Privacy Policy

0 Overview

RentalsHandled is an AI-powered property management platform operated by Valles Global, LLC ("we," "us," or "our"), located at 11 Douglas Ave Suite #253 #1165, Elgin, IL 60120. This Privacy Policy explains how we collect, use, disclose, and protect information when you use our website at rentalshandled.com and related services (collectively, the "Platform").

We take privacy seriously. Plain English wherever possible — we want you to actually understand what happens with your data.

1 Data We Collect

From Landlords

• Account information: Full name, email address, phone number, business name (if applicable)
• Property information: Property addresses, unit details, rental rates, occupancy status
• Financial information: Bank account details for payouts (held by Stripe — we do not store raw bank numbers), subscription billing information
• Documents: Lease agreements, addenda, and other property documents you upload
• Communications: Support emails and messages you send us

From Tenants

• Identity information: Full name, phone number, email address, date of birth
• Government identifiers: Social Security Number (SSN) — collected only when a tenant initiates a screening application and transmitted directly to TransUnion SmartMove over encrypted connections. See Section 9 for full SSN handling details.
• Financial information: Payment method details (processed and held by Stripe — we do not store card numbers or full bank account numbers)
• Screening application data: Current and prior addresses, employment information, and other data submitted in connection with a rental application; background check results and credit report summaries delivered by TransUnion SmartMove (see Section 9)
• Tenancy records: Lease documents, rent payment history, maintenance requests, correspondence
• Portal activity: Login records, page views, actions taken within the tenant portal

Automatically Collected

• Usage data: Pages visited, features used, time stamps, session duration
• Device & technical data: IP address, browser type, operating system, referring URLs
• Cookies and tracking: See Section 11
• Call recordings and transcripts: When the AI communicates via phone on behalf of a landlord (see Section 5)
• Conversation logs: AI chat and email exchanges are logged for quality, compliance, and training purposes

2 How We Use Data

3 Third-Party Services

We rely on best-in-class vendors to deliver the Platform. Here's who they are and what they receive:

Stripe — Payments & Payouts

We use Stripe, Inc. for payment processing (ACH and credit/debit card) and Stripe Connect for landlord payouts. Stripe collects and processes financial data directly under its own Privacy Policy. We do not store full card numbers or bank account numbers on our servers.

Twilio — Voice & SMS

Twilio, Inc. provides our telephony infrastructure for AI-powered phone calls and SMS messaging. Call audio and metadata may pass through Twilio's platform. See Twilio's Privacy Policy.

OpenAI — Conversational AI

We use OpenAI, LLC to power AI-generated responses in tenant communications. Conversation content may be sent to OpenAI's API for processing. OpenAI does not use API data to train models without consent. See OpenAI's Privacy Policy.

Deepgram — Speech Recognition

Deepgram, Inc. converts call audio to text for AI processing. Audio data is transmitted to Deepgram for transcription. See Deepgram's Privacy Policy.

TransUnion SmartMove — Tenant Screening

Tenant screening is facilitated through TransUnion SmartMove, a consumer reporting agency. Use of SmartMove is governed by the Fair Credit Reporting Act (FCRA). See Section 10 for FCRA disclosures. See TransUnion's Privacy Policy.

SendGrid — Email Delivery

We use Twilio SendGrid to send transactional and notification emails. Email address and message content are transmitted through SendGrid's infrastructure. See SendGrid's Privacy Policy.

4 AI Processing & Call Recordings

RentalsHandled uses AI to automate tenant communications — including phone calls, emails, and chat — on behalf of landlords. Here's what that means for your data:

• Call recording: AI-initiated phone calls may be recorded for quality assurance, dispute resolution, compliance, and AI training purposes.
• Disclosure: We provide appropriate disclosure at the start of AI-initiated calls that the call may be recorded, as required by applicable law. Landlords are responsible for ensuring any additional consent required by their state's wiretapping laws is obtained.
• Transcription: Call audio is transcribed via Deepgram and processed by OpenAI to generate responses.
• Training data: Anonymized or aggregated conversation data may be used to improve our AI models. We take reasonable steps to strip personally identifying information before use in training.
• Bilingual processing: Our AI operates in English and Spanish. Language data is processed by the same third-party AI services described in Section 3.

