get in Touch" or "Help Center" contact forms (name, email, subject, message).
• Email correspondence with our support team at support@rentwiseglobal.com.

How We Use Your Information

We process your data only for legitimate purposes necessary to deliver the RentWise platform and its features:

• Account Management: Creating and maintaining your user account, organisation membership, and user profile.
• Property Management: Enabling you to add, edit, and manage parent properties and sub-units, including all property details, images, and tenancy status tracking.
• Tenant Onboarding: Facilitating tenant creation, profile management, and invitation via email link.
• Contracts: Creating and tracking lease contracts with all terms, managing termination and renewal workflows, and generating PDF contract documents.
• Payment Plans & Installments: Building structured payment schedules with instalment-by-instalment tracking, grace period management, automatic late fee calculations, and waiver processing.
• Transaction Recording: Logging rent payments, deposits, and all financial transactions with complete audit trails and PDF receipt generation.
• Analytics & Dashboards: Generating revenue turnover graphs, transaction distribution charts, and financial reports for your portfolio.
• Role-Based Access Control: Enforcing strict access so Admins, Property Managers, and Tenants only see data within their authorised scope.
• Notifications: Sending in-app and push notifications for overdue payments, contract renewals, and other important platform events.
• Support: Responding to enquiries sent via our contact forms or support email.
• Security: Detecting and preventing unauthorised access, fraud, and misuse through session management, JWT token validation, automatic token refresh, and API rate limiting.
• Platform Improvement: Using anonymised, aggregated analytics to improve performance, fix bugs, and develop new features.
• Legal Compliance: Fulfilling applicable legal and regulatory obligations.

Role-Based Access & Data Visibility

RentWise enforces strict role-based access control (RBAC). Your data visibility is determined by your assigned role and user type within your organisation:

These access controls are enforced at both the API level (server-side) and within the application interface. Tenants are identified by their email address within their organisation, ensuring they can only access their own tenancy records.

Data Sharing & Disclosure

RentWise does not sell, rent, or trade your personal information. Data is shared only in the following limited circumstances:

Within Your Organisation

Data you enter is visible to members of your organisation according to their role. Admins see all data; Managers see organisational data; Tenants see only their own records. Organisation data is never visible to members of other organisations.

Trusted Service Providers

We work with vetted third-party providers under strict data processing agreements, prohibited from using your data for their own purposes:

• Firebase (Google): Authentication (email/password, Google Sign-In), secure JWT token management, and email verification workflows.
• Cloud Hosting Infrastructure: Secure, encrypted server infrastructure hosting the backend API and database.
• Email Delivery Services: Transactional emails for tenant invitations, payment notifications, contract alerts, and support responses.
• Analytics Tools: Anonymised, aggregated usage data only — no personally identifiable information is shared.

Legal Requirements

We may disclose information if required by law, court order, or government authority, or if we believe in good faith that disclosure is necessary to protect our rights, your safety, or the safety of others.

Business Transfers

In the event of a merger, acquisition, or asset sale, your information may be transferred. We will notify you in advance, and you will have options regarding your data before any transfer takes effect.

Data Security

We implement industry-standard security measures across the RentWise platform:

• HTTPS Encryption: All data transmitted over secure HTTPS connections with TLS encryption.
• Secure Authentication: Firebase Authentication with secure JWT tokens. Passwords are never stored in plain text and are salted and hashed by Firebase.
• Token Lifecycle Management: Authentication tokens have limited lifespans, are automatically refreshed when needed, and immediately revoked on logout. Session timers enforce automatic logout after inactivity.
• Rate Limiting: API-level rate limiting prevents abuse, brute-force attacks, and automated scraping.
• Role-Based Access Controls: Server-side enforcement ensures users can only access data within their authorised scope.
• Database Security: Production databases are encrypted at rest, access-restricted to authorised systems only, and regularly backed up.
• Internal Access Controls: Access to production systems and user data is restricted to authorised RentWise team members with appropriate access logging.
• Vulnerability Management: We actively monitor for and promptly patch known security vulnerabilities in our platform and dependencies.

Data Retention

We retain your data only for as long as necessary to provide the service, fulfil legal obligations, and resolve disputes:

• Account & Profile Data: Retained for the duration of your active subscription plus 90 days following account closure (to allow account recovery).
• Property & Tenant Records: Retained for the lifetime of your account. Soft-deleted records (flagged with a deletion reason) are retained for audit purposes and may be permanently removed upon request.
• Contracts & Payment Plans: Retained for 5 years following contract expiration to support legal and financial audits.
• Financial Transactions: Retained for 7 years to comply with financial reporting and tax regulations.
• Support Communications: Retained for up to 3 years for quality assurance and support history.
• Anonymised Analytics Data: Retained indefinitely in anonymised form for platform improvement purposes.

Upon a verified deletion request, we will remove personal data within 30 days, subject to legally mandated retention requirements for specific record types.

Your Privacy Rights

You have the following rights regarding your personal data. To exercise any right, email us at support@rentwiseglobal.com. We will respond within 30 days.

Some requests may be subject to verification requirements. Certain records (e.g. financial transactions) may be subject to legal retention obligations that override deletion requests.

Cookies & Tracking

RentWise uses cookies and similar technologies (including local storage and shared preferences on mobile) to operate the platform and enhance your experience:

• Essential Cookies: Required for authentication, session management, and security. These cannot be disabled without breaking core platform functionality.
• Preference Storage: Stores your selected organisation, saved preferences, and display settings. On mobile, this uses device shared preferences (SharedPreferences).
• Performance Cache: Entities (properties, tenants, contracts, etc.) are cached locally to improve app performance and reduce API calls.
• Analytics Cookies: Aggregated, anonymised data used to understand how users interact with the platform.
• Security Tokens: JWT authentication tokens stored securely on your device for maintaining authenticated sessions.

You can manage browser cookies through your browser settings. Disabling essential cookies will prevent you from using core platform features.

Third-Party Services

Our platform integrates with the following third-party services, each governed by their own privacy policies:

• Google Firebase: Authentication (email/password sign-in and Google Sign-In), email verification, and secure JWT token management. See Firebase Privacy Policy.
• Email Delivery Services: Transactional emails for tenant invitations, payment notifications, contract alerts, and support replies are sent via a secure email provider.
• Push Notification Services: In-app notification delivery for overdue payments, contract renewals, and system alerts.
• PDF Generation: Contract PDF and transaction receipt PDF generation is handled within our platform. No external service receives your full contract or financial data for rendering.
• Media / File Storage: Property images and document uploads are stored on secure cloud storage infrastructure with access controls.

We do not use third-party advertising networks, social media tracking pixels, or data broker services.

Children's Privacy

RentWise is a professional business platform intended exclusively for users aged 18 and above. We do not knowingly collect personal information from individuals under the age of 18. If you believe a minor has submitted information to us, please contact support@rentwiseglobal.com and we will promptly delete the information.

Changes to This Policy

We may update this Privacy Policy periodically to reflect changes in our platform, legal requirements, or data practices. When we make material changes, we will:

• Notify you via email to the address registered with your account.
• Post the updated policy on this page with a new "Last Updated" date.
• Provide at least 14 days' advance notice before material changes take effect.

Your continued use of RentWise after changes are posted constitutes your acceptance of the updated Privacy Policy.

Contact Us About Privacy

If you have any questions, concerns, or requests regarding this Privacy Policy or your personal data, please reach out: