Privacy Policy

Last updated: November 4, 2026

This Privacy Policy describes how Chanz Automation LLC, a Georgia limited liability company that develops and operates MyRentalMate ("MyRentalMate," "we," "us," or "our"), collects, uses and shares information when you use our software, websites and related services (the "Service").

MyRentalMate provides software to property management companies and other rental businesses ("Customer Organizations"). If you are a resident, owner, applicant, guarantor or prospect, you are dealing with a Customer Organization, which decides what information to collect about you and how to use it, and has its own obligations and privacy practices. We handle that information on its behalf. For most requests about your records, it is best to contact your property manager first.

1. Information We Collect

Depending on how you use the Service, it may hold:

• Account information: name, email address, phone number, role and the company you belong to. Passwords are stored only as a salted hash. If you turn on two-factor sign-in, we store its secret in encrypted form.
• Property and lease records: properties, units, residents, household members and occupants, owners, vendors, lease terms, rent and charges.
• Rental applications: contact details, current and past addresses, employment, income, pets, vehicles, other answers, and documents you upload such as proof of income.
• Social Security numbers and dates of birth: when a Customer Organization collects them. See Section 4.
• Screening information: results a Customer Organization records and, only if it turns the option on, screening or credit reports it uploads. See Section 4.
• Consents and signatures: your typed name and drawn signature, consent wording you agreed to, the time, your IP address, device information and a fingerprint of the document signed.
• Payments and accounting: charges, payments, deposits, ledgers, owner statements and bank reconciliation records. Card and bank details for online payments go directly to Stripe. We receive only limited details, such as the payment's status and amount, and we do not store full card numbers.
• Maintenance and legal records: work orders and photos, inspections, vendor bills, notices, lease violations, case records and court dates.
• Messages: a saved copy of email text sent through the Service, with private links removed.
• Inquiries: what prospects send from a public listing, including tour bookings, and what anyone sends from our contact form, along with the IP address.

2. Information Collected Automatically

• Usage and security data: IP address, browser and device information, pages and features used, sign-in activity, times and error reports. We use this to run and protect the Service, including to limit abuse.
• An audit log of sensitive actions, such as who changed a record or viewed a Social Security number.
• Cookies: we use one strictly necessary cookie to keep you signed in, which lasts up to 30 days or until you sign out. We do not use advertising cookies or third-party analytics trackers. When you make an online payment, Stripe's payment form may set its own cookies for fraud prevention.

3. How We Use Information

We use information to:

• Provide the Service, as each Customer Organization directs;
• Send messages such as invitations, sign-in links, receipts, reminders, notices and alerts;
• Secure the Service, detect abuse, fix problems and provide support;
• Bill Customer Organizations, reply to inquiries and improve the Service;
• Comply with the law and protect rights and safety.

MyRentalMate can compare an application with a Customer Organization's written criteria and show the result to its staff. People at the Customer Organization make the decision. We do not make rental decisions, and we do not use your information for advertising.

4. Social Security Numbers, Dates of Birth and Screening Reports

These receive extra protection:

• They are encrypted before they are stored, and they are kept out of logs, audit records and ordinary screens, which show only that a number is on file.
• Only a Customer Organization's administrators can view them. Viewing requires two-factor sign-in, the person's password and a stated reason, and each viewing is logged. Our support staff cannot view them.
• Customer Organizations may keep them for residents, guarantors and approved applicants, for example for judgments and collections. For applicants who are denied or who withdraw, they are deleted about 90 days later.
• Screening or credit reports are stored only if a Customer Organization turns that option on. They are encrypted, kept apart from general documents, opened only with a recorded reason, and deleted on a date the Customer Organization sets.

MyRentalMate is not a consumer reporting agency and does not furnish reports about you. To dispute what a report says, contact the agency that prepared it, whose name should appear on any adverse action notice you receive.

5. How We Share Information

We do not sell your personal information, and we do not share it for advertising. We share it only:

• With the Customer Organization whose records it is, and with the people it gives access. For example, staff see a household's application, each applicant sees only their own answers, and owners see the statements published to them.
• With service providers who work for us: Microsoft Azure (hosting, database, file storage and diagnostics), Twilio SendGrid (email) and Stripe (payments).
• With a tenant screening provider, only if a Customer Organization connects one and starts a check.
• With MyRentalMate support staff, who can reach a Customer Organization's records only through a support session that requires a reason, ends after one hour and is logged.
• When the law requires it, or to protect rights, safety and the Service.
• As part of a merger, acquisition or sale of assets, with notice as the law requires.

6. Security

We protect information with encrypted connections, access limited by role, separation of each Customer Organization's records enforced in the database, optional two-factor sign-in, single-use private links, audit logging, and locks that stop signed leases and accounting entries from being altered. No system is perfectly secure, and we cannot guarantee absolute security. We will notify you or your Customer Organization of a security incident as the law requires.

7. How Long We Keep Information

We keep information for as long as a Customer Organization's account is active and as it needs to meet its legal and business obligations. Signed leases, accounting entries and application decisions are generally kept as records rather than erased. Social Security numbers, dates of birth and screening reports follow the periods in Section 4. After an account ends, we delete or de-identify its data as our agreement provides, unless the law requires us to keep it.

8. Your Choices and Rights

• You can update your name, email address, phone number and password in your account, and choose some notification preferences.
• To see, correct or delete records a Customer Organization holds about you, contact that Customer Organization. It may need to keep some records by law or to defend legal claims. If you contact us, we will direct your request to it.
• Depending on where you live, you may have other rights over your personal information. We will respond as the law requires and will not discriminate against you for using them.

To reach us about your account or this policy, email privacy@myrentalmate.com.

9. Children

The Service is meant for adults, and we do not knowingly collect information directly from children under 18. An adult may list a minor as an occupant on an application or lease. If you believe a child has given us information directly, contact us and we will delete it.

10. Where Information Is Stored

The Service is hosted in the United States and is intended for use with rental property in the United States.

11. Changes to This Policy

We may update this policy. When we make a material change, we will update the "Last updated" date on this page and, where appropriate, tell you in the Service or by email.

12. Contact Us

Chanz Automation LLC (maker of MyRentalMate). Email: privacy@myrentalmate.com. Mail: PO Box 900, Dacula, GA 30019.