Privacy Policy

RentaKo(“we,” “our,” or “us”) operates the RentaKo platform, including the website at rentako.appand all related services (collectively, the “Service”). This Privacy Policy explains how we collect, use, disclose, and protect your personal information when you use the Service.

By accessing or using the Service, you agree to the collection and use of information in accordance with this policy. If you do not agree, please do not use the Service.

1. Information We Collect

1.1 Information You Provide Directly

• Account registration: Full name, email address, and password when you create an account.
• Profile information: Additional details you add to your profile (phone number, address, organization name).
• Property and rental data: Property names, addresses, unit details, rental descriptions, and listing photos you upload or enter.
• Lease and contract data: Lease terms, rent amounts, billing schedules, deposit amounts, and tenant information you enter when creating leases.
• Financial records: Invoice amounts, payment records, expense details, and withholding tax data you record in the system.
• Tenant information: Names, contact details, and identification information of tenants (Clients) you add to the platform. You are responsible for obtaining appropriate consent from your tenants for this data collection.
• Documents: Lease contracts, payment proofs, government IDs, permits, and other files you upload.
• Messages and tickets: Support requests, repair tickets, and communications between platform users.
• Inquiry data: Contact information submitted by prospective tenants through public rental listing inquiry forms.
• AI chat (Ask RentaKo): Questions you submit to Ask RentaKo on the public homepage. These are processed by our AI provider and may be stored to monitor service quality, detect abuse, and improve responses. Do not include personal tenant data, financial account numbers, or sensitive personal information in AI chat messages.

1.2 Information Collected Automatically

• Usage data: Pages visited, features used, session duration, and actions taken within the Service.
• Device information: Browser type, operating system, and screen resolution.
• IP address: Used for rate limiting, security, and geographic service compliance.
• Cookies and session data: We use HttpOnly session cookies to keep you signed in securely. See Section 8 for details.

2. How We Use Your Information

We use the information we collect to:

• Create and manage your account and authenticate your identity.
• Provide, operate, and improve the Service.
• Generate and deliver invoices, payment records, and financial statements on your behalf to tenants and stakeholders within your account.
• Send transactional emails and SMS notifications (e.g., invoice delivery, payment reminders, lease expiry alerts, repair ticket updates, password resets).
• Enable communication between account owners, managers, agents, tenants, and service providers within the same account.
• Respond to your support requests and communicate with you about your account.
• Monitor and analyze usage patterns to improve platform performance and user experience.
• Detect, prevent, and respond to fraud, abuse, and security incidents.
• Comply with legal obligations applicable in the Republic of the Philippines, including BIR tax reporting requirements.

We do not sell your personal information to third parties. We do not use your data for advertising profiling.

3. How We Share Your Information

We may share your information in the following limited circumstances:

3.1 Within Your Account Organization

When you add managers, agents, or other users to your account, they can access data within your account according to their assigned role. The account owner controls who has access and at what permission level. Tenant (Client) data is visible to users within the same account who have appropriate role access.

3.2 With Tenants and Service Providers

When a lease is created for a tenant (Client), that tenant can access their own lease information, invoices, payment records, and documents through the Client portal. When service providers are engaged for orders or repairs, they can see the service details assigned to them.

3.3 With Third-Party Service Providers

We use trusted third-party providers to operate the Service. These providers process your data only on our behalf and under strict data processing agreements:

• Microsoft Azure: Cloud application hosting, database, and file storage (documents, uploads, exports).
• Azure AI Foundry / Azure OpenAI: AI model processing for Ask RentaKo (public chat) and in-app AI features (Lease Draft Assistant, AR Insights). Your messages and relevant in-app context are processed by these services to generate responses. They are subject to Microsoft's data processing terms and are not used for model training without opt-in. We do not send tenant financial records or personally identifiable tenant data to AI services.
• Brevo (Sendinblue): Transactional email delivery (invoices, notifications, password resets, account alerts).
• Semaphore: SMS delivery for Philippine mobile numbers.

3.4 Legal Requirements

We may disclose your information if required by Philippine law, regulation, court order, or government authority — including the Bureau of Internal Revenue (BIR), Securities and Exchange Commission (SEC), or other regulatory bodies — or if we believe disclosure is necessary to protect the rights, property, or safety of RentaKo, our users, or the public.

3.5 Business Transfers

In the event of a merger, acquisition, or sale of assets, your information may be transferred as part of that transaction. We will notify you before your information is transferred and becomes subject to a different privacy policy.

4. Tenant Data — Your Responsibility as Account Owner

If you use the Service to manage tenant (Client) records, you act as the data controllerfor your tenants' personal information. This means:

• You are responsible for ensuring you have a lawful basis (e.g., the lease agreement) for collecting and processing your tenants' personal data.
• You are responsible for informing your tenants that their data is being managed using the RentaKo platform.
• You must handle tenant requests regarding their data (access, correction, deletion) in compliance with the Philippine Data Privacy Act.

