Privacy Policy

Who we are

RentMaintain is a maintenance coordination service for independent landlords. It lets a tenant report a repair issue, lets the landlord dispatch a repair vendor, and keeps everyone informed by text message about when the repair will happen.

Information we collect

• Mobile phone numbers — from tenants who submit a maintenance request, and from repair vendors added by a landlord.
• Maintenance request details — the description, photos or video the tenant submits, and the property address it relates to.
• Repair records — scheduled times, completion photos, and cost, as reported by the vendor.
• Landlord account information — email address used to sign in.
• Inspection photos — when a landlord or tenant does a move-in or move-out inspection: room-by-room photos of the unit, notes on each item's condition, the time each photo was received, and the tenant's name and sign-off. Shared between the landlord and that tenant only.
• Entry instructions — how to get into a property (for example a lockbox code), if the landlord saves them. They are shown only to a vendor who has taken a job there, on that job's page, and are never sent by text.
• Phone calls — when someone calls the RentMaintain repair line, when a landlord calls their assistant, or when the assistant calls a vendor for a landlord: the phone number and a written transcript of what was said. Calls are not recorded as audio; speech is turned into text as the call happens, and callers are told at the start. A transcript is kept with the repair it concerns, or — for a landlord's call to their assistant — in that landlord's assistant history. A caller's call that doesn't lead to a repair request isn't kept, apart from its time and length.
• Language — the language a tenant uses on our pages (English or Spanish), so that their pages and texts about that repair come in it.
• Landlord billing — if a landlord subscribes, payment is handled by Stripe. We keep the Stripe customer reference, the plan and its renewal date; card numbers go to Stripe and never reach RentMaintain.

How we use your information

We use this information solely to coordinate the repair: to notify the landlord of the request, to send the job details to the repair vendor, to agree on an appointment time, and to record the completed work for the landlord's records.

Who we share information with

We do not sell your information and we do not share it for marketing purposes. We share the minimum necessary with:

• Your landlord — the maintenance request you submit is shown to the landlord of that property.
• The repair vendor assigned to your job — the property address, the issue description and photo, and the appointment time.
• Service providers who operate RentMaintain on our behalf — Twilio (text messages and phone calls, including turning speech into text and text into speech during a call), Vercel (hosting), Supabase (database and file storage), Railway (the server that connects phone calls to the assistant), Cloudflare (a private backup copy of photos) and Stripe (landlord payments). They may process this data only to deliver the service and may not use it for their own purposes.
• An AI service that helps your landlord with repairs — the text of your description, with any phone number or email removed, is sent to an AI model provider (currently DeepSeek, which processes data in China) to turn it into a short summary for your landlord and, if you wrote in another language, an English translation. When your landlord asks RentMaintain's assistant about a repair, it can also read that repair's messages, photos and inspection records to answer; phone numbers, emails and door or lockbox codes are removed from the text first. Your name and phone number are not sent. On a phone call, what the caller says is sent to the same provider, as text, so the assistant can reply.
• The RentMaintain team — may look at account records to give support, keep the service secure and fix problems. Every such look is logged.
• Site analytics — page views on our public pages (not on tenant, vendor or dashboard pages) are counted by our host, Vercel, without cookies.
• Legal requests — where we are required by law to do so.

Data retention and deletion

Maintenance records — repair requests, messages, photos and costs — are kept for as long as the landlord keeps their RentMaintain account, because landlords rely on them for tax and property records. If the landlord stops paying, the records stay available to them on the free plan. If the landlord closes their account, we keep the records for 90 days so they can be downloaded, then delete them; backup copies are deleted within 30 days after that. To request deletion of your personal information, email support@rentmaintain.com.

Security

Data is stored with access controls that restrict each landlord to their own properties, tenants, vendors, and repair records. Photos are stored with access-limited URLs, and the backup copy is kept in a private storage bucket that only RentMaintain's backup can write to.

Contact

Questions about this policy: support@rentmaintain.com