Privacy Policy

Effective Date: May 7, 2026 Last Updated: May 7, 2026

RentSimple Software Inc., together with its affiliates ("RentSimple," "we," "our," or "us"), provides AI-powered software solutions and services for property management (collectively, the "Services"). This Privacy Policy ("Policy") describes how we collect, use, disclose, and protect information through the Services, our website at www.rentsimple.ai (the "Site"), and any other interactions you may have with us.

PLEASE READ THIS POLICY CAREFULLY. BY USING THE SERVICES OR THE SITE, OR BY COMMUNICATING WITH AN AI AGENT POWERED BY RENTSIMPLE, YOU AGREE TO THIS POLICY. IF YOU DO NOT AGREE, DO NOT USE THE SERVICES.

1. Important Notice About AI Communications

If you are a current or prospective tenant, resident, or other individual interacting with a property manager through the Services, you should know:

• You may be communicating with an AI agent. Our Services include automated AI assistants that conduct conversations by text, email, web chat, and voice on behalf of property managers and owners (each, a "Customer"). Where required by applicable law, the AI will identify itself as such.
• Your communications are recorded and processed. All communications made through the Services — including text messages, emails, chat sessions, and where applicable voice calls — are recorded, stored, and processed by RentSimple to deliver the Services to the Customer.
• By continuing to communicate through the Services, you consent to the recording, storage, and processing of your communications as described in this Policy.
• If you do not consent, please do not use the Services. You may instead contact the property manager or owner directly through alternative channels they offer (such as in-person, by mail, or by their direct phone line).

2. Scope of this Policy

For purposes of this Policy:

• "Customer" means a property management company, property owner, or other entity that has contracted with RentSimple to access the Services.
• "Authorized User" means an individual who accesses the Services as, or on behalf of, a Customer, including the Customer's personnel.
• "Tenant User" means a current tenant, prospective tenant, resident, applicant, or other individual who interacts with the Services in connection with a property managed or owned by a Customer.
• "Site Visitor" means an individual who visits the Site outside the context of a Customer's use of the Services.
• "You" refers, as applicable, to Customers, Authorized Users, Tenant Users, and Site Visitors.

This Policy applies to our handling of personal information about all of the categories above.

3. Information We Collect

We collect different categories of information depending on how you interact with us.

3.1 Information from Tenant Users

When you interact with the Services as a Tenant User (for example, by texting, emailing, calling, or chatting with an AI agent associated with a property), we collect:

• Contact information: name, phone number, email address, and where you provide it, mailing address.
• Communication content: the text, audio, transcripts, and metadata of your communications with the Services, including messages you send and our AI agent's responses.
• Leasing-related information: information you provide in response to AI prompts about your housing inquiry, such as desired move-in date, unit preferences, household size, pets, employment status (general), and similar leasing-related responses.
• Maintenance-related information: information about maintenance requests, including descriptions and photographs you choose to submit.
• Device and technical information: IP address, device identifiers, browser type, and similar information when you interact with our web-based interfaces.
• Communications metadata: phone numbers, email addresses, time stamps, message status, and call duration.

3.2 Information from Customers and Authorized Users

When a Customer or Authorized User uses the Services, we collect:

• Account information: name, business email, phone number, employer, role, username, and password.
• Configuration data: information about the properties, units, workflows, and policies the Customer configures within the Services.
• Usage data: how Authorized Users interact with the Services, including pages visited, features used, and actions taken.
• Communications with us: support requests, sales inquiries, and other correspondence with our team.

3.3 Information from Site Visitors

When you visit the Site, we collect device and online activity information automatically through cookies and similar technologies, including IP address, browser type, operating system, pages viewed, time spent, and referring URLs. From your IP address we may infer your general location (city/region).

3.4 Information from Other Sources

We may receive information about you from:

• Customers (for example, when a Customer uploads tenant contact information into the Services)
• Public sources (such as business directories) for sales and marketing
• Service providers and integration partners (such as property management systems and CRMs that the Customer has connected to the Services)

4. Information We Do Not Collect or Process

RentSimple is committed to data minimization. The Services are designed not to collect, store, or process the following categories of personal information:

• Social Insurance Numbers, Social Security Numbers, or other national identification numbers
• Full payment card numbers, bank account numbers, or banking credentials
• Government-issued identification document images (e.g., driver's licenses, passports), except where a Customer has expressly configured an integration that requires them
• Health, medical, or biometric information
• Information about racial or ethnic origin, religious beliefs, sexual orientation, or political opinions

If a Tenant User submits any of the above through the Services (for example, by sending a photo of a driver's license to an AI agent), RentSimple will not knowingly retain or process that information beyond what is necessary to redact, delete, or return it. Tenant Users should not submit such information through the Services, and Customers are contractually prohibited from configuring the Services to collect it without RentSimple's prior written consent.

