Privacy Policy

Who We Are

RentalRelay is a property management communication platform that connects tenants with their landlords and property managers via SMS. References to "we," "us," or "our" mean RentalRelay LLC, a Virginia limited liability company. References to "you" mean any person interacting with RentalRelay, including landlords, property managers, and tenants.

Contact: hello@rentalrelay.io

Information We Collect

When you interact with RentalRelay, we may collect the following information:

• Phone number — provided by your landlord or entered by you when you text your property management number.
• Name and email — provided by your landlord as part of tenant onboarding, or entered by you when you sign up as a landlord.
• Message content (including photos) — the text messages and any attached images you send to and receive from your property management number.
• Lease and tenancy information — such as your unit, property address, lease dates, and rent amount, as provided by your landlord.
• Lease document content — if your landlord uploads your lease as a PDF, the extracted text is processed by AI when answering tenant lease questions.
• Maintenance request details — descriptions of issues you report via text message.
• Vendor information — for landlords using vendor dispatch: vendor names, phone numbers, trades, and message history with vendors.
• Payment and billing data — for landlords paying subscription fees and for tenants paying rent: payment-card or bank-account details, billing addresses, and transaction metadata. This data is collected, processed, and stored exclusively by our payment processor (Stripe). RentalRelay does not store full card numbers.
• Account onboarding identifiers — for landlords enabling rent collection: identity verification information (such as legal name, date of birth, last four of SSN, or EIN) collected by Stripe Connect for KYC compliance. RentalRelay does not store this information directly.
• Technical and device data — when you visit our website, our analytics and hosting providers receive your IP address, browser type, user-agent, referring URL, and pages viewed.

How We Use Your Information

We use your information solely for property management communication, including:

• Responding to your inbound text messages about maintenance, lease questions, and property inquiries.
• Logging maintenance requests on behalf of your property manager.
• Notifying your property manager of urgent issues that require their direct attention.
• Maintaining conversation history so your property manager can review past communications.

We do not use your tenant or landlord account information for marketing, advertising, or promotional purposes. We use Google Analytics 4 for website traffic measurement only; GA4 may set cookies for measurement purposes, and you can opt out via Google's Ads Settings or by enabling Do Not Track in your browser.

SMS Messaging

RentalRelay sends SMS messages only in response to tenant-initiated conversations or for transactional property management notifications from your landlord. We do not send marketing or promotional text messages.

How Tenants Opt In

Tenants provide SMS consent during lease signing by completing the RentalRelay SMS Notification Opt-In Disclosure form. The form instructs tenants to text HELLO to their property's assigned phone number to activate notifications. By signing the form and texting HELLO, tenants authorize RentalRelay to send property management SMS notifications on behalf of their landlord.

Alternatively, a tenant may initiate contact at any time by texting the property management number — by doing so, they consent to receive SMS replies.

Opt-Out

Reply STOP to any message to opt out. You will receive a confirmation and no further messages will be sent. Opting out does not affect your tenancy or lease agreement in any way.

For complete SMS terms, see our SMS Terms & Consent page.

Information Sharing

We do not sell, rent, or share your personal information or phone number with third parties for marketing or advertising purposes.

We may share your information only in the following limited circumstances:

• With your property manager or landlord — your messages and tenancy information are accessible to the property management team responsible for your unit.
• Service providers (sub-processors) — we use the third parties listed below to operate the service. Each processes only the data needed for their function and is governed by their own privacy and security obligations.
• Legal requirements — we may disclose information if required by law, court order, or government regulation.

Sub-processors

We update this list when sub-processors change. Contact hello@rentalrelay.io if you'd like to be notified.

Data Retention

We retain your messages and tenancy information for as long as your landlord maintains an active account with RentalRelay, or as required for legitimate property management purposes. Your landlord may delete your information at any time through their dashboard. Upon account closure or upon a written deletion request to hello@rentalrelay.io, we delete personal information from active systems within a reasonable timeframe, except where retention is required for legitimate business or legal purposes. Phone numbers in opted-out status are retained indefinitely as a suppression list, per CTIA requirements. Database backups may persist for up to 30 additional days before rotation.

Data Security

Data is encrypted in transit using TLS 1.2 or higher and at rest using AES-256, provided by our underlying infrastructure providers (Supabase Postgres, Supabase Storage, Railway, Netlify). Access to production systems is role-based and organization-scoped. See our Security page for details.

Breach Notification

In the event of a data breach affecting your personal information, we will notify you within the timeframe required by applicable law (typically 30–72 hours of confirming the breach), via email and/or SMS where appropriate.

International Data Transfers

RentalRelay is hosted in the United States. Our sub-processors may process data in the United States and other jurisdictions. By using the service, you consent to data transfer to and processing in the United States and other jurisdictions where our sub-processors operate.

Your Rights

You have the following rights regarding your personal information, available to all users regardless of jurisdiction:

• Opt out of SMS at any time by replying STOP to any message.
• Request access to the personal information we hold about you, by contacting us at hello@rentalrelay.io.
• Request correction of inaccurate personal information.
• Request deletion of your personal information.
• Request portability of your data in a machine-readable format.
• Non-discrimination — we will not deny service or charge different prices because you exercise any of these rights.

To exercise these rights, email hello@rentalrelay.io. We will respond within 45 days. If we deny a request, you may appeal by replying to our response.

State Privacy Rights (CA, VA, CO, CT, UT, TX)

Residents of California (CCPA/CPRA), Virginia (VCDPA), Colorado (CPA), Connecticut (CTDPA), Utah (UCPA), and Texas (TDPSA) have specific rights regarding their personal information, including the right to know, delete, correct, and opt out of sale/sharing. The general rights above cover all of these. Use the contact email above to submit a request, and identify the state under which you are exercising your rights so we can process your request appropriately.

Do Not Sell or Share My Personal Information

RentalRelay does not sell personal information, and does not share personal information for cross-context behavioral advertising. No opt-out is necessary because no such sale or sharing occurs.

Children's Privacy

RentalRelay is not directed at individuals under the age of 13. We do not knowingly collect personal information from children.

Changes to This Policy

We may update this privacy policy from time to time. Changes will be reflected by the "Last Updated" date at the top of this page.

Contact Us

Questions about this privacy policy: hello@rentalrelay.io