RentSmart – Privacy Policy

Last updated: May 1, 2026

This Privacy Policy explains how RentSmart collects, uses, discloses, and safeguards information about individuals in connection with our websites, profiles, and Services. This Policy covers: (i) Customers, including property owners, landlords, property managers, housing providers, and related business users; (ii) Prospects who create, validate, refresh, share, or use a RentSmart SmartMatch Profile or inquire about a rental opportunity; and (iii) Visitors to our sites. This Policy does not apply to third-party websites or services that we do not control. We use SMS/MMS and email communications to facilitate scheduling, messaging, and updates; consent and opt-out controls are provided where required.

1. Information We Collect

1.1 Information You Provide

  • Account and Business Information (for Customers): name, company, role, contact details, property portfolio details, payment details (processed by our payment processor), user credentials.
  • Listings & Communications: property descriptions, photos, rent/fees, screening criteria, messages sent via the Services.
  • Prospect Information: name, contact details, date of birth, government ID, SSN or national ID if needed for screening or identity verification, employment and income information, rental history, references, consent forms, scheduling preferences, SmartMatch Profile information, property interests, sharing requests, profile status, profile activity, and any information submitted in connection with creating, validating, refreshing, sharing, or using a RentSmart SmartMatch Profile, rental inquiry, or property-specific interest.

1.2 Information We Obtain Automatically

Device and usage information (IP address, browser type, device identifiers), cookies and similar technologies, pages viewed, referring/exit pages, timestamps, and interaction data with app features (e.g., scheduling flows). For SMS/voice features, we collect telephony metadata (sender/recipient, timestamp, delivery status) from our communications provider.

1.3 Information from Third Parties

  • Consumer Reporting Agencies and Screening Providers: identity verification, credit information, criminal history where permitted by law, eviction records, fraud indicators, tenant screening information, and related report information, subject to your consents and applicable law.
  • Verification Sources: information from employers, income verification providers, prior landlords, property managers, references, public records, fraud-prevention providers, identity-verification providers, and other sources used to create, validate, refresh, score, or share a SmartMatch Profile or support a rental inquiry.
  • Listing Networks & Marketing Partners: lead data and engagement metrics.
  • Telephony/SMS Providers: delivery and engagement metadata.
  • Payment Processors: limited payment tokens, transaction details, charge status, refund status, dispute status, and related payment metadata. We do not store full card numbers.

1.4 Sensitive Personal Information

Where permitted and necessary (e.g., identity verification, background checks, fraud prevention), we may process sensitive identifiers (e.g., SSN, driver’s license), and, if you enable selfie/biometric verification via a partner, biometric templates. We will obtain explicit consent where required by law and will not use sensitive data for inferring characteristics.

2. How We Use Information

We use information to:

  • Provide, operate, secure, and improve the Services;
  • Facilitate listings, marketing, scheduling, self-showings, and SMS/email/voice communications (with consent where required);
  • Create, validate, refresh, maintain, score, display, and share RentSmart SmartMatch Profiles, and, where applicable, facilitate rental inquiries, property interest submissions, profiles, screening, and delivery of profile or screening-related information to landlords, property owners, property managers, housing providers, or other recipients selected, requested, authorized, or directed by the Prospect;
  • Maintain records of profile creation, profile activity, prospect authorizations, sharing requests, payment status, refund requests, dispute activity, and related compliance events;
  • Authenticate users and prevent fraud or misuse;
  • Communicate with you (service, transactional, marketing communications, subject to your choices);
  • Comply with law, enforce agreements, and protect rights, safety, and property;
  • Create aggregated or de-identified datasets for analytics, benchmarking, product development, and licensing to Customers and partners. Aggregated/de-identified data will not identify an individual or household and is not used to make housing decisions about specific individuals.

RentSmart currently operates in the United States. Our processing of personal information complies with applicable U.S. federal and state laws, including but not limited to the FCRA for screening, the TCPA for SMS, and state consumer privacy laws (e.g., California, Colorado, Connecticut, Utah, Virginia). Where those state laws apply, we honor associated rights and opt-out mechanisms. If we expand outside the U.S. in the future, we will update this Policy to address additional jurisdictions as needed.

4. Sharing of Information

We share information with:

  • Service Providers/Processors who perform services on our behalf (hosting, support, analytics, communications/SMS, identity verification, screening CRAs, payment processing, lock/IoT management). These parties are bound by contractual obligations to use information only as instructed.
  • Landlords, Property Owners, Property Managers, Housing Providers, and Authorized Recipients: Prospect information, SmartMatch Profile information, profile status, profile scores or recommendations where applicable, rental interest information, and screening-related information may be shared with landlords, property owners, property managers, housing providers, Customers, or other recipients that the Prospect selects, requests, authorizes, or otherwise directs RentSmart to share with. Where an Prospect submits information for a particular rental inquiry, information may also be shared with the Customer responsible for that rental opportunity.
  • Listing & Marketing Partners where you enable syndication.
  • Compliance and Safety: law enforcement, regulators, and others when required by law or to protect rights and safety.
  • Corporate Transactions: in connection with a merger, financing, acquisition, or dissolution.
  • Aggregated/De-identified Data: We may share or license aggregated or de-identified datasets that do not identify individuals or households.

