Privacy Policy

Information we collect

Optimized Rentals collects information needed to operate a rental property management and tenant screening platform. This may include account details, organization details, property and unit records, rental applications, lease records, rent records, maintenance requests, condition reports, notices, communications, uploaded files, tenant database submissions, device details, usage logs, and payment or subscription information.

Tenants may provide application details such as contact information, rental history, employment information, references, household details, pet or smoking information, and other information they choose to submit. Landlords and property managers may provide information about rental units, applicants, tenants, lease terms, condition evidence, payment status, communications, and legal or tribunal documents.

How we use information

We use information to create and secure accounts, provide landlord and tenant workflows, process rental applications, support tenant screening, maintain rental records, send notifications and reminders, improve product reliability, provide customer support, prevent abuse, comply with legal obligations, and develop aggregated product insights.

We may use analytics and diagnostics, including Application Insights, to understand page traffic, performance, errors, conversion flows, and product usage. We use this information to improve the platform and measure which public pages lead to meaningful activation.

How information is shared

Information is shared according to the workflow a user chooses. For example, tenants may send applications to landlords, landlords may invite tenants to complete applications or condition reports, and organizations may share records with authorized team members. We may share information with service providers that help us host, secure, email, analyze, bill, or support the platform.

We do not sell personal information. We may disclose information if required by law, to protect the platform, to investigate abuse, to enforce our terms, or as part of a corporate transaction such as a merger, financing, acquisition, or sale of assets.

Tenant database records

The tenant database is intended for factual rental-history records, verified landlord reference routes, and source-validated public legal decisions. Pending submissions are not intended to appear in search results until reviewed. Reference submissions may create a connection route without publicly displaying private comments or ratings.

Users must only submit accurate information they are authorized to provide. Tenant database information must not be used for unlawful discrimination, harassment, retaliation, or any purpose prohibited by housing, privacy, human rights, consumer reporting, or other applicable laws.

Security and retention

We use reasonable administrative, technical, and organizational safeguards designed to protect platform information. No online system can be guaranteed completely secure. Users are responsible for protecting their login credentials and limiting access to authorized team members.

We retain information for as long as needed to provide the platform, maintain rental records, comply with legal obligations, resolve disputes, enforce agreements, and preserve audit history. We may retain de-identified or aggregated data for product analytics and reporting.

Your choices

You may update account information in the platform where available. You may contact us to request access, correction, deletion, or review of personal information, subject to identity verification, legal requirements, audit obligations, and records we need to provide or protect the service.

You can control some browser settings, cookies, email preferences, and notification permissions through your device or account settings. Operational messages, security notices, and transactional emails may still be sent when required to provide the service.

Contact

Questions about privacy or data handling can be sent to support@optimized.rentals.