5 Data Sharing

We do not sell your personal information. We share data only in these circumstances:

• With your landlord (tenants): Tenant data is shared with the subscribing landlord as part of the service relationship. Landlords are responsible for their own FCRA and fair housing compliance.
• With service providers: The vendors listed in Section 3 receive data as necessary to provide their services.
• Legal compliance: We may disclose data if required by law, subpoena, court order, or to protect our legal rights.
• Business transfers: If Valles Global, LLC is involved in a merger, acquisition, or asset sale, your data may be transferred as part of that transaction. We will provide notice before any such transfer.
• With your consent: For any other purpose, with your explicit authorization.

6 Data Retention & Deletion

Retention Periods

• Active account data: Retained for the duration of your account and for 3 years after termination, unless longer retention is required by law.
• Financial records: Payment records retained for 7 years to comply with tax and accounting regulations.
• Call recordings: Retained for up to 2 years, then deleted unless subject to active dispute or legal hold.
• Screening application data (SSN, DOB, addresses): SSNs and other sensitive application identifiers are not stored in our databases after transmission to TransUnion SmartMove. The transmission record (timestamp, applicant reference ID, landlord account) is retained for 3 years to support dispute resolution and FCRA compliance auditing.
• Screening report summaries: A summary result (e.g., "approved," "conditionally approved," or "adverse action initiated") and the date of the report may be retained in the landlord's account for up to 3 years. The full consumer report itself is held by TransUnion SmartMove per its own retention policy — not by us.
• Adverse action records: Records that an adverse action notice was issued, including the date and method of delivery, are retained for 5 years in compliance with FCRA recordkeeping best practices.
• Lease documents: Retained for the duration of the tenancy plus 3 years, or longer if required by state law.

Deletion Requests

You may request deletion of your personal information by emailing support@rentalshandled.com. We will process verified deletion requests within 45 days. Note that we may retain certain data where required by law or for legitimate business purposes (e.g., fraud prevention, outstanding disputes, legal obligations).

7 Your Privacy Rights (All Users)

Regardless of where you live, you have the right to:

• Access: Request a copy of the personal information we hold about you
• Correction: Ask us to correct inaccurate or incomplete data
• Deletion: Request deletion of your personal information (subject to legal exceptions)
• Portability: Request your data in a machine-readable format
• Opt-out of marketing: Unsubscribe from promotional emails at any time
• Withdraw consent: Where we process data based on consent, you may withdraw it at any time

To exercise any of these rights, contact us at support@rentalshandled.com. We will respond within 45 days. We may need to verify your identity before processing your request.

8 California Residents — CCPA Rights

If you are a California resident, the California Consumer Privacy Act (CCPA), as amended by the CPRA, gives you additional rights:

• Right to Know: Know what personal information we've collected, used, disclosed, or sold about you in the past 12 months
• Right to Delete: Request deletion of personal information we hold (with certain exceptions)
• Right to Correct: Request correction of inaccurate personal information
• Right to Opt-Out of Sale/Sharing: We do not sell or share personal information for cross-context behavioral advertising
• Right to Limit Use of Sensitive Personal Information: We use sensitive personal information (like financial data) only as necessary to provide the service
• Right to Non-Discrimination: We will not discriminate against you for exercising your privacy rights

To submit a CCPA request, email support@rentalshandled.com with the subject line "CCPA Request." You may designate an authorized agent to make requests on your behalf.

