AgenticRentOS

Privacy Policy

This policy describes information handled by AgenticRentOS, the agenticrentos.com website, customer property pages, authenticated portals, payment workflows, document tools, and assistant features.

Version: 1.5
Effective date: 2026-10-26
Last updated: 2026-10-26

Platform Operator and Customer Roles

AgenticRentOS and the agenticrentos.com website are operated by AppraisalStack, LLC. AppraisalStack, LLC provides software and hosting; each subscribing property owner or authorized manager remains responsible for its property, tenant decisions, leases, notices, deposits, repairs, vendors, and legal compliance.

Information We Collect

The service may collect contact information submitted through public inquiries; account identifiers and authentication records; tenant, suite, lease, invoice, payment-ledger, document, maintenance, and message records used for property operations; and technical security data such as session, browser, and audit information.

How Information Is Used

Information is used to respond to inquiries, authenticate authorized users, provide tenant and management functions, process and reconcile payments, manage property records, maintain security, investigate misuse, and support operational communications.

Payment Processing

When online payments are enabled, card and ACH collection uses Stripe-hosted or Stripe-managed workflows. This application does not intentionally store complete card or bank account numbers. It may retain provider identifiers, status events, receipts, and ledger records needed for reconciliation and audit history.

Third-Party Sign-In Providers

When configured, Google, Apple, and Microsoft or another standards-based identity provider may share a verified identifier, email address, and related sign-in metadata so the service can match an identity to an authorized account. Each provider operates under its own privacy practices.

Cookies and Sessions

The service uses cookies and server-managed sessions for authentication, account recovery, security controls, and ordinary site operation. Remember-me sessions may last longer than standard sessions and can be revoked by an authorized user or administrator. Installed app. If you add AgenticRentOS to your phone's home screen, your browser keeps a small offline page and the app icon so it can show a message when you have no connection. The app does not keep a copy of your account pages, invoices, payments or documents for offline use; those always load from our servers. To decide when to offer the "add to home screen" card again, your browser stores two dates on your device (when you dismissed the card and when you installed the app). They contain no name, account or identifier and are never sent to us. Your browser still keeps your sign-in and any file you download, as it does on the website. Removing the app from your home screen, or clearing this site's data in your browser, deletes them.

Uploaded Lease Documents

Lease documents, generated drafts, extracted text, summaries, and related metadata are restricted to authorized management users and tenant-specific access where provided. AI-generated summaries are non-authoritative and do not replace the controlling document.

AI Processing and Retention

Assistant features receive only the context permitted for the current public, tenant, or management role. Conversation and audit records may be retained to provide continuity, investigate errors, and document sensitive actions. Public analytics are designed not to store message text or tenant financial information.

Phone Notifications

Phone notifications. Notifications are off unless you turn them on, one device at a time, in the app. When you do, your browser gives us a delivery address on its own push service (Google, Mozilla, Apple or Microsoft, depending on your browser) and two keys used to encrypt each message to your device. We store them encrypted, use them only to tell you about maintenance requests you are involved in, and delete them when you turn notifications off on that device, when you are no longer part of the workspace or your account or tenancy there is no longer active, or when the push service tells us the device no longer accepts them. The push service delivers the message but cannot read it. Notifications only say that there is an update to see in the app; they never show amounts, balances, names, addresses or any notice about your lease or your account.

Free Public Tools

Free tools at agenticrentos.com/tools run in your browser. What you type into them, and any file you choose to check, is not sent to us or stored by us. We record only which tool was used and whether a file was downloaded or printed, without the values you entered or the contents of your file. A rent receipt you fill in is made in your browser. The names, addresses and amounts on it are never sent to us; we count only that a receipt was printed, saved or downloaded.

Referral Links

Referral links. An owner can create a link to share AgenticRentOS with someone they know. We store a fingerprint of the link's code and its last four characters, not the code itself. The code appears in the link's web address, so it may be recorded in our hosting logs and in the browser history of whoever opens it. If you register after following a referral link, or type a referral code into your workspace, and choose to apply it, we record which link was used so the workspace that shared it can see a count of the workspaces that applied it. We do not show that workspace your name, contact details or records, and no reward, credit or payment is given to anyone. We do not send messages to anyone on an owner's behalf about a referral. Referral records are kept while both workspaces exist, and we delete them on request.

Rental Applications

Rental applications. When you apply to rent through a property owner's application page or link, the owner is responsible for your application and decides on it; AgenticRentOS processes it for the owner. We store what you enter (your name, contact details, current address, desired move-in date, household size or business details, optional stated income, the names of co-applicants and your message), the versions of the notices you accepted, and a keyed hash of your IP address. We do not ask for or store a Social Security number, date of birth or consumer report, and we do not screen, score or decide on applications. An owner may redact a declined or withdrawn application. If an owner orders a tenant screening through a screening provider connected to AgenticRentOS, after recording that you agreed, we send that provider your name and email address so it can invite you; the provider asks for your authorization and gives any report to the owner, not to us.

Listing Inquiries

If you send an inquiry from a listing, we share your name, contact details and message with the listing owner so they can reply. We keep a hashed form of your IP address and the time you agreed to this policy, to prevent abuse. We do not sell inquiry information or use it for advertising.

