Rent-Track Privacy Policy

We may collect and process the following categories of information:

• Account information such as names, email addresses, phone numbers, roles, and authentication identifiers.
• Property and tenancy information such as owner, property, unit, tenant, lease, payment, deposit, and expense records.
• Communication data such as invitation emails, reminder emails, WhatsApp messages, replies, and message delivery events.
• Documents and attachments uploaded by users or received through supported communication channels.
• Technical information such as browser, device, IP address, usage logs, and basic security telemetry.

Information may be collected directly from users, from authorized property managers or owners using the platform, from imported portfolio data, and from connected third-party services used by Rent-Track.

Third-party services currently used in the platform may include Clerk for authentication, Convex for backend data processing and storage, Resend for email delivery and inbound reply processing, and the WhatsApp Cloud API for messaging features.

We use personal information to operate, secure, and improve Rent-Track, including to:

• create and manage user accounts and permissions;
• manage properties, units, leases, tenants, payments, expenses, and documents;
• send invitations, reminders, operational notices, and related service communications;
• receive, process, and store replies and attachments sent back to the platform;
• provide audit trails, communications history, and document records;
• monitor reliability, diagnose issues, and protect the platform against misuse or unauthorized access.

Where applicable law requires a legal basis for processing, Rent-Track may rely on one or more of the following: contract performance, legitimate interests, legal obligations, consent, or other lawful grounds available under applicable privacy law.

Property owners, agents, and administrators using Rent-Track are responsible for ensuring that information they enter into the platform is collected and used lawfully and that any notices or consents required for tenant communications are properly obtained.

Rent-Track may send transactional communications such as invitations, payment reminders, lease-related messages, and operational notifications by email or WhatsApp where configured.

Replies to those communications, including attachments, may be received, processed, and stored inside Rent-Track to support record-keeping, property operations, and communication history.

Message delivery is subject to the rules and policies of the underlying communication providers, including template and conversation-window requirements for WhatsApp.

Documents uploaded into Rent-Track, or received through supported reply flows, may be stored and linked to tenants, units, leases, or communications records.

These documents may include sensitive information. Users should only upload documents they are authorized to share and should avoid uploading unnecessary personal or confidential information.

We do not sell personal information. Information may be shared only as reasonably necessary to operate the service, comply with law, enforce rights, or support authorized property management workflows.

This may include sharing with hosting, communications, authentication, storage, and infrastructure providers that process data on behalf of the service.

We retain information for as long as reasonably necessary to provide the service, maintain business records, resolve disputes, enforce agreements, comply with legal obligations, and preserve operational history for the relevant property portfolio.

Retention periods may vary depending on the type of record, contractual arrangements, and applicable legal requirements.

Rent-Track uses reasonable administrative, technical, and organizational safeguards designed to protect information against unauthorized access, disclosure, alteration, or destruction. No system can guarantee absolute security, and users should also take appropriate steps to protect their credentials and devices.

Depending on the hosting and service providers used, personal information may be processed in jurisdictions outside the country where the data subject is located. Where required, appropriate safeguards should be used for such transfers.

Depending on applicable law, individuals may have rights to request access to, correction of, deletion of, restriction of, or objection to certain processing of their personal information, and may also have the right to lodge a complaint with a relevant regulator.

Requests will be handled in accordance with applicable law and subject to lawful limitations, verification requirements, and record-keeping obligations.

Rent-Track is intended for business and property management use and is not directed to children.

We may update this Privacy Policy from time to time. Updated versions will be posted at this URL together with the revised effective date.

For privacy-related questions or requests relating to Rent-Track, contact: johan@envisions.co.za