Privacy Policy

1. Scope and Controller

This Privacy Policy applies to personal data collected through rentals websites, applications, APIs, and related services made available through https://rentcore.org. It covers landlords, tenants, applicants, property managers, support contacts, and visitors who interact with the platform.

rentals acts as the controller for personal data it collects and uses to operate the platform. In some cases, landlords, property managers, or other account holders may also provide information about other individuals for their own tenancy or property administration purposes, and they remain responsible for how they collect and submit that information.

2. Information We Collect

We collect information directly from you, automatically when you use the platform, and from other users or service providers involved in a transaction or tenancy workflow.

• Identity and contact details, such as your name, email address, phone number, address, and account profile information.
• Account and authentication data, such as login credentials, account preferences, role type, and verification status.
• Property and tenancy information, such as listings, lease-related details, tenant applications, maintenance requests, invoices, reminders, and communications.
• Payment and transaction information needed to process subscriptions, rent payments, withdrawals, refunds, deposits, and billing records.
• Support and communication content, including messages, uploaded files, attachments, and customer service requests.
• Technical and usage information, such as IP address, browser type, device data, log data, approximate location inferred from IP, and activity on the platform.
• Information provided by other users, for example when a landlord or manager creates a tenant record, uploads property contact details, or submits information related to a payment, application, or dispute.

3. How We Use Personal Data

We use personal data only where we have a legitimate business need, a contractual reason, your consent, or a legal obligation to do so.

• To create, authenticate, and manage user accounts.
• To publish, administer, and maintain property and tenancy records.
• To process rent, subscription, withdrawal, refund, and other platform transactions.
• To send operational messages, payment reminders, notices, security alerts, and support responses.
• To improve platform functionality, troubleshoot errors, measure performance, and develop new features.
• To prevent fraud, unauthorized access, abuse, and other harmful or unlawful activity.
• To comply with legal, tax, accounting, regulatory, and dispute-resolution requirements.

4. Legal Grounds for Processing

Depending on the service and your location, we rely on one or more of the following grounds to process personal data:

• Performance of a contract or steps taken before entering into a contract.
• Our legitimate interests in running, securing, and improving the platform, provided those interests are not overridden by your rights.
• Compliance with applicable legal and regulatory obligations.
• Your consent, where consent is required and can be withdrawn later.

5. When We Share Information

We do not sell personal information. We may disclose personal data only as necessary for the operation of the service or where disclosure is required or permitted by law.

• With other users on the platform where needed to complete tenancy, property management, payment, maintenance, or support workflows.
• With vendors and service providers that host infrastructure, process payments, send communications, store files, support analytics, or help us maintain security and operations.
• With banks, payment processors, or financial partners involved in processing a transaction or payout.
• With professional advisers, auditors, insurers, regulators, courts, or law enforcement bodies when needed to protect rights, investigate issues, or comply with law.
• As part of a merger, acquisition, restructuring, financing, or sale of assets, subject to appropriate confidentiality and transfer safeguards.

6. Cross-Border Transfers

Some of our service providers or technical systems may be located in countries other than the one where you live. Where cross-border processing occurs, we take steps reasonably designed to ensure that personal data receives an appropriate level of protection consistent with applicable law and our contractual arrangements.

7. Data Retention and Account Deletion

We keep personal data only for as long as reasonably necessary for the purposes described in this policy, including service delivery, recordkeeping, fraud prevention, tax, accounting, dispute handling, and legal compliance.

If you request account deletion, we delete or anonymize data where reasonably possible. Some information may be retained in backup systems or preserved in a limited form where retention is required for legal, security, fraud-prevention, financial, or audit reasons.

• Account credentials and profile records may be removed, anonymized, or permanently disabled so the account can no longer be used for login.
• Support messages, favorites, applications, stored files, and certain profile records may be deleted when they are no longer needed.
• Business records that must be preserved, such as transaction history, platform audit records, and some property or review history, may be retained in de-identified or limited form.

8. Security

We maintain administrative, technical, and organizational safeguards intended to protect personal data against unauthorized access, disclosure, alteration, loss, or misuse. No online service can guarantee absolute security, so you should also protect your password, device, and account credentials.

9. Your Rights and Choices

Subject to applicable law, you may have the right to access, correct, update, delete, or restrict the use of your personal data, to object to certain processing, or to withdraw consent where processing relies on consent.

• Request access to the personal data we hold about you.
• Ask us to correct inaccurate or incomplete information.
• Request deletion of information where we no longer need it or where deletion is otherwise required by law.
• Object to certain processing or ask us to limit how we use personal data in specific circumstances.
• Unsubscribe from non-essential communications using the tools provided in those messages or by contacting us directly.
• Raise a complaint with us or, where applicable, with a competent regulator such as Uganda's Personal Data Protection Office.

10. Cookies and Similar Technologies

We may use cookies, local storage, session technologies, and similar tools to keep you signed in, remember preferences, secure the platform, understand traffic patterns, and improve user experience. You can control cookies through your browser settings, but disabling them may affect some functionality.

11. Third-Party Services and Links

The platform may contain links to third-party websites, plug-ins, payment tools, or services that operate independently from us. Their privacy practices are governed by their own policies, and we encourage you to review those policies before providing information to them.

12. Children's Privacy

The platform is not intended for children and should be used only by individuals who can lawfully enter rental, property, or payment-related arrangements. If we learn that personal data has been collected from a child without appropriate authorization, we may delete that information or take other appropriate action.

13. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in the service, legal requirements, or our data practices. When we make material changes, we will post the revised notice on https://rentcore.org and may also notify users through the platform or by email where appropriate. The 'Last updated' date above shows when this version became effective.

14. Contact Us

If you have questions about this Privacy Policy, want to exercise your privacy rights, or need help with a data request, contact us using the details below or through our contact page.