Privacy Policy

1. Who We Are

RentalBooks is operated by Schruben Properties, LLC, a Pennsylvania limited liability company. This Privacy Policy explains how we collect, use, disclose, and retain personal information when you visit rentalbooks.app or use RentalBooks.

This Policy applies to website visitors, account owners, workspace members, and other people whose information is submitted to RentalBooks. A workspace customer is responsible for having authority to provide information about tenants, vendors, properties, and other people.

2. Information We Collect

Depending on how you use RentalBooks, we collect the following categories of information:

• Account and identity information, including name, email address, Google account identifier, workspace membership, and authentication records.
• Rental and financial records, including properties, units, tenants, leases, vendors, accounts, transactions, journal entries, mortgages, bills, reserves, reports, and tax-preparation records.
• Files and evidence you choose to provide, including CSV imports, receipts, and supporting documents.
• Billing information, including subscription status, plan, Stripe customer and subscription identifiers, and transaction status. RentalBooks does not receive or store complete payment-card numbers.
• AI-assistance information when you expressly choose to use an AI feature, including your question, recent conversation turns, labeled Page Context, and bounded, redacted RentalBooks evidence selected for the request.
• Technical and security information, including IP address, browser and device information, request paths, timestamps, authentication events, error details, and security logs.
• Essential browser storage, including signed session and OAuth-state cookies, theme preferences, and short-lived interface state needed to operate the application.

3. How We Use Information

We use personal information to provide, authenticate, secure, maintain, support, bill for, and improve RentalBooks; create requested reports and exports; prevent fraud and abuse; diagnose errors; comply with law; and enforce our agreements. We do not use third-party advertising pixels or session-replay tools, and we do not sell personal information or share it for cross-context behavioral advertising.

4. Service Providers and Disclosures

We disclose information only as needed to operate RentalBooks, complete a transaction you request, protect the service, comply with law, or complete a business transaction. Our principal service providers are Cloudflare for application hosting, databases, network security, and optional Workers AI; Google for authentication; and Stripe for subscription billing and payment processing.

Service providers receive only the information reasonably necessary for their function and are expected to process it under applicable contractual and legal restrictions. We may also disclose information in response to valid legal process, to protect rights or safety, or in connection with a merger, financing, acquisition, reorganization, or sale of assets subject to appropriate protections.

5. AI Assistance and Prior Consent

AI assistance is off by default. Turning it on only makes the features available; RentalBooks does not send a request to Workers AI until the member submitting that request reviews the disclosure and expressly consents before transmission.

For an AI explanation, Workers AI receives bounded, redacted Finding facts and approved evidence references. For Ask RentalBooks, Workers AI may receive the member's question, up to 32 recent conversation messages, a removable labeled Page Context, server-selected fact cards, missing-fact labels, and eligible proposal options. RentalBooks excludes personal names, contact details, addresses, receipt and attachment contents, import contents, and free-form transaction memo, payee, and vendor text from server-selected evidence cards. Members should not type personal or sensitive information into an AI question.

Cloudflare states that it does not use Workers AI Customer Content to train AI models or improve Cloudflare or third-party services without explicit consent. AI output can be inaccurate. RentalBooks verifies displayed factual content against server-owned propositions, and AI cannot apply accounting changes automatically.

6. Cookies, Local Storage, and Analytics

RentalBooks uses essential cookies to complete Google OAuth and maintain a secure signed-in session. The authenticated application uses local or session storage for theme preferences, retry protection, and temporary interface state. Logging out instructs the browser to clear RentalBooks cookies, cache, and storage.

RentalBooks does not load a browser analytics beacon, advertising tracker, fingerprinting tool, or session-replay script. Cloudflare processes ordinary network request metadata as the hosting and security provider. RentalBooks does not respond differently to browser Do Not Track signals because it does not use cross-site behavioral advertising or tracking.

7. Retention

We retain account and Customer Data while needed to provide RentalBooks and afterward only as reasonably necessary for legal, security, backup, dispute-resolution, and legitimate operational purposes. Retention depends on the record type and legal obligations. We delete or de-identify information when it is no longer reasonably necessary, subject to backup cycles and records that must be preserved.

Ask RentalBooks conversation content expires 90 days after the latest message unless a workspace owner deletes it sooner. Minimal security, billing, consent, and audit records may be retained longer. Accepted or rejected correction proposals and accounting audit evidence are retained independently of chat deletion because they document financial-record decisions.

8. Your Choices and Privacy Rights

You can decline optional AI processing, remove Page Context before sending, turn AI assistance off, delete eligible chat history, and request access to or correction or deletion of applicable personal information. Where California or another privacy law applies, you may also have rights to know, access, correct, delete, or obtain a copy of personal information and to receive equal service when exercising those rights.

RentalBooks does not sell personal information or share it for cross-context behavioral advertising, so it does not offer a sale or sharing opt-out. To submit a privacy request, email info@schrubenproperties.com. We may verify your identity and authority before fulfilling a request. Authorized agents may be required to provide written authorization.

9. Security

We use administrative, technical, and organizational safeguards designed to protect information, including encrypted transport, signed secure session cookies, tenant-scoped authorization, bounded inputs, audit records, and restricted AI context. No system is completely secure, and we cannot guarantee absolute security.

10. Children

RentalBooks is a business and financial recordkeeping service intended for adults and is not directed to children under 13. We do not knowingly collect personal information directly from children under 13. Contact us if you believe a child submitted information directly to RentalBooks.

11. Changes to This Policy

We may update this Privacy Policy as RentalBooks or applicable law changes. We will post the updated Policy with a new effective date and provide additional notice when required by law.

12. Contact Us

Privacy questions and requests may be directed to Schruben Properties, LLC at info@schrubenproperties.com or 502 W 7th St Ste 100, Erie, PA 16502, United States.