This Privacy Policy explains how RentalBeam ("we", "us", "our") collects and uses personal data across our website, dashboard, and embeddable booking and availability widgets.

If you're a property owner or manager with a RentalBeam account, this policy covers your account and business information directly. If you're booking a stay through a widget embedded on someone else's website, that property owner decides how your information is used. We only process it on their behalf to handle the booking. Ask them anything about your stay. For how RentalBeam itself handles data, our address is at the bottom of this page.

Information We Collect

Account details: your name, email, password, and any business or property information you've added.
Booking details: a guest's name, contact details, and stay dates, plus any messages sent through the booking. If a host's form asks for it, this can include an identification document for verification.
Payment details: our payment processors handle this directly. We only keep limited transaction and subscription records, and we never see full card numbers.
Availability data: the dates synced from any external calendar you've connected, used only to keep availability accurate.
Usage data: pages visited, device and browser details, and how you interact with our widgets. We only collect this with your consent, as explained under Cookies below.
Support messages: whatever you send us when you ask for help, including attachments.

How We Use It

To run the service: create bookings, manage accounts, sync availability, and process subscriptions
To stay in touch with you: service notifications, booking confirmations, and support replies, plus optional product updates you can opt out of anytime
To keep the service secure: catch fraud and abuse, and keep the platform reliable
To improve it: understand how the product gets used, with your consent
To meet our legal obligations, such as tax and accounting requirements

We only process personal data where we have a valid basis to do so: because it's necessary to provide a service you've requested, to meet a legal obligation, because you've given consent, or because we have a legitimate business interest that doesn't override your rights.

Sharing

We never sell personal data. We share it only with:

Service providers that run parts of the platform for us: payment processing, hosting and storage, and email delivery, plus analytics once you've given consent. All of them are bound by confidentiality and data-protection obligations, and each one is named on our Subprocessors page.
Google Maps, when a map widget is shown, and Brandfetch, which serves the platform logos. Both receive your IP address when the content loads.
Authorities, when the law requires it
A successor business, if RentalBeam is ever sold or merged
Anyone else you ask us to share with, such as when you connect an external calendar

International Transfers

Most of the providers we use hold data in the United States, and some hold it in the European Union. The Subprocessors page names where each one holds it. Where data leaves your own region we rely on legally recognized transfer safeguards.

Retention and Account Deletion

We keep account and booking data for as long as an account is active. Uploaded identification documents are deleted automatically once they're no longer needed to complete the booking they were submitted for. You can request deletion of your account at any time from your account settings.

When you delete your account, access is locked and your subscription is canceled immediately. Your data is then held unchanged for a 30-day recovery window, during which you can restore the account using the link we email you. After 30 days the account and its personal and operational data are permanently erased.

Two things survive that erasure, because the law requires or permits them. Issued invoices and payment records are kept for the minimum period accounting and tax law requires, counted from the end of the business year the record belongs to. And we keep a one-way fingerprint of the deleted account's email address as proof the deletion was carried out. That fingerprint cannot be turned back into an address, and it is never used to contact anyone.

Deleted data can also remain in encrypted backups for a short time after erasure, until those backups are rotated and overwritten in the normal course. It is not restored to the live service, and it is not used for anything.

Your Rights

Under applicable data protection law, you may have the right to:

Access the personal data we hold about you
Correct inaccurate data
Delete your data
Restrict or object to certain processing
Receive your data in a portable format
Withdraw consent at any time when we're relying on it

To exercise any of these rights, contact us at info@rentalbeam.com. You can also lodge a complaint with your local data protection authority.

Cookies

We use essential cookies to keep you signed in and keep the service secure. These can't be switched off. With your consent, we also use analytics cookies to understand how the site is used. You'll be asked to choose the first time you visit, and you can change your mind anytime through your browser's cookie controls. Our Cookie Policy lists exactly which cookies we use and how to control them.

Security

We protect personal data with technical and organizational measures appropriate to the risk, including encryption in transit and at rest, access controls, and optional multi-factor authentication.

Children

Our service is intended for business use by adults. We do not knowingly collect personal data from children, and we'll delete it promptly if we learn we have.

Changes to This Policy

We may update this Privacy Policy from time to time. When something material changes, we update the date at the top of this page.

Contact Us

Email info@rentalbeam.com with any question about this policy or your data.