Privacy Policy

Last updated: April 18, 2026

Room Rental Manager is operated as a software platform for landlords and shared-housing operators. This Privacy Policy explains how Room Rental Manager may collect, use, store, disclose, and protect information when people visit the site, create accounts, manage listings, submit inquiries, contact support, or otherwise use the platform.

1. Who this Privacy Policy covers

This policy applies to information handled by Room Rental Manager through the platform, including:

• landlord/customer account information;
• property, room, listing, photo, caption, and description information submitted by customers;
• inquiry information submitted by prospective renters or visitors through public listing pages;
• billing, subscription, login, support, security, analytics, and usage information;
• communications sent to support or through platform tools.

2. Landlords independently receive and use inquiry information

When a prospective renter or visitor submits an inquiry through a landlord’s public listing page, that information may be made available to the landlord, property operator, manager, agent, or other customer responsible for that listing. Those parties are independent from Room Rental Manager and are responsible for how they use, store, respond to, protect, disclose, or act upon information they receive.

Room Rental Manager is not responsible for a landlord’s separate communications, rental decisions, screening decisions, lease decisions, recordkeeping, privacy practices, discrimination compliance, data security practices, or use of information after it is made available to them through the platform.

3. Information we may collect

Account and customer information

• name, business name, email address, phone number, login credentials, tenant/subdomain information, and account settings;
• subscription status, plan information, billing identifiers, trial status, and related commercial records;
• support requests, policy communications, and administrative notes.

Listing and property information

• property titles, descriptions, addresses or location information, room details, pricing, availability, amenities, captions, and photos;
• listing classifications, room types, visibility settings, and related public-page content;
• AI-assisted or translated text generated, edited, saved, or displayed through the platform.

Inquiry and prospect information

• names, email addresses, phone numbers, desired move-in dates, budgets, household or occupancy information, and messages voluntarily submitted by prospects;
• lead-source information, status notes, internal landlord notes, move-in tracking, and reply records added by landlord users;
• language and translation fields where multilingual inquiry support is used.

Technical and usage information

• IP address, browser type, device information, pages visited, timestamps, cookies, session identifiers, security logs, and similar technical records;
• analytics, fraud prevention, abuse prevention, performance, and diagnostic information.

4. How we use information

Room Rental Manager may use information to:

• operate, maintain, secure, and improve the platform;
• create and display public listing pages as directed by landlord users;
• deliver inquiries and lead information to landlord users;
• support dashboard, follow-up, lead-source, move-in, and analytics features;
• provide AI-assisted writing, translation, organization, and listing tools;
• process billing, trials, subscriptions, account status, and administrative access;
• respond to support, legal, privacy, policy, security, or abuse requests;
• detect, prevent, investigate, or respond to spam, fraud, security incidents, unlawful activity, policy violations, or misuse;
• comply with legal obligations and enforce our Terms of Service.

5. Sharing and disclosure

Information may be shared or disclosed:

• with the landlord/customer responsible for a public listing when a prospect submits an inquiry;
• with service providers that help us host, secure, process payments, send email, provide analytics, support operations, or operate platform features;
• with payment processors for billing and subscription handling;
• with AI, translation, infrastructure, logging, or technical providers when needed to operate requested features;
• when required by law, subpoena, court order, government request, or legal process;
• when we believe disclosure is necessary to protect rights, safety, security, users, the public, or the platform;
• in connection with a business transfer, merger, acquisition, financing, sale, restructuring, or similar transaction.

6. No sale of inquiry information to advertisers

Room Rental Manager is not designed to sell personal inquiry information to third-party advertisers. The core purpose of prospect inquiry information is to allow a prospect to contact a landlord or listing operator and allow the landlord to respond. If advertising, affiliate, analytics, or marketing tools are used, they should not be understood as making Room Rental Manager responsible for a landlord’s independent use of information they receive.

7. Cookies, sessions, and analytics

We may use cookies, sessions, analytics tools, logs, and similar technologies to keep users logged in, secure the platform, remember preferences, understand usage, prevent abuse, diagnose errors, and improve performance. Browser settings may allow users to limit cookies, but some platform features may not work properly without them.

8. Data security

We use reasonable administrative, technical, and organizational safeguards appropriate for a developing SaaS platform. No website, server, transmission, software system, or storage method can be guaranteed completely secure. Users should use strong passwords, protect account access, and avoid submitting unnecessary sensitive information.

9. Data retention

We may retain information for as long as reasonably necessary to operate the platform, provide services, maintain records, comply with legal obligations, resolve disputes, prevent abuse, enforce agreements, and support legitimate business needs. Landlords may maintain separate copies or records of prospect communications or inquiry information outside the platform.

10. User choices and requests

Users may contact us at [email protected] to request help with account, support, privacy, or deletion questions. Some information may be retained where required or permitted for legal, security, fraud prevention, billing, dispute, backup, or operational reasons.

11. Children

Room Rental Manager is intended for adults and business users. The platform is not directed to children. Users should not submit information from or about children except where they have authority and a lawful reason to do so in connection with a legitimate housing inquiry.

12. Sensitive information

Users should not submit unnecessary sensitive personal information through the platform. Landlords are responsible for ensuring that their forms, communications, screening practices, rental decisions, and information handling comply with applicable housing, privacy, consumer-protection, and anti-discrimination laws.

13. State, federal, and international privacy rights

Privacy rights may vary by location. Depending on applicable law, users may have rights to request access, correction, deletion, portability, or information about certain data practices. We will review requests sent to [email protected] and respond as required by applicable law.

14. Changes to this policy

We may update this Privacy Policy from time to time. The updated version will be posted on this page with a revised date. Continued use of the platform after changes means the updated policy applies.

15. Contact

Privacy questions may be sent to [email protected].