Privacy notice

Renta-Manage helps property owners in the Philippines keep track of rent. This notice explains what we store, why, who else handles it, how we protect it, and your rights under the Data Privacy Act of 2012 (Republic Act No. 10173).

Who is responsible

• The property owner decides what tenant details to record and controls those records. For tenant data, the owner is the personal information controller and Renta-Manage processes it only on the owner's instructions.
• Renta-Manage is responsible for owner and staff account data (login email, names, PINs) and for keeping the service secure.

What we store

• Owners and staff: the login email, names, and 4-digit PINs. Passwords and PINs are stored only as a one-way secure hash, never as readable text.
• Tenants (entered by the owner): name, mobile number, email, ID type and number, photo, emergency contact, notes.
• Money records: bills, payments, receipt images, bank and e-wallet statement lines, meter readings and photos.
• Activity log: who did what and when, kept so mistakes can be traced and fixed.
• Security data: sign-in cookies, trusted-device records, and short-lived technical logs (such as IP address and browser type) used to block abuse and keep accounts safe.

Why we use it

Only to run the property's records for its owner — bills, payments, receipts and the reminders the owner shares themselves — and to keep the service secure. We do not sell data, share it for advertising, or use it to build profiles. There are no advertising or analytics trackers.

AI reading of photos and statements

Renta-Manage can read a photo for you so you don't have to type it. This is the only time your information leaves Renta-Manage for an AI service.

• What is sent: only an image you choose to upload for reading — a payment receipt screenshot, a bank or e-wallet statement screenshot, or an electric meter photo. For a statement screenshot we may also send up to two of your own past corrections for that same account, as text, so the reading is more accurate.
• What is never sent: tenant profiles, ID numbers, ID photos, contact details, notes, your bills, your other records, anything from another property, and CSV or PDF statement files (those are read on your own phone or computer).
• Who reads it: OpenRouter, Inc. (United States), which passes the image to Google's Gemini model. This means the image is processed outside the Philippines.
• What for: only to read details like the amount, date, reference number and sender shown in the image. The result comes back to you, and nothing is final until the owner checks and confirms it.
• No intention to keep it: we send the image only to get the reading back. Renta-Manage does not ask these services to store your information and does not use it to train AI. The services may keep it for a short time under their own terms, for example to prevent abuse; see the OpenRouter privacy policy and Google's privacy policy.
• Your choice: when you upload an image for reading, you agree to it being sent to these services for this purpose. If you don't want that, don't upload — type the details in yourself. Every step works without AI reading.
• Tip: an image may show names or account numbers. Crop out anything that isn't needed before uploading.
• The demo never sends anything to an AI service.

Other services that handle data for us

• Cloudflare hosts the app, database and files. The database is kept in the Asia-Pacific region; Cloudflare's network may carry requests through other countries.
• Resend (United States) sends account emails — access approval, password links, deletion notices — to owners only, never to tenants.

Each of these handles data only to provide its service to us. We don't give them access to anything beyond what that service needs.

How we protect it

• All connections use encrypted HTTPS; stored data is encrypted by our host.
• Passwords and PINs are hashed. Repeated wrong PINs lock the keypad, and too many on one phone make it sign in again from scratch.
• Each property's records are kept separate from every other property's.
• Staff see only what their role allows. Support can open a property only when its owner turns on Support access, for 24 hours, and every step shows in the activity log.
• If a breach ever puts personal data at real risk, we will notify the National Privacy Commission and the affected owners within 72 hours of finding out, as the law requires.

Cookies

We use only the cookies needed to run the app: keeping you signed in, remembering a trusted phone, and remembering your light or dark choice. No advertising or tracking cookies.

Tenants' own page

If the owner invites a tenant, the tenant sees only their own bills, payments and receipts, protected by their own PIN. Shared document links stop working after 30 days.

Keeping and deleting

Records are kept while the property uses Renta-Manage. The owner can use Download my data in Settings at any time. Deleting a property closes it at once and erases everything 30 days later, including receipt photos and issued documents. Our host's recovery copies may hold deleted data for up to 30 more days before it is gone for good.

Your rights

Under the Data Privacy Act you have the right to be informed, to access your data, to correct it, to object, to have it erased or blocked, to get a copy you can take elsewhere, and to claim damages. Tenants should first ask their property owner, who controls their records; we will help the owner respond. We reply to every request within 30 days.

Contact our data protection officer at privacy@rentamanage.com. If you are not satisfied, you may complain to the National Privacy Commission.

Children

Renta-Manage accounts are for adults (18 and over) only.

Changes

If we change this notice in a way that matters, we will update the date above and tell owners in the app or by email before the change takes effect.