Privacy Policy

This policy applies to everyone who uses Simple Rental Records: account holders, people invited into a business, and visitors to our website and live demo.

Simple Rental Records is built for rental businesses. It is not intended for anyone under 18.

Depending on how you use Simple Rental Records, we keep:

• Your name, email address, and password. Your password is stored in scrambled form, so no one, including us, can read it.
• Your sign-in settings, such as whether you use sign-in codes.
• The businesses you belong to, your role in each, and any invite codes owners create.
• Your houses, apartments, addresses, and rents.
• Payments received and paid, with their dates, categories, descriptions, and notes.
• Tenant names, contact details, tenancy dates, and notes you add.
• Leases and receipts you upload.
• The reports you run and save.

You choose what to enter. Most fields are optional, so leave anything blank that you would rather not keep here.

We use only the cookies needed to run Simple Rental Records:

• A sign-in cookie that keeps you signed in for up to 14 days.
• A short-lived cookie, used only while you enter a sign-in code, that lasts 10 minutes.
• A cookie that remembers you closed the demo notice, for 30 days. It does not identify you.

We do not use advertising cookies, analytics cookies, or third-party trackers. To protect accounts from password guessing, we briefly count sign-in, sign-up, password reset, and invite attempts. These counts are deleted automatically within an hour and are never used to build a profile.

We use your information only to provide Simple Rental Records. That means:

• Signing you in and keeping each business’s books separate.
• Showing your records and reports to the people in your business.
• Sending account emails, such as the link to confirm your email address, sign-in codes, and password reset codes, through our email provider, Brevo.
• Protecting accounts from password and invite-code guessing.
• Resetting the shared live demo each night.

We never sell personal information. We do not use your tenant or payment records for advertising, and we do not use your books to train AI models.

Only the owners and members of your business can see its houses, payments, tenants, files, and reports. People in other businesses cannot.

Leases and receipts are private. They can be opened only by people in the business they belong to, and they are never published at a public web address.

Sign-in and password reset codes are sent only to your account’s email address, and each code expires after 10 minutes.

The live demo is the exception. It is shared by everyone who opens it, contains only made-up records, and resets every night.

We may share information if the law requires it, or to protect Simple Rental Records and the people who use it. If that happens, we share only what is required.

Your account and books are kept until you change or delete them, or until the business is closed. When you confirm a deletion, that record is removed from your books. Sign-in codes expire after 10 minutes and are deleted once used.

Everything you enter in your books is backed up automatically every day. Backups are kept for a limited time and then deleted, so a record you delete may stay in a backup for a short while before it is gone for good. We use backups only to restore the service, never for any other purpose.

• Download your full ledger and any saved report at any time.
• Download any lease or receipt.
• Edit or delete tenant details, payments, files, houses, and teammates.
• Change your password and turn sign-in codes on or off from Your sign-in.
• Sign out on any device.
• Ask us to close your account or business. We will explain what will be deleted and help you download a copy first.

Tenant details are added by landlords, not collected from tenants by us. If you are a tenant and your details are in a landlord’s books, please contact your landlord, who controls that information.

Our Security page explains how we protect your account and your books. No system can be perfectly secure, so we also recommend a strong password, sign-in codes, and inviting only people who need access.

If we update this policy, we will change the date at the top of this page. If a change means your records will be used in a new way, we will tell you before it happens.

If you have a question about your privacy, we are happy to help.

Email support@simrentrec.com.