Privacy Policy

1. Who This Policy Applies To

This Privacy Policy applies to all users of RentCircle, which includes two distinct user types:

The types of information collected and how they are used differ between these two roles. This Policy describes both.

2. Information We Collect

A. Information You Provide Directly

B. Information Collected Automatically

• Usage Data: Pages visited, features used, in-app actions, and session duration;
• Device Information: Device type, operating system, browser type, app version;
• Technical Data: IP address, crash logs, error reports, and device identifiers;
• Cookies and Similar Technologies: Session cookies to maintain login state, preference cookies to remember settings, and analytics cookies to understand usage patterns.

C. Information from Third Parties

• Google OAuth: If you sign in with Google, we receive your name, email address, and profile image from Google. We use this solely for authentication.
• App Stores: We receive limited information from the Apple App Store and Google Play related to your subscription status (not your payment credentials).

3. How We Use Your Information

We use the information we collect for the following purposes:

• To provide and operate the Service: Including account authentication, invoice generation, payment tracking, SMS sending, tenant portal access, and data storage;
• To personalize your experience: Displaying your properties, tenants, and financial data relevant to your account;
• To send service communications: Account confirmations, OTP codes, payment notifications, subscription receipts, and important updates;
• To send optional marketing communications: Product updates, tips, and promotions — only with your consent and with an easy way to opt out;
• To improve the Service: Analyzing usage patterns to identify bugs, improve features, and optimize performance;
• To comply with legal obligations: Responding to lawful requests from government authorities, preventing fraud, and enforcing our Terms of Use;
• To process OTP authentication: Sending one-time passcodes to tenants via SMS or email for portal login.

We do not sell your personal information to third parties. We do not use your data for advertising purposes beyond the RentCircle platform itself.

4. Tenant Data & Landlord Responsibility

Tenant personal information (names, contact details, lease data, payment records, government IDs, and uploaded documents) is entered into RentCircle by landlords or by tenants themselves through the portal.

Symph processes tenant data solely on behalf of and under the instruction of the landlord, for the purposes of delivering the Service. We do not independently use tenant data for any other purpose.

Tenants who wish to access, correct, or delete their personal information should first contact their landlord. Tenants may also reach us directly at support@rentcircle.ph for data-related requests.

5. Platform Payments & Subscriptions

RentCircle subscriptions are billed through the Apple App Store or Google Play. We do not collect, store, or have access to your Apple ID credentials, credit card details, or Google Play payment information. All billing is handled directly by the respective platform.

For landlord subscription management, we use RevenueCat to track subscription status and entitlements. RevenueCat receives a non-identifiable subscriber ID and your subscription status only — no payment credentials.

For optional tenant online payments through PayMongo, payment processing is handled entirely by PayMongo under their own terms and privacy policy. Symph does not store your card or bank account details.

Bank account or payment details that landlords manually enter into their RentCircle profile (for display to tenants) are stored securely and used solely for that display purpose.

6. Data Storage & Security

Your data is stored on Google Firebase (Firestore and Firebase Storage), which provides enterprise-grade security infrastructure including encryption at rest and in transit.

Symph applies the following security measures:

• All data is transmitted over HTTPS/TLS encryption;
• Access to production databases is restricted to authorized personnel only;
• Firebase Security Rules are configured to restrict access to authorized users;
• Uploaded files (photos, documents) are stored in Firebase Storage with controlled access;
• OTP codes for tenant portal access expire within a short window and are invalidated after use.

While we implement reasonable security measures, no system is completely secure. We cannot guarantee absolute security of your information. You use the Service at your own risk. If you believe your account has been compromised, contact us immediately at support@rentcircle.ph.

7. Google OAuth & Third-Party Sign-In

RentCircle offers optional sign-in via Google OAuth for landlords. When you sign in with Google:

• We receive only your name, email address, and Google profile image;
• This data is used solely to create and authenticate your RentCircle account;
• We do not access your Google Drive, Gmail, contacts, or any other Google services;
• We do not share your Google account data with any third party;
• You may revoke RentCircle's access to your Google account at any time through your Google Account settings under "Third-party apps with account access."

Our use of Google user data complies with Google's API Services User Data Policy, including the Limited Use requirements.

8. Third-Party Services

RentCircle uses the following third-party services, each governed by their own privacy policy:

9. Data Sharing & Disclosure

We do not sell, rent, or trade your personal information. We may share your information only in the following limited circumstances:

• With your landlord (tenants): Tenant profile data, payment records, and uploaded documents are shared with the landlord who invited you to the portal. This is the core purpose of the Service.
• With service providers: We share data with third-party vendors listed in Section 8 only to the extent necessary to provide the Service.
• For legal compliance: We may disclose information when required by law, court order, or government authority, or when we believe disclosure is necessary to protect the rights, property, or safety of Symph, our users, or the public.
• Business transfer: In the event of a merger, acquisition, or sale of assets, user data may be transferred. We will notify users via email or in-app notice before data is transferred and becomes subject to a different privacy policy.
• With your consent: For any other purpose with your explicit consent.

10. Your Privacy Rights

Depending on your location and applicable law, you may have the following rights regarding your personal information:

To exercise any of these rights, contact us at support@rentcircle.ph. We will respond within 15 business days. We may need to verify your identity before processing your request.

You may also:

• Update your landlord profile information directly in the app;
• Control cookie preferences through your browser settings;
• Unsubscribe from marketing emails using the link in any marketing message;
• Revoke Google sign-in access through your Google account settings.

11. Data Retention

We retain your personal information for as long as your account is active or as needed to provide the Service. Specifically:

• Active accounts: Data is retained for the duration of your use of the Service;
• Deleted accounts: Upon account deletion request, we will delete or anonymize your personal data within 30 days, unless retention is required by law;
• Financial records: Invoice and payment records may be retained for up to 7 years as required for legal and tax compliance purposes;
• OTP codes: Tenant OTP codes expire within a short window (minutes) and are purged immediately after use;
• Backup data: Residual copies in backups may persist for up to 90 days before being overwritten.

12. Children's Privacy

RentCircle is intended solely for users who are 18 years of age or older. We do not knowingly collect personal information from individuals under 18.

If we become aware that we have collected personal information from a minor, we will take immediate steps to delete that information. If you believe a minor has provided us with personal data, please contact us at support@rentcircle.ph.

13. Philippine Data Privacy Act (R.A. 10173)

Symph, Inc. is committed to compliance with the Philippine Data Privacy Act of 2012 (Republic Act No. 10173) and its Implementing Rules and Regulations.

In connection with this:

• We collect and process personal data only for specified, legitimate purposes;
• We implement reasonable organizational, physical, and technical security measures to protect personal data;
• We have designated a point of contact for data privacy inquiries reachable at support@rentcircle.ph;
• Landlords who use RentCircle to process tenant personal data act as Personal Information Controllers under the DPA and are responsible for their own compliance obligations;
• In the event of a personal data breach that is likely to give rise to a real risk of harm, we will notify affected individuals and the National Privacy Commission (NPC) as required by law within 72 hours of discovery.

14. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or other factors. When we make material changes, we will:

• Update the "Effective Date" at the top of this page;
• Notify registered landlords via in-app notification or email; and
• Where required, seek your consent before new data processing activities begin.

We encourage you to review this Policy periodically. Your continued use of RentCircle after any changes constitutes your acceptance of the updated Policy.

15. Contact Us

For any questions, concerns, or requests related to this Privacy Policy or your personal data, please contact our Privacy team:

We aim to respond to all privacy-related inquiries within 15 business days.