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Privacy Policy for Rental Manager

Last updated: 26 June 2026

This Privacy Policy explains how Rental Manager (“we”, “us”, “our”) collects, uses, discloses, and protects personal information when you interact with our services, including property management, bookings, promotion, cleaning coordination, guest support, owner services, and related activities (the “Services”).

By using our Services, you agree to this Policy. If you do not agree, please do not use our Services.

1) Who we are
  • Legal entity: Rental Manager
  • Services: Management of rental properties, including listings and promotion, booking management, guest communications, check-in/out coordination, cleaning and maintenance scheduling, owner reporting, and payments administration.
  • Contact: info@rentalmanager.com.mt.e
2) Information we collect
  • Identity and contact data: name, email, phone number, postal address, government ID where required by law or building rules, company details for owners/suppliers.
  • Booking details: stay dates, property booked, party size, preferences, special requests, communications with us.
  • Payment and financial data: transaction amounts, payment status, payout details for owners or contractors. Card data is processed by our payment processors and not retained in full by us.
  • Property and contract data: ownership details, service agreements, pricing, calendars, maintenance history.
  • Usage data: log data, device and browser information, IP address, cookie identifiers, analytics on how you use our website/portal.
  • Verification and compliance data: documents or information needed to meet legal, tax, safety, building, HOA, or local registration requirements.
  • Media and access data: optional photos (e.g., damages, inventory), smart lock/access logs if you use our access solutions.

If you provide information about others (e.g., co-guests), you must have their permission.

3) How we use information
  • Provide and manage bookings, check-in/out, guest support, and property access.
  • Operate and improve listings, marketing, pricing, calendars, and owner portals.
  • Coordinate cleaning, laundry, maintenance, and emergency services.
  • Process payments, security deposits, invoices, owner payouts, and accounting.
  • Verify identity where required, prevent fraud, ensure property and guest safety.
  • Comply with legal, tax, and regulatory obligations.
  • Communicate with you about reservations, updates, policies, promotions, and surveys (you can opt out of marketing at any time).
  • Produce reports and analytics for service improvement and performance insights (using aggregated or de-identified data where possible).
4) Legal bases (EEA/UK where applicable)

We process personal data based on:

  • Contract necessity (to deliver the Services you request).
  • Legitimate interests (e.g., service improvement, fraud prevention, security, marketing to existing customers) balanced against your rights.
  • Legal obligations (e.g., tax, guest registry, safety).
  • Consent (e.g., certain marketing, cookies where required). You can withdraw consent at any time.
5) Sharing your information

We share personal information only as needed to provide the Services or as required by law:

  • Service providers and partners: payment processors, channel platforms (e.g., booking sites you use), marketing and analytics providers, ID verification tools, cleaning and maintenance vendors, key/access providers, IT and cloud hosting.
  • Property owners: limited booking and guest information necessary to manage the property and comply with legal, insurance, or HOA requirements.
  • Guests and co-guests: information necessary to coordinate stays (e.g., lead guest name for check‑in).
  • Professional advisers: accountants, auditors, insurers, legal counsel.
  • Authorities: where required by law, court order, health and safety needs, or to enforce our terms and protect rights.
  • Business transfers: in connection with a merger, acquisition, or asset sale, subject to appropriate safeguards.

We do not sell your personal information.

6) International transfers

Your information may be processed in countries outside your own. Where required, we use lawful transfer mechanisms (e.g., standard contractual clauses) and take steps to protect your data.

7) Data retention

We keep personal information only as long as necessary for the purposes described above, including:

  • Bookings and financial records: typically 6–10 years to meet accounting and tax obligations.
  • Access logs, maintenance, and incident records: for the period needed to ensure safety, resolve disputes, and comply with law.
    When no longer needed, we securely delete or anonymize data.
8) Your rights

Depending on your location, you may have rights to:

  • Access and obtain a copy of your data.
  • Correct inaccurate or incomplete data.
  • Delete your data, or restrict/ object to certain processing.
  • Port your data to another provider.
  • Withdraw consent where processing is based on consent.
  • Lodge a complaint with your data protection authority.

To exercise rights, contact info@rentalmanager.com.mt.. We may need to verify your identity.

9) Security

We use administrative, technical, and physical safeguards to protect personal information, including encryption in transit, access controls, logging, and vendor due diligence. No method of transmission or storage is 100% secure, but we work to continuously improve our protections.

10) Cookies and similar technologies

We use cookies and similar tools for:

  • Essential site functions (security, log-in, reservations).
  • Analytics and performance.
  • Personalization and marketing (subject to consent where required).
    You can manage preferences through our cookie banner and your browser settings.
11) Children’s privacy

Our Services are not directed to children under 16. We do not knowingly collect data from children under the applicable age threshold. If you believe a child has provided data, contact us to remove it.

12) Third‑party platforms

If you book through a third‑party site (e.g., an online travel agency), their privacy policy applies to data collected by them. We receive booking details from those platforms to manage your stay in line with this Policy.

13) Communications preferences
  • Transactional messages: you may not be able to opt out of messages necessary to deliver the Services.
  • Marketing: you can unsubscribe via the email link or by contacting us.
14) Changes to this Policy

We may update this Policy from time to time. Material changes will be notified via our website or email. Continued use of the Services after an update constitutes acceptance of the revised Policy.