Privacy Policy

Restlord is operated by Big Data LLC. Last updated: November 4, 2026.

The short version: landlords use Restlord to manage their rentals, and the information they and their tenants put in belongs to them. We use it only to run the Service. We do not sell personal information, we do not use it for advertising, and we do not run ad trackers. Questions: support@restlord.com.

1. Who we are and whose data this is

Restlord (the “Service”: app.restlord.com, the Restlord apps for iPhone and Android, and restlord.com) is software that landlords and property managers use to manage rentals. It is operated by Big Data LLC (“we”, “us”).

• Landlord account information (the people who sign up for a workspace): we decide how it is used, as described here.
• Information in a landlord’s workspace about tenants, applicants, household members, co-signers and contractors: the landlord decides why it is collected and how it is used, and we process it on the landlord’s behalf as their service provider. If you are a tenant, your landlord is your first point of contact for questions about your rental records; we will help them answer you.

Penn S&E Holdings LLC is also a landlord that uses Restlord for its own properties. Its tenants’ text-message program is described in its own policy at pennseholdings.com/privacy and pennseholdings.com/sms.

2. Information we collect

• Landlord account and business details: name, company and legal entity name, email, phone, mailing address, logo, the people who sign leases, and sign-in details. When you sign up we record which version of our Terms and this policy you accepted, with the time, IP address and browser.
• Rental records a landlord enters or the Service creates: properties and units; tenant and household names and contact details; lease terms and documents; electronic signatures with their signing evidence (time, IP address, device); rent charges, credits, late fees, deposits and payment records; repair requests and their photos and messages; inspection reports and photos; vendors; license, inspection and tax due dates; and change logs.
• Information tenants and applicants provide through a portal or link: account email, phone, messages, repair requests and photos, signatures, payment confirmations, and rental-application details. We do not collect Social Security numbers or dates of birth; where a landlord uses tenant screening, the applicant enters those directly on the screening provider’s site.
• Payments: amounts, dates, methods and status. Card and bank-account numbers are entered on the payment processor’s pages and are not stored by us.
• Usage and device information: IP address, browser or device type, timestamps, error logs, and counts of which screens are used (screen names only, not the records on them). We use this to operate, secure and improve the Service.
• Usage events (first-party): the web app and the iOS and Android apps record the steps people take in the Service, so we can see where it is hard to use — for example that the app was opened (platform and app version), how someone signed in (code, link, Google or Apple), the steps of paying rent (link opened, code sent and verified, amount range chosen, payment method chosen, submitted, succeeded or failed with the error code), the steps of a repair request, a texting-consent yes or no, and whether an install prompt was shown or accepted. Each event is stored with the landlord workspace, your account ID (or, when you are signed out, a random ID for that visit), the platform and the time. It does not include names, email addresses, phone numbers, addresses, messages or exact amounts (only a range, such as $1,000–$2,000). Usage events are recorded by us only, are never shared with or sold to anyone, and are deleted automatically after 180 days. There are no third-party analytics or trackers.
• Feedback you send us — through “Send feedback”, the thumbs up or down after a payment, or “Give feedback”, a short conversation with the Restlord assistant (an AI) that may ask up to three follow-up questions — with your rating, the screen you sent it from, your role (tenant or landlord), the platform, the conversation, and a screenshot only if you attach one. Please do not include personal details in feedback; we use it only to improve the Service.
• Location (optional, iPhone and Android apps, landlord staff only): if a landlord’s staff turn on property-arrival reminders (iPhone) or Automatic GPS visits (Android), the device’s location is used to detect arrival at the landlord’s own properties and to log a visit, including when the app is closed or not in use. The coordinates are saved only with that logged visit, as proof of it; location is not used for anything else and never for advertising. Tenants are never asked for location. It can be turned off in the app or in the phone’s Settings.
• Notifications: when you sign in on a phone, the app registers that device’s push token with its make and model, the app version and language, so notifications can reach it; they are shown only if you allow notifications on the device, and you choose which ones in the app. The registration is removed when you sign out of that device or delete your account.
• Photos, videos and files you choose to add (for example repair photos, receipts, inspection photos and documents). The apps use the camera and the system photo picker only when you ask them to; they do not read your photo library, contacts or calendar.
• Linked bank accounts (optional, landlords): if a landlord links a bank account, we receive its name, institution, the last four digits of the account number, balances and transactions, to match payments and reconcile the books.
• Voice notes (optional): if a landlord records a voice note to fill in a log entry, the audio is sent to Google Gemini (section 5a) to draft the entry and is not stored in the Service.
• AI features (optional, only with your permission): when someone who has allowed AI features uses the Restlord agent or the tenant assistant, transcribes a voice note, reads a receipt or document from a photo, has a message translated between English and Spanish, or drafts a repair, inspection or job write-up, the text, photos, video or audio involved and the records needed to answer are sent to a third-party AI provider to produce the result (section 5a).