9 Tenant Screening, FCRA & Applicant Data

9.1 What Screening Data We Collect and Why

When a landlord initiates a tenant screening request, we collect the following from the applicant for the purpose of submitting the screening request to TransUnion SmartMove:

• Full legal name
• Date of birth
• Social Security Number (SSN) — used solely to verify identity and pull the credit/background report with TransUnion SmartMove
• Current and prior addresses (typically past 2 years)
• Email address — TransUnion SmartMove may contact the applicant directly to verify consent

9.2 How We Handle Social Security Numbers (SSNs)

• Encrypted in transit: SSNs are transmitted to TransUnion SmartMove over TLS-encrypted connections only
• Not stored in our databases: We do not retain the full SSN in our systems after the screening request is transmitted. We do not display, log, or cache the raw SSN beyond the moment of transmission
• Masked in interface: Once submitted, the SSN field is masked in the landlord-facing interface (e.g., ***-**-1234) and is not accessible to landlords through the Platform
• Access controls: SSN transmission is handled by isolated, access-controlled server-side processes — not exposed to front-end systems or general application logic
• No training use: SSNs are never used in AI training data, analytics, or any purpose other than submitting the screening request

9.3 Background Check & Credit Report Results

TransUnion SmartMove provides the landlord with a consumer report that typically includes:

• Credit report: Credit score, payment history, outstanding debts, collections
• Criminal background check: Felony and misdemeanor records (subject to applicable "ban the box" and lookback limitations by jurisdiction)
• Eviction history: Prior eviction filings and judgments
• Income insights: Estimated income verification (where applicable)

The full consumer report is delivered by TransUnion directly to the landlord's account view and is held and maintained by TransUnion per its own data retention policy. We retain only a summary result flag and report metadata (date, applicant reference, landlord account) — we do not store the full report contents in our databases.

9.4 Permissible Purpose & Consent

• Permissible purpose: Screening reports are accessed only for the purpose of evaluating a rental housing application, as permitted under FCRA § 604(a)(3)(F)
• Written authorization: Before any report is pulled, tenants must affirmatively consent through the Platform — this consent is timestamped and recorded
• Disclosure: Applicants receive a clear written disclosure that a consumer report will be obtained before authorization is requested

9.5 Adverse Action — Summary

If a landlord takes an adverse action based on a consumer report, the landlord — not RentalsHandled — is legally required to issue an adverse action notice to the applicant. This notice must include TransUnion SmartMove's contact information and the applicant's right to a free copy of their report. See the Terms of Service Section 6 for the full landlord FCRA obligation breakdown.

9.6 Your Rights as an Applicant

• Right to know if a consumer report was used in an adverse housing decision
• Right to a free copy of your consumer report from TransUnion within 60 days of adverse action
• Right to dispute inaccurate information directly with TransUnion SmartMove
• Right to add a 100-word consumer statement to your TransUnion file if a dispute is unresolved
• Right to seek civil damages if your FCRA rights are violated (15 U.S.C. § 1681n / § 1681o)

10 Cookies & Tracking Technologies

We use cookies and similar technologies to operate and improve the Platform. Here's what we use:

You can control cookies through your browser settings. Note that disabling certain cookies may affect Platform functionality. We do not use advertising or behavioral tracking cookies.

11 Security

We implement industry-standard security measures including encryption in transit (TLS), encryption at rest for sensitive data, access controls, and regular security reviews. However, no system is 100% secure. If you suspect unauthorized access to your account, contact us immediately at support@rentalshandled.com.

In the event of a data breach affecting your personal information, we will notify you as required by applicable law.

12 Children's Privacy

The Platform is not directed to individuals under 18 years of age. We do not knowingly collect personal information from minors. If you believe we have inadvertently collected data from a minor, please contact us at support@rentalshandled.com and we will delete it promptly.

13 Changes to This Policy

We may update this Privacy Policy periodically. When we make material changes, we will notify you by email (to the address on your account) or by posting a notice on the Platform at least 14 days before the changes take effect. Your continued use of the Platform after the effective date constitutes acceptance of the updated Policy.

The current version of this Policy is always available at rentalshandled.com/privacy-policy.

14 Contact Us

Questions about this Privacy Policy or how we handle your data? Reach out:

We aim to respond to all privacy requests within 45 days. For CCPA requests, we respond within 45 days with the possibility of a 45-day extension with notice.