Privacy Policy

The Renters List, LLC (TRL)

The Renters List, LLC (TRL) – Privacy Policy

Last updated: November 1, 2025

The Renters List, LLC (“TRL,” “we,” “us,” or “our”) provides tools that help renters discover and apply for housing and property management teams market, lease, and manage properties. This Privacy Policy describes how we collect, use, share, and protect personal information when you visit our websites, use our mobile apps, or access our products and services (collectively, the “Services”).

Important role note: In many cases TRL acts as a service provider/processor to property managers (for example, when we host rental applications and screening results on their behalf). In other cases—such as operating our marketplace, improving our platform, or marketing TRL—we act as an independent business/controller. This Policy explains both.

If you do not agree with this Policy, please do not use the Services.

1) Scope & Who This Policy Covers

  • Renters & Applicants: search listings; book tours; match with roommates; identity/tenant screening.
  • Property Managers & Owners: list properties; receive/evaluate Rentfolios; screening; communications; workflows.
  • Visitors: to TRL websites or marketing pages.

This Policy does not cover third parties we don’t control (e.g., a property manager’s systems, payment processors, credit bureaus, identity providers, or external websites linked from TRL). Their privacy practices are governed by their own policies.

2) Information We Collect

A. Information you provide directly

  • Account & profile: name, email, phone, password, role (renter/manager), preferences, photo/avatar.
  • Renter application data: addresses, household, employment/income, references, pets, vehicles, contacts, move-in date.
  • Government ID & sensitive identifiers (if applicable): e.g., SSN/ITIN, driver’s license (with explicit consent).
  • Financial information: fees/deposits via processors; we typically do not store full card numbers.
  • Communications & uploads: messages, tour notes, documents, photos, maintenance submissions.
  • Business information (managers): company details, contact data, unit info, leasing terms, ledgers you choose to store.

B. Information we collect automatically

  • Device/usage data: IP, device IDs, browser/app version, pages viewed, features used, referrer/exit, timestamps.
  • Approximate location: IP-based or device location if enabled.
  • Cookies & similar tech: authentication, analytics, and—where permitted—advertising measurement.

C. Information from third parties

  • Property managers/owners: invitations, application data, status updates, lease details, rent ledger.
  • Verification/screening partners (with consent): identity checks, credit/eviction reports, fraud signals.
  • Payment processors: payment status, instrument meta (e.g., last 4), outcomes.
  • Marketing/analytics providers: campaign performance and audience insights.
  • Public sources: property metadata.

Sensitive information: used only for necessary purposes (identity verification, fraud prevention, tenant screening) with consent; not used for advertising.

3) How We Use Personal Information

  • Provide/operate the Services: auth, listings, applications, messaging, tours, maintenance, payments.
  • Screen & verify (with consent): identity, tenant/credit/eviction checks via CRAs; fraud/security.
  • Serve property managers/owners: deliver applications, documents, screening results, resident tools.
  • Improve platform: troubleshoot, performance analytics, feature development, personalization, research.
  • Communicate: service notices, status, reminders, policy updates, and—where permitted—TRL marketing.
  • Compliance/enforcement: recordkeeping, taxes, lawful requests, preventing misuse, protecting rights/safety.
  • Advertising/measurement (optional): measure TRL campaign reach/relevance; user controls available.

Legal bases (EEA/UK): contract, legitimate interests (e.g., security, improvement), consent (e.g., certain cookies/screening/marketing), legal obligations.

4) How We Share Information

  • With property managers/owners: application materials, screening results (if applicable), communications/requests.
  • With service providers/contractors: hosting, payments, ID/tenant screening, support, analytics, email/SMS, security.
  • With advertising/analytics partners (optional): limited identifiers for measurement; treated as “sharing” in some states.
  • Corporate transactions: business transfers/mergers under equivalent protections.
  • Legal reasons: comply with law/requests; protect rights, property, safety.
  • Aggregated/deidentified data: insights that don’t identify you.

Affiliate marketing (you asked to include)

TRL may share limited personal information with affiliates for relevant offers (moving, renters insurance, utilities, storage, cleaning, etc.). Data is limited (e.g., name, contact, account type, general location, interests) and used solely for relevant promotions—no resale.