5. How We Use Your Information

We use your information for the following purposes:

• To deliver the Services: route communications between Tenant Users and Customers, generate AI agent responses, schedule tours, manage maintenance requests, and provide reporting to Customers.
• To improve the Services: analyze how the Services are used, identify defects, and develop new features.
• To train and improve our AI models: subject to the limitations described in Section 6 below.
• To secure the Services: detect and prevent fraud, abuse, security incidents, and unauthorized access.
• To communicate with you: respond to your requests, provide customer support, send service announcements, and where you have consented, send marketing communications.
• To comply with legal obligations: respond to lawful requests, enforce our agreements, and protect our legal rights.
• For business operations: billing, audit, internal reporting, and corporate transactions.

5.1 Legal Bases (for users in the EEA, UK, or other jurisdictions where required)

We process personal information on the following legal bases:

• Performance of a contract with you or with the Customer through which you interact with the Services.
• Legitimate interests in operating, securing, and improving the Services, where those interests are not overridden by your rights and freedoms.
• Compliance with legal obligations to which we are subject.
• Consent, where required by law, which you may withdraw at any time.

6. AI Training and Aggregated Data

We may use information collected through the Services to train, fine-tune, and improve the AI models that power the Services. Where we do so:

• We do not sell, license, or share Customer Data or Tenant communications with third parties for the training of their AI models.
• We do not use identifiable Customer Data or Tenant communications to train AI models intended for use by other Customers, except where we have first de-identified or aggregated the data so that it cannot reasonably be associated with any individual, property, or Customer.
• We may generate and use aggregated and de-identified data (for example, statistical patterns, conversation flow analytics, and general performance metrics) for any business purpose, including improving and developing the Services and our AI models. Aggregated and de-identified data is not personal information.
• Customers may opt out of having their Customer Data used for AI training (other than for aggregation or de-identification) by contacting us or by exercising opt-out rights provided in the Services or their Customer agreement.

7. How We Share Your Information

We share information in the following ways:

• With the Customer. Information collected from or about a Tenant User is shared with the Customer who manages the property in question, so that the Customer can lease, manage, and communicate with current and prospective tenants. The Customer's own privacy policy governs the Customer's use of that information.
• With Service Providers (Subprocessors). We share information with third-party service providers who perform services on our behalf, including cloud hosting, telecommunications providers (for SMS and voice), email delivery, analytics, fraud prevention, customer support tooling, and AI infrastructure providers. These providers are bound by written agreements that limit their use of personal information to the services they provide to us. A current list of our material subprocessors is available on request to privacy@rentsimple.ai.
• With Affiliates. We may share information within the RentSimple corporate family for the purposes described in this Policy.
• For Legal and Safety Reasons. We may disclose information when we believe in good faith that disclosure is necessary to (a) comply with applicable law or legal process; (b) enforce our agreements or protect our rights, property, or safety, or those of others; (c) detect, prevent, or address fraud, security, or technical issues; or (d) respond to a verified emergency involving risk of death or serious bodily harm.
• In Connection with a Business Transaction. We may transfer information in connection with a merger, acquisition, financing, sale of assets, or similar transaction, or in the event of insolvency or bankruptcy.
• With Your Consent. We may share information with third parties when you have directed or consented to that sharing.

We do not sell personal information, and we do not "share" personal information for cross-context behavioral advertising as those terms are defined under the California Consumer Privacy Act.