Cookies and similar technologies: we use only what the Service needs to work — staying signed in and remembering preferences such as light or dark mode. We do not use advertising or cross-site tracking cookies, and we do not use third-party analytics or trackers. Usage events (above) are first-party: they are sent only to our own servers.

3. How we use information

• To provide the Service: store and show records, generate documents, run the rent ledger and reminders, deliver messages, and keep tamper-evident logs.
• To send email on a landlord’s behalf to their tenants and applicants (invitations, invoices, receipts, reminders, notices, signing requests), and to send landlords service email about their account.
• To secure the Service and prevent abuse, including rate limits, fraud checks and audit logs.
• To provide support, respond to feedback, and improve the Service using aggregated or de-identified information.
• To comply with law and enforce our Terms.

4. What we don’t do

• We do not sell personal information or share it for cross-context behavioral advertising.
• We do not use tenants’ or applicants’ information to market our own products to them, or let one landlord see another landlord’s data.
• We do not share mobile phone numbers or text-message consent with third parties or affiliates for their marketing.

5. Service providers

We use the following providers to run the Service. They may process personal information only to provide their service to us.

• Google Cloud and Firebase (United States) — hosting, database, file storage and backups, sign-in, server functions and logs.
• Google Gemini API — the default provider for every AI feature: Restlord agent and the tenant assistant, transcription of voice notes, reading receipts and documents from photos, translation of messages between English and Spanish, repair, inspection and job write-ups, and the feedback assistant. See section 5a.
• Anthropic (Claude) — may run the Restlord agent and the “Give feedback” conversation under Restlord’s own account; the in-app permission screen names it when it does. A landlord may instead connect their own OpenAI, Anthropic or Google AI account in Settings; their assistant requests then go to that provider under the landlord’s own account. See section 5a.
• Plaid — linked bank accounts, only when a landlord links one.
• Email delivery — our email provider sends the Service’s messages (currently Google Workspace; a dedicated transactional email provider may be added).
• Twilio — text messaging. During early access, texting is used only for the operator’s own rental portfolio.
• Helcim — online rent payments. During early access, online payments are processed only for the operator’s own rental portfolio and for landlords who arrange it with us.
• Tenant-screening providers (such as TransUnion SmartMove or SingleKey) — only when a landlord chooses to screen an applicant; the applicant deals with the provider directly.
• Trusted timestamp services (such as FreeTSA and OpenTimestamps) — receive only a cryptographic fingerprint of a record, never the record or any personal information.
• Browser, Apple and Google (Firebase Cloud Messaging) push services — deliver notifications a user has turned on.

5a. AI features and third-party AI providers

Restlord has optional AI features. They run on our servers, which send the request to a third-party AI provider; no AI model runs inside the app on your device. Before you use any AI feature for the first time, the app asks for your permission and names the provider your workspace uses. Nothing is sent to an AI provider until you tap Allow, and you are asked again if the provider changes.