Access to Screening Reports and Profile Information. Prospects may access certain SmartMatch Profile information through the RentSmart system where available. Some consumer reports, tenant screening reports, credit reports, background reports, or related screening information may be prepared by third-party consumer reporting agencies or screening providers. Where required by law, Prospects will receive notices explaining how to obtain copies, request information, or dispute inaccurate information with the applicable consumer reporting agency or screening provider. RentSmart may provide prospect-facing profile information, notices, report-related information, or copies where required or permitted by law.

State Privacy Disclosures. Some U.S. state privacy laws define “sale” or “sharing” broadly. We do not disclose personal information in exchange for money. If our use of cookies/ads or data licensing is deemed a “sale” or “sharing,” you may exercise your right to opt out via the “Do Not Sell or Share My Personal Information” link or by contacting us. We honor opt-out preference signals where required.

5. Cookies and Tracking Technologies

We use cookies and similar technologies for functionality, analytics, and (if enabled) advertising/retargeting. You can manage preferences via in-product settings or your browser. Some features may not function properly without certain cookies.

6. Data Retention

We retain personal information for as long as reasonably necessary to fulfill the purposes described in this Policy, including to create, validate, refresh, maintain, share, and support SmartMatch Profiles; provide the Services; comply with legal, regulatory, tax, accounting, payment, dispute, audit, and reporting obligations; resolve disputes; enforce agreements; prevent fraud; maintain security; and support product improvement.

SmartMatch Profile information and prospect data may be retained after the profile sharing period expires where needed for compliance, fraud prevention, audit logs, prospect support, payment records, chargeback or refund disputes, legal obligations, analytics, benchmarking, historical records, and product improvement, subject to applicable law and your rights.

Where required, we will delete or de-identify data upon verified request, or after it is no longer needed for the purposes for which it was collected. When we receive a deletion request, we may retain limited records for suppression, security, fraud prevention, legal compliance, dispute resolution, payment records, or other permitted purposes.

7. Your Rights and Choices

Depending on your location, you may have rights to access, correct, delete, or port your personal information, and to object to or restrict certain processing. You may also opt out of marketing communications at any time.

  • California/US State Privacy Laws: You may request access, deletion, correction, and opt-out of targeted advertising, sale, and certain profiling. We do not use sensitive personal information for additional purposes without consent.

To exercise rights, contact us at support@rentsmart.com. We may need to verify your identity and, if you are an agent, your authorization.

8. Children’s Privacy

Our Services are not directed to individuals under 18, and we do not knowingly collect personal information from children.

9. Security

We maintain safeguards designed to protect personal information, including encryption in transit and at rest, access controls, logging/monitoring, vulnerability management, and employee training. If we become aware of a security incident impacting personal information, we will notify affected parties and regulators as required by law.

10. International Transfers

If you access the Services from outside the United States, note that your information may be processed in the United States and other countries. Where required, we use appropriate transfer mechanisms.

11. Consumer Reports & FCRA

Where screening is performed, RentSmart may facilitate identity verification, tenant screening, credit, eviction, criminal history where permitted by law, fraud-prevention, and related screening workflows through third-party providers, screening providers, or consumer reporting agencies.

Depending on the workflow, an Prospect may authorize RentSmart to obtain information to create, validate, refresh, score, and share a reusable SmartMatch Profile, and a landlord, property owner, property manager, housing provider, or other authorized recipient may act as an end user of consumer report or screening information for rental housing purposes.

Prospects will receive disclosures and provide consent where required. Adverse action notices, where required, may be provided by the housing provider making the decision or by RentSmart on that provider’s behalf. Disputes regarding the accuracy of third-party consumer report information should be directed to the applicable consumer reporting agency or screening provider identified in the relevant notice, report, or disclosure.

RentSmart is not a consumer reporting agency unless expressly stated otherwise in a separate written disclosure required by law.

12. Data Controller/Processor Roles

For Customer user accounts and site Visitors, RentSmart is generally the controller/business for information processed for those accounts and site interactions.

For SmartMatch Profile creation, validation, renewal, prospect-directed sharing, payment processing, customer support, fraud prevention, compliance, and related profile services, RentSmart may act as a controller/business for certain Prospect information.

For Prospect information submitted or shared in connection with a particular property or rental inquiry, RentSmart may act as a service provider/processor to the relevant Customer, who may act as the controller/business for that property-specific use.

The applicable role may depend on the context, the Service used, the recipient of the information, and applicable law.

The Services may link to third-party sites or integrate with third-party devices/services. We are not responsible for their privacy practices; please review their policies.

14. Changes to this Policy

We may update this Policy periodically. We will post the updated Policy with a new “Last updated” date, and, if changes are material, we will provide additional notice. Continued use of the Services after the effective date constitutes acceptance.

15. Contact Us; DPO

If you have questions, concerns, or requests about this Policy or our practices, contact:

  • Email: support@rentsmart.com
  • Mail: RentSmart Solutions, Inc., 138 Davis Rd – Suite D, Martinez, GA 30907
  • Privacy Contact: Scott Anderson, +1 706-309-1000, support@rentsmart.com
  • EU/UK Representative or Data Protection Officer, if required by applicable law: RentSmart will provide applicable contact information where required.