Privacy Policy

1. Who we are and what this covers

RentRealm, based in Fargo, North Dakota, builds websites for property managers and landlords. This policy covers rentrealm.com (including the free website check), the dashboard at app.rentrealm.com, and the websites we host for our customers on rentrealm.com subdomains and their own domains.

On a customer’s website, the property manager or landlord decides what to do with the information you send them, and their own privacy policy applies to how they use it. We store it and pass it to them on their behalf. Questions about a message you sent to a property manager are best asked to them directly; we will pass on any request we get.

2. Information we collect

When you use the free website check

• The web address you enter, and the report we produce from that site’s public pages.
• If you ask us to email the report: your name, email address and, if you give it, your phone number.

Each report has its own link. Anyone with the link can open the report, so share it only with people you want to see it. Report pages are hidden from search engines.

When you create an account and use the dashboard

• Your name, email address and password. We store only a one-way hash of the password, never the password itself.
• Your company details and website content: company name, phone, email, office address and hours, license numbers, logo, listings, photos, page text, the addresses that should receive lead emails, and links to your other tools.
• For each sign-in: the time, your IP address and your browser’s user agent, kept with the session.
• Notes you send us, such as a report that our Fair Housing checker held back a description by mistake.

When you contact a property manager through a website we host

• What you type into the form: your name, email address and/or phone number, details of your property (such as its address, number of units, bedrooms or condition) and your message.
• The page you sent it from, the website that referred you (its domain only) and any campaign tags in the page’s address, so the property manager knows which page and channel brought you.

Abuse protection

To limit spam and repeated requests, we keep a one-way, salted hash of the IP address that sent each form or website check. We don’t store the IP address itself with these. Our hosting provider also processes standard request information, such as IP address and browser type, to deliver pages and protect the service.

3. How we use information

• To run the service: host websites, sync listings, sign you in and show your leads in the dashboard.
• To send the emails you expect: website check reports, and new-lead notices to the property manager you contacted.
• To follow up with you about RentRealm if you asked for a website check report and gave us your contact details.
• To prevent spam, abuse and fraud, and to keep the service secure.
• To answer your questions and requests, and to meet legal obligations.

We don’t sell personal information, we don’t share it for targeted advertising, and we don’t show ads. We don’t use analytics or tracking tools on rentrealm.com, in the dashboard or on the websites we host.

4. Cookies

rentrealm.com and the websites we host set no cookies. The dashboard sets one cookie that keeps you signed in:

Some listing pages offer a virtual tour from Matterport, YouTube, Zillow, Kuula or CloudPano. The tour loads only when you click it, and that company may then set its own cookies under its own privacy policy. Maps on listing pages load map images from OpenFreeMap, which receives your IP address with each request.

5. Who we share information with

We share information only as described here:

• The property manager you contact. Form messages go to the company that runs the website, by email and in their dashboard.
• Service providers that run parts of RentRealm for us, under contracts that limit their use of the data to providing their service:

• When the law requires it, or to protect the rights, safety and property of our users, the public or RentRealm.
• If RentRealm is sold or merged, to the new owner, who must keep honoring this policy for information collected under it.

Listing details that property managers publish, such as addresses, prices and photos, are public by design.

6. How long we keep information

• Account and company information: while the account is open. Sign-in sessions expire after 7 days.
• Form messages to property managers: until the property manager asks us to delete them or closes their account, or you ask us to delete yours.
• Website check reports and report requests: until you ask us to delete them.
• Logs from our background jobs: one month.

7. Your choices and rights

You can ask to see, correct, export or delete the personal information we hold about you. Email privacy@rentrealm.com from the address you used with us, or call (701) 404-7858. We will answer within 30 days. Depending on where you live, you may have further rights under your state’s law; we honor them, and we won’t treat you differently for using them.

If your request is about a message you sent to a property manager, we will pass it to them as well, since they decide what happens to it.

8. Security

All pages are served over HTTPS. Passwords are stored only as one-way hashes, each company’s data is kept separate from every other company’s at the database level, and only a few RentRealm staff can see form messages and website check requests. No system is perfectly secure; if we learn of a breach that affects your information, we will tell you as the law requires.

9. Children

RentRealm is for adults. It isn’t meant for children under 13, and we don’t knowingly collect their information.

10. Changes to this policy

When we change this policy, we update the date at the top of this page. If a change is significant, we will also tell account holders by email or in the dashboard before it takes effect.

11. Contact

Questions or requests: privacy@rentrealm.com, or call (701) 404-7858. RentRealm, Fargo, North Dakota.