8. Data Retention

We retain personal information only for as long as is necessary for the purposes for which it was collected, plus a reasonable additional period for legal, compliance, audit, and dispute-resolution purposes. Specifically:

• Tenant communications and conversational data: retained for the duration of the Customer's contract with us, plus up to twenty-four (24) months after the conversation ends or the Customer relationship terminates, after which the data is deleted or de-identified, except where longer retention is required by law or required to defend a legal claim.
• Customer account data: retained for the duration of the Customer's contract, plus up to ninety (90) days after termination to allow data export, after which it is deleted or de-identified except as required by law.
• Site analytics and cookie data: retained for up to twenty-five (25) months from collection.
• Marketing data: retained until you unsubscribe or request deletion.
• Billing and tax records: retained for the period required by applicable tax and accounting law (typically 7 years in Canada).
• Aggregated and de-identified data: may be retained indefinitely.

A Customer may instruct us to delete Customer Data earlier than the periods above by contacting us. Tenant Users wishing to request deletion of their personal information should first contact the relevant property manager (the Customer); see Section 11 below.

9. Data Security

RentSimple implements technical, administrative, and physical safeguards designed to protect personal information against accidental or unlawful destruction, loss, alteration, unauthorized disclosure, or access. These safeguards include:

• Encryption of personal information in transit (TLS 1.2 or higher) and at rest (AES-256 or equivalent)
• Role-based access controls and the principle of least privilege
• Multi-factor authentication for administrative access
• Logging and monitoring of access to systems containing personal information
• Regular vulnerability scanning, penetration testing, and security training for personnel
• Subprocessor due diligence and contractual security requirements
• Maintenance of an information security program aligned with the SOC 2 Trust Services Criteria

No method of transmission over the Internet or method of electronic storage is 100% secure. While we strive to protect your personal information, we cannot guarantee its absolute security. You acknowledge that you provide your information at your own risk.

10. Data Breach Notification

If RentSimple becomes aware of a security breach involving personal information that creates a real risk of significant harm to affected individuals, we will:

• Notify the relevant Customer in accordance with the timing and process set out in our agreement with the Customer (and in any event within seventy-two (72) hours of confirmed awareness, unless prohibited by law enforcement);
• Notify regulators where required by applicable law (including the Privacy Commissioner of Canada under PIPEDA and the Information and Privacy Commissioner for British Columbia under PIPA BC);
• Cooperate with the Customer to support notification of affected individuals where notification is required by law or by the Customer's own policies; and
• Maintain records of the breach in accordance with applicable law.

11. Your Rights and Choices

Depending on where you live and your relationship with us, you may have the following rights with respect to your personal information:

• Access to the personal information we hold about you
• Correction of personal information that is inaccurate or out of date
• Deletion of personal information, subject to limitations imposed by law and our legitimate business needs
• Restriction or objection to certain processing
• Portability of personal information you have provided to us
• Withdrawal of consent, where processing is based on consent

11.1 How to Exercise Rights

• If you are a Tenant User: Most of your personal information is provided to us by, and held on behalf of, a property manager (the Customer). Please direct rights requests to the property manager in the first instance. The Customer will route the request to us if our action is required.
• If you are a Customer or Authorized User, Site Visitor, or other individual: Contact us at privacy@rentsimple.ai. We may need to verify your identity before responding.

We will respond to verified requests within the time periods required by applicable law. Some information may be exempt from rights requests where we have an ongoing legal, contractual, or compliance obligation to retain it.

11.2 Marketing Choices

You may opt out of marketing communications at any time by clicking the unsubscribe link in our marketing emails or by contacting privacy@rentsimple.ai. We may still send you transactional and service-related communications.

11.3 Cookies

You can manage cookies through your browser settings. If you disable cookies, some functionality of the Site may not work as intended.

12. International Transfers

RentSimple is headquartered in Canada. Personal information we collect may be processed and stored in Canada, the United States, and other jurisdictions where we or our service providers operate. These jurisdictions may have data protection laws that differ from those in your country of residence, and government and law enforcement authorities in those jurisdictions may be able to access personal information under their local laws. Where required, we use contractual and other safeguards to protect personal information transferred internationally.

By using the Services, you understand and acknowledge that your personal information will be transferred to and processed in jurisdictions outside your country of residence, including in Canada and the United States.

13. Information for Canadian Residents (PIPEDA and PIPA BC)

If you are located in Canada, this section applies to you in addition to the rest of this Policy.

Accountability and Privacy Officer. RentSimple has appointed a Privacy Officer who is responsible for our compliance with applicable Canadian privacy laws, including the Personal Information Protection and Electronic Documents Act (PIPEDA) and British Columbia's Personal Information Protection Act (PIPA BC). You may contact the Privacy Officer at privacy@rentsimple.ai or in writing at the address in Section 18.

