This Privacy Policy explains how Lease Rooster Inc. ("LeaseRooster," "we," "us") collects, uses, and shares personal information when you use our property-management platform. It applies to our customers (landlords and property managers) and to individuals whose information is processed through the service (such as tenants and applicants).
1. Our role
For information our customers enter about their own properties, leases, tenants, and applicants ("Customer Data"), the customer is the controller and LeaseRooster acts as a service provider / processor, handling that data on the customer's behalf and under our agreement with them. For information about the customer's own account and our website, we act as the controller. We do not sell personal information.
AI processing. We may use third-party AI services (e.g., Anthropic Claude) to process your queries for suggestions, analysis, or recommendations. These services have their own privacy policies and data handling practices. Your use of AI features is subject to those third-party terms. By using AI features, you consent to this processing. You can disable AI features in Settings. We do not use your Customer Data to train artificial intelligence models or large language models; your data is used solely to operate the service for you.
2. Information we collect
- Account information: name, email, password (hashed), company details, and role.
- Customer Data: property, unit, lease, document, and message data the customer enters, including information about their tenants and applicants.
- Application data (public forms): when an applicant submits an application for a public listing without creating an account, we collect their name, email, phone, address, and any documents or information they upload (e.g., proof of income, ID photos). We process this data on behalf of the property owner.
- Payment information: handled by our payment processor (Stripe). We do not store full card or bank numbers; we never store raw Social Security numbers (tenant screening is performed by a specialized consumer-reporting agency).
- Usage & device data: log data, IP address, browser type, and similar technical information, and limited cookies/local storage needed to run the app (e.g., authentication).
2a. Cookies and analytics
We use a small number of cookies and similar technologies, in two categories:
- Strictly necessary, required to operate the service, such as your authentication session and a cookie that remembers your cookie-consent choice. These are always active and do not require consent.
- Analytics, off by default. We use Google Analytics 4 (provided by Google LLC) to understand how visitors use our public website so we can improve it. Analytics cookies are set only after you accept them through our cookie banner.
What Google Analytics collects (only with your consent): usage and device
information (pages viewed, referring page, browser and device type); a pseudonymous
identifier, stored in the _ga cookies, that distinguishes your browser across
visits; and coarse, IP-derived location (such as country or region). We have configured
Google Analytics not to use this data for advertising and to disable Google Signals, and we
do not load it on signed-in operator, tenant, or admin pages. It is used solely to measure
and improve our public site.
Your choice. Analytics is opt-in: until you select "Accept" on the cookie banner, no analytics cookies are set and no analytics data is collected. You can change your choice at any time using the "Manage cookies" link in our footer; declining keeps analytics off.
Cookies we use:
-
_ga,_ga_<id>(analytics, consent-gated), set by Google Analytics to distinguish browsers and persist session state; expire up to 2 years after your last visit. -
lr_consent(strictly necessary), remembers your cookie choice so we do not ask again; expires after 180 days. - Authentication/session cookies (strictly necessary), keep you signed in.
Google processes analytics data as our sub-processor; see our sub-processor list and Google's own privacy documentation for how it handles that data.
3. How we use information
- provide, secure, and improve the service;
- authenticate users and process subscription payments;
- send transactional email (e.g., invitations, password resets, confirmations, notices);
- provide support and respond to requests;
- comply with law and enforce our Terms; and
- for AI-powered features: process queries to generate suggestions and recommendations (but not to train or fine-tune AI models).
We send marketing email only with a lawful basis or consent and always with an opt-out, separate from transactional messages.
We do not use your Customer Data to train, fine-tune, or improve any third-party AI models. Your data is used solely to provide the service to you.
