Privacy Policy for RentMates

Last Updated: June 5, 2025

Welcome to RentMates Privacy Policy

This Privacy Policy ("Policy") describes how RentMates ("we," "us," or "our") collects, uses, processes, and protects your personal information when you use our property management platform at https://rentmat.es (the "Platform") and related services ("Services").

By accessing or using our Platform, you agree to the terms of this Privacy Policy. If you do not agree with our practices, please do not use our Services.

1. Data Controller Information

RentMates acts as the data controller for all personal data processed through our Platform. We are responsible for determining the purposes and means of processing your personal data in accordance with applicable data protection laws, including the General Data Protection Regulation (GDPR).

Business Registration Details:
- Chamber of Commerce (Netherlands): 89302230

2. Information We Collect

2.1 Personal Data

We collect the following categories of personal information:

Account Information:
- Full name and contact details (email, phone number, address)
- Account credentials and authentication data
- Profile information and preferences

Property Management Data:
- Property details (address, specifications, rental terms)
- Tenant information and rental agreements
- Financial data (rent payments, expenses, invoices)
- Maintenance requests and property condition reports

Communication Data:
- Messages between landlords and tenants
- Support communications and feedback
- Notification preferences and settings

Payment Information:
- Billing address and payment method details
- Transaction history and payment records
- We use secure third-party payment processors and do not store sensitive payment card data

2.2 Technical Data

We automatically collect technical information including:
- IP address, device identifiers, and browser information
- Usage patterns, page views, and interaction data
- Cookies and similar tracking technologies
- Log files and error reports

3. Legal Basis for Processing (GDPR)

We process your personal data based on the following legal grounds:

3.1 Contract Performance: To provide our property management services, manage your account, and fulfill our contractual obligations.

3.2 Legitimate Interests: For platform security, fraud prevention, service improvement, analytics, and business operations.

3.3 Legal Obligations: To comply with financial regulations, tax requirements, and other legal obligations.

3.4 Consent: For marketing communications, optional features, and where specifically required by law.

4. How We Use Your Information

We use your personal data for the following purposes:

4.1 Service Provision:
- Account creation and management
- Property registration and tenant management
- Payment processing and financial tracking
- Communication facilitation between users
- Maintenance coordination and support

4.2 Platform Operations:
- Security monitoring and fraud prevention
- Technical support and troubleshooting
- Service improvement and feature development
- Analytics and usage optimization

4.3 Communications:
- Service-related notifications and updates
- Account and billing communications
- Marketing communications (with consent)
- Legal notices and policy updates

5. Data Sharing and Disclosure

We may share your personal data in the following circumstances:

5.1 Within the Platform: Property owners and tenants share relevant information necessary for property management relationships.

5.2 Service Providers: We work with trusted third-party providers for payment processing, cloud hosting, analytics, and customer support.

5.3 Legal Requirements: We may disclose information when required by law, court order, or to protect our rights and safety.

5.4 Business Transfers: In case of merger, acquisition, or asset sale, your data may be transferred as part of the business assets.

We do not sell your personal data to third parties for marketing purposes.

6. International Data Transfers

When we transfer your personal data outside the European Economic Area (EEA), we ensure appropriate safeguards are in place, including:
- Adequacy decisions by the European Commission
- Standard contractual clauses (SCCs)
- Binding corporate rules or certification schemes
- Other legally recognized transfer mechanisms

7. Data Retention

We retain your personal data only as long as necessary for the purposes outlined in this Policy:

7.1 Account Data: Retained while your account is active and for 7 years after account closure for legal compliance.

7.2 Financial Records: Retained for 7 years for tax and legal obligations.

7.3 Communication Data: Retained for 3 years for support and legal purposes.

7.4 Technical Data: Most technical data is retained for 2 years for security and analytics purposes.

8. Your Rights Under GDPR

As a data subject, you have the following rights:

8.1 Right of Access: Request access to your personal data and information about how we process it.

8.2 Right to Rectification: Request correction of inaccurate or incomplete personal data.

8.3 Right to Erasure: Request deletion of your personal data under certain circumstances.

8.4 Right to Restrict Processing: Request limitation of processing in specific situations.

8.5 Right to Data Portability: Request transfer of your data to another service provider in a structured format.

8.6 Right to Object: Object to processing based on legitimate interests or for direct marketing.

8.7 Right to Withdraw Consent: Withdraw consent for processing where consent is the legal basis.

To exercise these rights, contact us at privacy@rentmat.es. We will respond within 30 days of receiving your request.

9. Data Security

We implement robust technical and organizational security measures to protect your personal data:

9.1 Encryption: Data is encrypted in transit and at rest using industry-standard protocols.

9.2 Access Controls: Strict access controls and authentication mechanisms protect against unauthorized access.

9.3 Regular Audits: We conduct regular security assessments and vulnerability testing.

9.4 Staff Training: Our team receives regular data protection and security training.

9.5 Incident Response: We have procedures in place to detect, respond to, and report security incidents.

10. Cookies and Tracking Technologies

We use cookies and similar technologies to:
- Maintain your session and preferences
- Analyze platform usage and performance
- Provide personalized content and features
- Enable security features and fraud detection

You can manage cookie preferences through your browser settings. Some cookies are essential for platform functionality and cannot be disabled.

11. Children's Privacy

Our Platform is not intended for individuals under 16 years of age. We do not knowingly collect personal data from children. If we become aware that we have collected data from a child, we will take steps to delete it promptly.

12. Changes to This Privacy Policy

We may update this Privacy Policy periodically to reflect changes in our practices, technology, or legal requirements. We will:
- Post updates on our Platform
- Notify users via email for material changes
- Provide 30 days' notice before significant changes take effect
- Maintain previous versions for reference

13. Contact Information

For questions, concerns, or to exercise your rights regarding this Privacy Policy or data processing:

Privacy Team & Data Protection Officer: privacy@rentmat.es
General Support: support@rentmat.es

Postal Address:
RentMates Data Protection
[Your Business Address]
Netherlands

14. Supervisory Authority

If you believe we have not addressed your concerns adequately, you have the right to lodge a complaint with your local data protection supervisory authority or the Dutch Data Protection Authority (Autoriteit Persoonsgegevens).

By using RentMates, you acknowledge that you have read and understood this Privacy Policy and consent to the processing of your personal data as described herein.