Consent. We rely on your consent (express or implied, depending on the sensitivity of the information and the circumstances) to collect, use, and disclose your personal information for the purposes described in this Policy. You may withdraw consent at any time, subject to legal and contractual restrictions and reasonable notice. Withdrawing consent may affect our ability to continue providing the Services to you.

Limitation of Collection and Use. We collect, use, and disclose only the personal information necessary for the purposes described in this Policy, and we do not use it for unrelated purposes without your further consent.

Access and Correction. You may request access to, and correction of, the personal information we hold about you, subject to limited exceptions under PIPEDA and PIPA BC.

Complaints. If you have a privacy complaint, please contact our Privacy Officer first. If you are not satisfied with our response, you may complain to the Office of the Privacy Commissioner of Canada (priv.gc.ca) or the Office of the Information and Privacy Commissioner for British Columbia (oipc.bc.ca).

14. Information for Quebec Residents (Law 25)

If you are located in Quebec, in addition to the rights described above, you have the right to:

• Be informed about decisions made exclusively through automated processing of your personal information that produce legal or similarly significant effects, and to request human review of such decisions;
• Request that personal information you have provided be communicated to you or transmitted to a third party in a structured, commonly used technological format;
• Be informed of the locations where your personal information is stored or processed, including outside Quebec.

We do not use exclusively automated decision-making to produce legal or similarly significant effects on you. Where AI is used to support decisions about leasing or tenancy, a Customer's human personnel make the final decision.

15. Information for California Residents (CCPA/CPRA)

If you are a California resident, you have specific rights under the California Consumer Privacy Act, as amended by the California Privacy Rights Act ("CCPA"). The categories of personal information we collect and the purposes for which we use them are described in Sections 3 and 5 of this Policy. Sources of personal information are described in Section 3.4. Categories of recipients are described in Section 7. Retention is described in Section 8.

Your CCPA Rights. You have the right to:

• Know what personal information we have collected about you and how we have used and disclosed it
• Request deletion of personal information we have collected from you, subject to exceptions
• Request correction of inaccurate personal information
• Opt out of the "sale" or "sharing" of personal information (we do not sell or share personal information as those terms are defined under CCPA)
• Limit the use and disclosure of sensitive personal information (we do not use sensitive personal information beyond what is necessary to provide the Services)
• Non-discrimination for exercising your CCPA rights

To exercise these rights, contact us at privacy@rentsimple.ai. We will verify your identity before processing your request. Authorized agents may submit requests on your behalf with proper documentation.

Shine the Light. We do not share personal information with third parties for their direct marketing purposes.

16. Information for EEA, UK, and Swiss Residents (GDPR)

If you are located in the European Economic Area, United Kingdom, or Switzerland, you have rights under the General Data Protection Regulation (or local equivalents) including access, correction, deletion, restriction, objection, and portability. The legal bases on which we rely are described in Section 5.1.

You have the right to lodge a complaint with your local supervisory authority. We do not currently have an EU/UK representative; for inquiries, contact privacy@rentsimple.ai.

17. Children's Privacy

The Services are not directed to, and we do not knowingly collect personal information from, individuals under the age of sixteen (16). If we learn that we have inadvertently collected personal information from a child under 16, we will delete it. If you believe a child has provided personal information to us, please contact privacy@rentsimple.ai.

18. Third-Party Links and Features

The Services and Site may contain links to third-party websites and services. We are not responsible for the privacy practices of those third parties. We encourage you to review the privacy policies of any third-party services you visit.

19. Changes to this Policy

We may update this Policy from time to time to reflect changes in the law, our practices, or the Services. When we make material changes, we will provide reasonable notice (for example, by posting a notice on the Site or notifying Customers by email). The "Last Updated" date at the top reflects the most recent revision. Your continued use of the Services after a Policy change constitutes acceptance of the updated Policy.

20. Contact Us

If you have questions, concerns, or requests regarding this Policy or our handling of your personal information, please contact our Privacy Officer:

Privacy Officer RentSimple Software Inc. 202 - 2438 Marine Drive West Vancouver, BC V7V 1L1 Canada Email: privacy@rentsimple.ai

We will acknowledge requests promptly and respond within the time periods required by applicable law.