4. How we share information
To run the platform we rely on service providers ("sub-processors") that process personal information only on our behalf and only to deliver their service to us. Our contracts prohibit them from using your information for their own purposes, including their own marketing. We do not sell your personal information, and we do not share it with third parties or affiliates for their marketing or promotional purposes. What our sub-processors do for us includes, for example: payment processing (Stripe); bank-account linking (Stripe Financial Connections); tenant screening (a consumer-reporting agency); email and text-message delivery (our email and SMS providers transmit messages for us and are not permitted to use your contact information, including your mobile number, for their own purposes); cloud hosting and storage; image and media handling; and website analytics, with your consent (Google).
Our current sub-processor list is maintained publicly. We may also disclose information to comply with law, enforce our agreements, or in a corporate transaction (with continued protection of the data).
4a. Internal access for support and security
Authorized LeaseRooster staff may access your account data when necessary to: (a) provide support you have requested, (b) investigate a suspected security or compliance incident, or (c) comply with a legal obligation. This may include viewing your account the way you see it (a read-only "view as owner" session), so we can troubleshoot what you are looking at. We log every such access, who accessed it, when, and at what scope, and the access is limited to read-only review unless you have explicitly authorized us to take an action on your behalf. Only verified LeaseRooster employees with multi-factor authentication can do this. We do not view your data for commercial purposes (for example, to train AI models or build other products). You may request the access log for your company by writing to [email protected].
4b. Applicant privacy rights
If you are an applicant who has submitted an application but not created a LeaseRooster account, your information is processed by the property owner. The owner is responsible for your privacy requests. To access, correct, or delete your application data, contact the property owner directly or email [email protected], and we will forward your request.
Screening notice. You have the right to know whether your application was declined based on a credit or background report. If it was, the property owner will provide you with an adverse-action notice that includes the reporting agency's contact information and your right to dispute the report.
4c. Mobile information and SMS
We do not sell, rent, or share your mobile phone number or your SMS/text-message opt-in consent with third parties or affiliates for their own marketing or promotional purposes, and we will not do so. Mobile opt-in data is never shared with third parties for marketing. We use your phone number only to operate the LeaseRooster messaging program you opted into (for example rent reminders, maintenance updates, and messages from your property manager) and to deliver those messages through our SMS provider acting as our service provider on our behalf. You can opt out of texts at any time by replying STOP.
5. Security
We use technical and organizational measures designed to protect personal information, including encryption in transit, access controls, and strict multi-tenant isolation so that one customer cannot access another's data. No method of transmission or storage is perfectly secure. Report security concerns to [email protected].
6. Data retention
We retain personal information for as long as needed to provide the service and for legitimate legal, accounting, and dispute-resolution purposes. Customers can export and delete Customer Data; after account closure we delete or de-identify data per our retention schedule.
7. Your privacy rights
Depending on where you live, you may have privacy rights under:
- California: CCPA/CPRA, rights to access, delete, opt-out of sale/sharing, and correct your information.
- Colorado: CPA, rights to access, delete, correct, and opt-out of targeted advertising.
- Connecticut: CTDPA, rights to access, delete, correct, and opt-out of processing for targeted advertising.
- Texas: TDPSA, rights to access, delete, correct, and opt-out of processing for targeted advertising.
- Virginia: VCDPA, rights to access, delete, correct, and opt-out of processing for targeted advertising and profiling.
We do not sell or "share" personal information for cross-context behavioral advertising.
To exercise a right, contact [email protected]. We will respond within the timeframe required by law (typically 30 to 45 days). If your information was provided to us by a landlord/customer (e.g., you are a tenant), we will generally direct your request to that customer as the controller and assist them as required.
California Shine the Light. If you are a California resident, you may request information about the categories of personal information we shared with third parties for their marketing purposes. However, LeaseRooster does not share personal information for third-party direct marketing; we only share with service providers for operational purposes. Contact [email protected] for confirmation.
8. Children
The service is not directed to children under 13, and we do not knowingly collect their data.
9. Where data is processed
The service is operated in the United States; by using it, you understand data is processed there.
10. Changes
We may update this Policy and will post the new effective date; material changes will be notified as required by law.
11. Contact
Privacy questions and data-subject requests: [email protected]. Legal notices: [email protected].