Privacy Policy

Who controls your data

The landlord, property manager, or company administrator using RentThyme is generally responsible for the tenant, property, lease, payment, maintenance, document, and staff records they enter into the platform. RentThyme provides the software tools used to store, organize, and manage those records.

For privacy questions, data requests, or corrections, users may submit a request through the Data Request Center.

Information we collect

• Account details, including name, email address, phone number, role, login activity, and verification status.
• Property and tenancy records, including addresses, units, lease dates, tenant assignments, notices, and occupancy history.
• Payment and charge information, including rent charges, security deposits, balances, paid dates, and payment status.
• Maintenance, vendor, and communication records, including requests, messages, notes, photos, invoices, and vendor contact details.
• Uploaded documents, including leases, scans, receipts, tenant documents, notices, and related notes.
• Audit and consent logs, including actions taken in the platform, terms/privacy acknowledgements, timestamps, role, page URL, and user agent.

How information is used

• To provide landlord, tenant, portfolio, lease, payment, maintenance, messaging, document, and reporting workflows.
• To verify accounts, prevent unauthorized access, support audit trails, and secure the platform.
• To let landlords and authorized staff manage properties, tenants, leases, charges, vendors, and documents.
• To let tenants view their own assigned rental information, submit requests, upload/download shared documents, and communicate with the landlord.
• To comply with legal, accounting, dispute, security, and operational obligations.

Sharing and third parties

Information may be shared with the landlord/property manager account holder, authorized staff users, assigned tenants, vendors selected by the landlord, payment processors, hosting/storage providers, email/SMS/notification providers, and service providers needed to operate RentThyme.

If a payment processor, WhatsApp/SMS provider, cloud hosting provider, or document storage provider is used, that provider may process data outside Jamaica. RentThyme should keep a vendor/subprocessor record for these services.

Security and access controls

RentThyme uses account authentication, email verification, role-based permissions, Firestore and Storage rules, audit logs, and idle sign-out features to help protect personal data. Users are responsible for keeping passwords secure and granting staff permissions only where needed.

Your privacy rights

Users may request access to their personal data, correction of inaccurate data, deletion where legally appropriate, restriction or objection to certain processing, withdrawal of consent where processing depends on consent, and a copy/export of their information.

Some requests may be limited where records must be retained for lease, payment, accounting, legal, dispute, fraud prevention, or security reasons.

Retention

RentThyme should retain data only as long as needed for property management, tenancy records, accounting, legal compliance, dispute handling, audit history, and security. Administrators should define retention periods for closed leases, former tenants, documents, maintenance records, audit logs, and deleted accounts.

Questions and requests

Submit privacy requests through the Data Request Center. RentThyme may need to verify your identity before fulfilling a request.