Your choices: Opt out anytime in account settings or by contacting us. In California, this may be considered “sharing”; you may exercise “Do Not Sell or Share” rights.

We do not sell personal information for money. Some states consider certain analytics/ads a “sale” or “share”—we honor opt-out rights.

5) Cookies & Tracking Technologies

  • Strictly necessary: login, security, core features.
  • Functional: preferences.
  • Analytics: usage insights and improvements.
  • Advertising/measurement: campaign effectiveness and relevant TRL ads where permitted.

Manage preferences via our Cookie Settings (footer) and your browser/device controls. We respond to applicable Global Privacy Control (GPC) signals where required.

6) Your Privacy Rights & Choices

  • Access, correct, delete, and portability rights (subject to lawful exceptions).
  • Opt out of “sale”/“sharing” (including cross-context ads), targeted advertising, and certain profiling.
  • Limit use of sensitive personal information to necessary purposes.
  • Withdraw consent where processing relies on consent.
  • Appeal a rights decision (in certain U.S. states).

How to exercise: in-product controls (account settings, Cookie Settings, “Do Not Sell or Share”), or email contact@therenterslist.com. We may verify identity. Authorized agents may submit requests with proof of authorization.

Marketing choices: unsubscribe links (email) or reply STOP (SMS). Service/transactional messages will still be sent.

7) Tenant Screening & FCRA (U.S.)

Screening occurs only with your express consent and is facilitated with CRAs. Property managers are responsible for permissible purpose and FCRA/state compliance. If adverse action is taken, they provide the required notices, including CRA contact information. TRL does not make rental decisions.

8) Children’s Privacy

TRL is not directed to children under 13 and we do not knowingly collect their personal information. If we learn that we have, we will delete it. Renters may supply limited occupant details (including minors) only for legitimate tenancy—not marketing.

9) Data Retention

  • Account data: life of your account + a reasonable period for records/legal obligations.
  • Applications/screening results: generally up to 7 years unless otherwise required by customers or law.
  • Payment records: per tax/accounting law.

We also retain data as needed to resolve disputes, enforce agreements, and meet legal requirements.

10) Security

We implement administrative, technical, and physical safeguards (e.g., encryption in transit/at rest where appropriate, access controls, monitoring, assessments). No system is 100% secure; we will notify you/regulators of incidents as required by law.

11) International Data Transfers

We may process/store information in the U.S. and other countries. Where required, we use recognized transfer mechanisms (e.g., EU SCCs / UK IDTA) and implement additional safeguards.

12) Additional Disclosures by Role

For Renters/Applicants

  • Information submitted for a specific property is shared with that property’s management.
  • You control which properties receive your application; managers may retain copies under their own policies.
  • You may revoke ongoing access (prospect profiles); this doesn’t retract documents already provided.

For Property Managers/Owners

  • We process renter/applicant data as your service provider/processor.
  • You must provide your own privacy notices, obtain consents, respond to consumer requests, and configure retention.
  • Use screening/sensitive data only for lawful purposes and protect it appropriately.

Our Services may link to or integrate with third-party tools (e.g., scheduling, payments, e-signature, CRM, identity/tenant screening, insurance, utilities). Their policies govern their use of your data.

14) Changes to This Policy

We may update this Policy periodically. We will post updates with a new “Last updated” date and, if material, provide additional notice (e.g., email or in-app).

15) Contact Us

Questions or requests about this Policy or your information?

  • Email: contact@therenterslist.com

16) State/Regional Notices (Summary)

  • California (CPRA): rights to know/delete/correct; opt-out of “sale”/“sharing”; limit sensitive PI; GPC honored; no discrimination.
  • VA/CO/CT/UT and similar laws: access/correct/delete/portability; opt-out of targeted ads/sale/profiling; right to appeal decisions.

17) Financial Incentives (if applicable)

If TRL offers referral credits, loyalty benefits, or similar incentives, we will describe program terms, involved PI categories, and how to opt in/out at collection. Participation is voluntary.