RentaKo acts as a data processor on your behalf for tenant data stored on the platform.

5. Data Retention

We retain your personal information for as long as your account is active or as needed to provide the Service. If you request account deletion, we will delete or anonymize your personal information within 30 days, except where we are required to retain it for legal compliance, dispute resolution, or enforcement of our agreements.

Financial records (invoices, payments, lease records) may be retained longer where required by Philippine tax law and BIR regulations.

6. Data Security

We implement industry-standard security measures to protect your information:

• Authentication sessions use HttpOnly, Secure cookies — not accessible to JavaScript.
• Passwords are hashed using modern cryptographic algorithms; we never store plaintext passwords.
• Files are stored in Microsoft Azure Blob Storage with access controls and encryption at rest.
• All data in transit is encrypted via TLS/HTTPS.
• Signed URLs with expiry are used for secure document access links.
• Account data is strictly isolated — users from one account cannot access another account's data.
• Access to production systems is restricted to authorized personnel only.

No method of transmission or storage is 100% secure. If you believe your account has been compromised, contact us immediately at privacy@rentako.app.

7. Your Rights

Under the Philippine Data Privacy Act of 2012 (Republic Act No. 10173) and its Implementing Rules and Regulations, you have the following rights with respect to your personal data:

• Right to be informed: You have the right to know how your data is being collected and processed.
• Right to access: You may request a copy of the personal data we hold about you.
• Right to correction: You may request correction of inaccurate or incomplete personal data.
• Right to erasure: You may request deletion of your personal data, subject to our legal retention obligations (particularly financial and tax records).
• Right to data portability: You may request your personal data in a structured, machine-readable format.
• Right to object: You may object to processing of your personal data based on legitimate interests.

To exercise these rights, email us at privacy@rentako.app. We will respond within 15 business days. We may require identity verification before processing your request.

8. Cookies and Tracking

We use the following types of cookies:

• Session cookies (essential): Required for authentication. Stored as HttpOnly cookies; cannot be read by JavaScript or third-party scripts.
• Referral cookies: If you arrive via a referral link, a short-lived cookie stores the referrer ID to attribute your registration correctly.

We do not use advertising cookies, cross-site tracking cookies, or analytics services that share your data with advertising networks.

You can disable cookies in your browser settings, but this will prevent you from signing in to the Service.

9. Children's Privacy

The Service is intended for users who are at least 18 years old. We do not knowingly collect personal information from children under 18. If you believe we have inadvertently collected such information, please contact us at privacy@rentako.app and we will promptly delete it.

10. Third-Party Links and Services

The Service may contain links to external websites or government portals. This Privacy Policy does not apply to those third-party sites. We encourage you to review the privacy policies of any third-party services you access through or alongside RentaKo.

11. International Data Transfers

Your information may be processed in countries outside the Philippines by our service providers (e.g., Microsoft Azure, Brevo). When we transfer data internationally, we ensure appropriate safeguards are in place in accordance with the Philippine Data Privacy Act and applicable data protection regulations.

12. AI Features — Data Handling

RentaKo includes three AI-powered features. Here is how each handles your data:

Ask RentaKo (Public Chat)

• Available without login on the homepage.
• Questions are sent to Azure AI Foundry / Azure OpenAI for processing.
• Questions and AI responses are logged to our database for rate limiting, abuse detection, and quality monitoring.
• IP address is used for rate limiting (20 requests per hour per IP).
• Do not submit personal tenant information, financial account numbers, or other sensitive personal data in the public chat.

Lease Draft Assistant (In-App)

• Available to logged-in users during lease creation.
• The assistant receives the lease fields you are currently filling in to provide contextual guidance.
• It does not receive your full account data, all tenant records, or historical financial data.
• Responses are generated by Azure AI and are not stored beyond the active session.

AR & Collection Insights (In-App)

• Available to account Owners and Managers on the AR dashboard.
• The AI receives aggregated overdue invoice data (amounts, tenant names, days overdue) within your account to generate summaries and draft messages.
• Draft collection messages are shown to you for review — nothing is sent to tenants without your explicit approval.
• Insight summaries may be logged for quality monitoring.

In all cases: AI features process data to generate responses for you. They do not share your data with third parties beyond our AI provider (Azure), and AI providers do not use your data for model training under our agreement.

13. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. When we make material changes, we will notify you by email or by a prominent notice on the Service prior to the change becoming effective. Continued use of the Service after changes take effect constitutes your acceptance of the updated policy.

14. Contact Us

If you have questions, concerns, or requests regarding this Privacy Policy or your personal data, please contact our Data Protection Officer at: