Privacy Policy
1. Who this applies to
This policy covers AskRentAI customers (the property
operators and management companies who connect a Rent Manager account) and
visitors to askrentai.com. Your Rent Manager data may include
information about your residents and prospects; for that data you are the
“controller” and AskRentAI is your “processor” — see Section 3.
2. Our role
- For your Rent Manager data (property, financial, lease, resident, and prospect records we read on your behalf), you decide what we access and why. We process it only to carry out your requests. You are responsible for having the right to grant us access to that data, including any resident personal information it contains.
- For your AskRentAI account data (your email, name, connection settings, and billing details), we are the controller.
3. What we collect and process
| Category | Examples | Why |
|---|---|---|
| Account | Name, email, login sessions | Create and secure your account; sign you in by emailed link |
| Rent Manager connection | Your RM database URL, API username, API password, location ID | Connect to your RM account on your behalf. The password is encrypted at rest and never shown back to you |
| Your Rent Manager data | Property, financial, lease, resident, and prospect records returned by your queries | Compute the answers and reports you ask for. We retrieve this on demand; we don’t maintain a separate copy beyond short-lived caching and any report files you generate |
| Usage / audit logs | Which tools ran, when, success/failure, request IDs, timing | Operate, secure, debug, and (when billing is enabled) meter the service |
| Generated files | Report PDFs/Excel/CSV you ask us to produce | Stored per-account so you can download them via a link; retained temporarily |
| Billing | Subscription status, property counts, payment metadata (processed by Stripe) | Bill the service when billing is enabled. We do not store full card numbers |
| Marketing | Email you submit to our waitlist or trial form; basic request metadata | Follow up about the product |
4. How your data flows through AI assistants
AskRentAI is the bridge between Rent Manager and a third-party AI assistant that you choose (for example Claude, ChatGPT, or another assistant that supports connectors). When you ask a question, your prompt and the data we return are processed by that AI provider under that provider’s own terms and privacy policy, which we do not control. Please review the data practices of whichever assistant you connect. AskRentAI itself does not use your data to train any AI model.
5. How we use your data
- To provide, operate, secure, and improve the service.
- To respond to your requests and run the analytics and reports you ask for.
- To communicate with you about your account, support, and service changes.
- To meter and bill usage when billing is enabled.
We do not sell your data, share it for advertising, or use your Rent Manager data to train machine-learning models.
6. Service providers (sub-processors)
We use a small set of vendors to run the service. They process data only to provide their function to us:
| Provider | Purpose |
|---|---|
| Fly.io | Application hosting and data storage (United States) |
| Cloudflare | DNS and delivery of this website |
| Resend | Transactional email (sign-in links, account notices) |
| Sentry | Error monitoring |
| Stripe | Payment processing and billing (when enabled) |
| Your chosen AI assistant | Processes prompts and results under its own terms (Section 4) |
Rent Manager is operated by London Computer Systems, Inc.; your use of Rent Manager is governed by your agreement with them. We connect to it using the credentials you provide.
7. Security
- Your Rent Manager API password is encrypted at rest; access tokens and sign-in links are stored only as one-way hashes.
- All traffic is served over HTTPS/TLS.
- Each customer’s data is isolated to their own account, and access is scoped to the authenticated account on every request.
- No method of transmission or storage is perfectly secure; we work to protect your data but cannot guarantee absolute security.
8. Retention and deletion
- We keep account and connection data while your account is active.
- Generated report files and cached query results are short-lived.
- When you close your account (or ask us to offboard you), we delete your account record, your stored Rent Manager credentials, generated files, and associated logs. Limited records may be retained where required for legal, tax, or security purposes.
9. Your choices and rights
You can update your connection settings or rotate your Rent Manager credentials at any time from your account page, and you can ask us to delete your account by contacting us. Because your Rent Manager data (including resident information) belongs to you as the controller, requests from your residents or prospects about that data should be directed to you; we will assist you in responding as your processor. Depending on where you or your residents live, additional privacy rights may apply.
10. Data location
We store and process data in the United States. If you connect from elsewhere, you consent to processing in the United States.
11. Children
AskRentAI is a business product and is not directed to children, and we do not knowingly collect data from children.
12. Changes to this policy
We may update this policy as the product evolves. We’ll change the effective date above and, for material changes, notify account holders by email.
13. Contact
Questions about privacy: brian@askrentai.com.