• Which features: Restlord agent (the landlord assistant) and the tenant assistant, voice-note transcription, reading receipts and documents from photos, English–Spanish translation of messages, repair and job descriptions, inspection and repair reports from photos and video, and the “Give feedback” assistant.
• Which providers: Google Gemini (Google LLC, Gemini API, paid tier) by default for every AI feature. Restlord may run the Restlord agent on Anthropic Claude under Restlord’s own account; when it does, the permission screen names Anthropic. A landlord may instead connect their own Anthropic (Claude) or OpenAI key in Settings › Integrations; that landlord’s assistant requests then go to that provider under the landlord’s own account and its terms. Tenants’ and contractors’ AI requests always go to Google Gemini.
• What is sent: what you give the feature — your message, voice recording, photos, video or document — plus the records in the workspace needed to answer it, for example tenant and household names, property and unit, lease dates, ledger charges and payments, repair tickets and work orders, and messages. Before the assistant sees a record, we remove Social Security and tax ID numbers, dates of birth, bank-account, routing and card numbers, passwords, access codes, sign-in links and tokens. We do not store full card or bank-account numbers, so they cannot be sent. Anything you type or photograph yourself (for example a document image) is sent as you provided it.
• How providers use it: the provider processes the data only to return the result to us. Under Google’s terms for the paid Gemini API, Google does not use prompts or responses to improve its products or train its models; Google keeps them for a limited period only to detect and prevent abuse. Anthropic and OpenAI likewise do not train on data sent through their commercial APIs by default.
• Retention: results become part of your workspace records (section 7). Restlord agent conversations are kept with the workspace so you can continue them; voice recordings sent for transcription are not stored by us. Providers keep request data only as their terms above allow.
• Turning AI off: tap Not now on the permission screen, or switch off AI features in Settings (landlords and staff: Settings; tenants: Account; contractors: Account) on the web, iPhone or Android app. With AI off nothing is sent to an AI provider, and everything else in Restlord keeps working without AI (for example you type the receipt amount yourself and messages are shown untranslated). A landlord can also turn off the tenant assistant for their portal.
• Connecting your own AI (MCP): a landlord may connect their own Claude, ChatGPT or Gemini account to Restlord through the Model Context Protocol. That is the landlord’s own AI reading and acting on their own workspace after they approve the connection (OAuth); it runs under the landlord’s agreement with that AI company, and the landlord can disconnect it at any time in Settings.

6. When information is shared

• Within a rental relationship: a landlord (and the staff they authorize) sees their own workspace; a tenant sees their own records; a contractor sees only the repair report a landlord sends them.
• With service providers listed above.
• For legal reasons: to comply with law, a subpoena or court order, or to protect the rights, safety and security of users, the public or us.
• Business transfers: if our business is sold or reorganized, information may transfer to the successor under this policy.
• With consent or at the direction of the landlord or user.

7. Retention and deletion

• We keep information for as long as the landlord’s workspace is active.
• Records needed for legal, tax or dispute purposes — signed leases and documents, payment and ledger history, security-deposit records and tamper-evident audit logs — are kept for as long as reasonably needed for those purposes, generally up to seven years after the tenancy or workspace ends, or longer if the law requires.
• When a landlord closes their workspace, their sign-in is deleted and automatic processing stops; other personal information is deleted or de-identified within 90 days of a verified request, except the records described above.
• When a tenant deletes their account, their name and contact details are removed; the landlord keeps the balances, payments, leases and repair history they are required to keep.
• Usage events are deleted automatically 180 days after they are recorded; an unfinished feedback conversation is deleted after a day.
• Backup copies are kept in a separate location and are purged on a rolling schedule after the original is deleted.

8. Security

Information is encrypted in transit and at rest by our cloud provider. Each landlord’s data is kept separate and access is enforced on our servers; sign-in requires a verified email address; and changes to key records are written to tamper-evident logs. No method of transmission or storage is completely secure, and we cannot guarantee absolute security. We will notify affected landlords and individuals of a security breach as required by law.

9. Your choices and rights

• Landlords can view and update their business profile in Settings, download all of their workspace data (Settings → Your account → Export my data), and close their workspace.
• Tenants can update their contact details and turn text messages on or off in their portal, and can delete their account in the app. For access to or correction of rental records, contact your landlord; you can also write to us and we will work with your landlord to respond.
• Deleting an account without the app: anyone with a Restlord sign-in can delete it at restlord.com/delete-account. We email a one-time link to the account’s address; opening it shows what is deleted and what is kept before you confirm.
• Anyone may ask us to access, correct or delete their personal information, or ask a question about this policy, at support@restlord.com. We will verify the request and respond within the time the law requires (generally within 45 days). Some information must be kept as described in section 7.
• Depending on where you live, you may have additional rights under state privacy laws. We do not sell or share personal information as those laws define it, and we will not discriminate against you for exercising your rights.

10. Children

The Service is meant for adults — landlords, their staff, tenants and applicants. It is not directed to children under 13, and we do not knowingly collect their personal information other than a household member’s name that a landlord or tenant enters. Contact us if you believe a child has provided personal information.

11. Where information is processed

The Service is hosted in the United States. If you use it from elsewhere, your information will be transferred to and processed in the United States.

12. Changes to this policy

We may update this policy. For a material change we will notify landlords by email or in the Service before it takes effect, and we will update the date at the top.

13. Contact

Big Data LLC (operator of Restlord)
125 Sibley Ave, Suite G, Ardmore, PA 19003
Email: support@restlord.com