Privacy Policy

Last updated September 28, 2026

RentMouse is property-management software operated by RentMouse, a Canadian business (“RentMouse”, “we”). This page describes, in plain language, what information the platform handles, what it does with it, where it is stored and how long it is kept.

Who is responsible

RentMouse is responsible for the personal information it controls. Our Privacy Officer is accountable for this policy and for questions, access requests and complaints about personal information. Contact the Privacy Officer at hello@rentmouse.com with “Privacy” in the subject line.

What we collect

Your account email address, display name, and a password we store only as a cryptographic hash (scrypt) — never as the password itself. The property, unit, tenant, lease, rent, maintenance, and document records you create. Files you upload, which are stored in our database under your account's isolation. If you joined the waitlist, the email address you gave us. Operational records — sign-in attempts, activity logs, and email delivery status — kept so the platform works and so problems can be diagnosed.

Renter inquiries from landlord pages

When a renter uses the message form on a landlord’s public page, we collect the name, email address, optional phone number and message they enter, and which rental it is about. We deliver it to that landlord by email and keep it in the landlord’s Inquiries inbox. The landlord decides how to respond and is responsible for how they use it afterwards. The form is protected by a spam check (see Cloudflare Turnstile below); we do not use inquiries for marketing.

A landlord’s page may show a map of a rental’s area from Google Maps, which means the visitor’s browser requests the map from Google.

Cookies

RentMouse sets one essential cookie, rm_session, which keeps you signed in; platform staff accounts use one additional essential cookie for support access. Essential site behavior works whether or not you allow analytics.

Optional website analytics

On public marketing, feature, pricing, blog, guide, help, calculator, and legal pages, you can choose to allow analytics from Google Analytics and Microsoft Clarity. If you allow it, Google Analytics counts visits, the pages viewed, how visitors arrived (for example, from a search engine), and when someone clicks through to start a free account; Clarity helps us understand page use through interaction metrics, heatmaps, and session replay (on marketing, feature, blog, guide, and legal pages). Both help us improve the website. We do not load either tool before you opt in, and we do not load them on login, signup, account, tenant, billing, admin, signing, or other authenticated product pages. Form inputs are not part of this public-page analytics scope.

You can refuse analytics without losing site features, or change your choice later through Analytics settings in the site footer. Revoking consent ends the current analytics session and removes the analytics cookies set by Clarity and Google Analytics. Microsoft processes Clarity data under its own Privacy Statement, and Google processes Google Analytics data under the Google Privacy Policy. RentMouse turns off Google Analytics' advertising features (Google signals and ad personalization) and does not use either tool for advertising. We also use privacy-friendly, cookie-free page counts from Vercel Web Analytics.

How your information is used

To run the product you signed up for: showing you your portfolio, generating invoices, sending the transactional email the product describes (invitations, reminders, receipts, verification links), and answering support requests. We do not sell your information, and we do not use it for advertising.

Who processes it

Running RentMouse involves a small set of service providers, each doing one job: Vercel hosts the application, Supabase hosts our database, Stripe processes subscription payments, Resend delivers transactional email, Cloudflare Turnstile checks that sign-up and inquiry forms are sent by people rather than bots, and — only when you opt in on public pages — Google Analytics and Microsoft Clarity provide website analytics. When you write to support, OpenAI may be used to draft a reply that a person reviews before it is sent; the request is made with storage turned off. Payment card details go directly to Stripe through their hosted checkout — card numbers never touch RentMouse servers. Fonts are loaded from Google Fonts, which means your browser requests font files from Google when a page loads.

Each provider may use the information only to perform its service for us.

Where your information is stored

RentMouse’s hosting and service providers operate outside Canada, mainly in the United States. Your information is therefore stored and processed in the United States and possibly other countries, where it is protected by our contracts with those providers but may be accessible to courts, law-enforcement and national-security authorities under the laws of those countries. By using RentMouse you acknowledge this transfer; contact the Privacy Officer if you have questions about it.

Tenant information

Landlords enter information about their tenancies — names, contact details, leases, payment records. That data belongs to the landlord's account, is isolated from every other account at the database level, and is used only to provide the service to that account. Renters invited to the tenant portal see their own tenancy and nothing else. A renter who wants to see or correct what a landlord has recorded should ask that landlord; we will help the landlord respond.

How long we keep it

Account records are kept while your account is open. When you ask us to delete your account, we delete its records within 30 days, except billing and transaction records we must keep for tax and accounting purposes, which are kept for as long as the law requires. Copies in encrypted backups are overwritten on the backup cycle. Renter inquiries stay in the landlord’s inbox until the landlord deletes them or the account is deleted. Security and activity logs are kept only as long as needed to protect the service and investigate problems. Waitlist addresses are deleted on request.

Your choices and rights

You can correct your own records in the product at any time. You may ask us for access to the personal information we hold about you, to correct it, to receive a copy of it, or to delete your account and its data, and you may withdraw consent to optional processing such as analytics. Write to the Privacy Officer; we answer within 30 days. Verification and invitation emails are part of the product; addresses that bounce or complain are automatically suppressed from further sending, and optional emails (news, tips, surveys) have a one-click unsubscribe.

If you are not satisfied with our answer, you may contact the Office of the Privacy Commissioner of Canada, or the privacy regulator where you live (for example, the Commission d’accès à l’information du Québec).

Security incidents

If a breach of security involving your personal information creates a real risk of significant harm, we will notify you and the relevant privacy regulator as the law requires.

Contact

Questions about this policy or your data: Privacy Officer, RentMouse — hello@rentmouse.com.