Electronic Signatures

When a landlord uses AgenticRentOS to ask you to sign a lease document electronically, we record, on the landlord's behalf: your name; the email address the request was sent to; when you consented to sign electronically and which version of the disclosure you saw; when you downloaded the document; your typed name or the image of the signature you drew (never how you drew it — no stroke timing, speed or pressure); the IP address and browser user agent you signed from; and a cryptographic fingerprint (SHA-256) of the document and of your signature. These details appear on the signature certificate, which every party to the document can see. Signed lease records are legal records the landlord must keep, so we keep them for as long as the landlord's workspace exists and do not delete them on request (a legal-record retention exception); you can always ask the landlord for a copy, and every signer can download the document and its certificate.

Rent Reminders

When a property owner uses rent reminders, we send reminder emails on the owner's behalf to the tenant's email address on file. We keep a masked form of the address, a one-way hash of it, and the date and outcome of each reminder. If a tenant uses the link in a reminder to stop or restart reminders, we record that choice with the date, the IP address and the browser's user agent as the record of the request. If a property owner turns on rent reminder texts and records your consent, we send reminder texts on the owner's behalf to the mobile number on file, through our text-message provider. We keep a masked form and a one-way hash of the number, the date and outcome of each text, and your consent or opt-out with its source (the owner's record of your consent, or your STOP or START reply). We do not keep the text of your replies. A STOP reply stops reminder texts to that number from every landlord using AgenticRentOS, and no landlord can record new consent for that number until you reply START. A STOP we receive while texts are switched off is still recorded.

Owner Briefings

If a member of a workspace turns on the owner briefing, we email them a daily or weekly summary of that workspace's records at the time they choose. By default it contains counts only; it names tenants and amounts only if the member chooses that. For each briefing we keep a masked form of the address it went to, a one-way hash of its unsubscribe link and the counts it contained.

Owner Records You Keep in Books

Owner records you keep in Books. If you use Books, we store the vendors you record (name, optional contact details, entity type, whether you expect to report them on Form 1099-NEC, the date you received a W-9 and where you keep it, and at most the type and last four digits of a taxpayer identification number), the expenses you record, and the receipt files you upload (JPEG, PNG, WebP or PDF). We never ask for or store a full Social Security or employer identification number, and we ask you not to upload W-9s or other tax forms. Receipts are stored privately and are downloaded only by members of your workspace. Records you void or remove are kept in your history, because tax records often must be kept for several years. Books records what you paid; it does not move money, contact your vendors or file anything with a tax authority. When you issue a monthly owner statement, we keep that version as issued (its totals and the lines it lists, which can include tenant and payee names from your records) so you can download it again; a later version replaces it only with your reason, and earlier versions stay in your history. Statements are not emailed to anyone. When you download an accountant export, we prepare the file from your workspace's records at that moment and do not keep a copy; we record that you downloaded it, which file and for which period, but not its contents. The account names and codes you set for QuickBooks Online or Xero are kept with your workspace. Nothing is sent to QuickBooks Online, Xero, the IRS or any state. If you connect your QuickBooks Online company, we store the access Intuit grants us, encrypted, with your company's name, and use it only when you choose to send a period from Books. Each send creates journal entries in your company for the rent, refunds and expenses recorded in Books for that period, including tenant and payee names and descriptions; we keep a record of which entries were sent, not their contents. We do not read your QuickBooks Online data back into Books. You can disconnect at any time; disconnecting deletes the stored access and asks Intuit to revoke it, and entries already sent stay in your company. Intuit's own terms and privacy policy apply to your QuickBooks Online account. If you link a bank account to Books, you sign in to your bank through our bank-data provider (Plaid), which shares that account's transactions with us read-only. We store the access the provider grants us, encrypted, with your bank's name and the account's last digits, and use it only when you choose to sync. Each posted transaction becomes a bank line in your workspace (its date, amount and description, with long numbers shortened to their last four digits), kept with your Books records under the same retention as imported bank files. We never receive your bank sign-in, cannot move money, and do not share your transactions with anyone. You can disconnect at any time; disconnecting deletes the stored access and asks the provider to end it, and lines already brought in stay. Plaid's own end-user privacy policy applies to the link.

Manufactured-Home Communities

If you operate a manufactured-home community, AgenticRentOS stores the lot and home records you enter: each home's description, serial or VIN, HUD label numbers and the name of the person you record as its title holder, which home is on which lot and from when, and how a lot agreement's rent divides into lot rent and home rent. These are your records as you state them. AgenticRentOS does not verify a title, serial or registration, does not send them to any agency, and does not decide or record approval of any home sale or buyer. Recorded history is kept, not edited in place.

Storage, Yards and Parking

If an owner uses AgenticRentOS to manage storage units, yards or parking, the owner may record, for each renter: a description of stored items or of a vehicle (no licence plate or VIN field exists), the insurance or protection plan the renter states and its expiry date as the owner recorded it, an alternate contact's name and phone number, and dates on which keys, cards or fobs were issued, changed or returned. The owner controls these records and AgenticRentOS processes them on the owner's behalf. AgenticRentOS provides no field for gate codes, PINs or lock combinations; owners are asked not to type or upload them. Recording an alternate contact does not designate them under any state self-storage law, and AgenticRentOS never contacts them. These records are kept with the lease until the owner clears the optional fields. An owner may also record, for a storage agreement, the date and an optional description of an overlock, a lien notice delivered, a sale, a tow or a claim of abandonment that the owner carried out. These records are kept with the agreement and are not shown to the renter; AgenticRentOS does not act on them.

Land and Agricultural Parcels

Owners may record information about people and businesses they deal with about their land, such as a farmer, rancher, hunting club, utility or agency that leases or uses it, and that party's contact details. AgenticRentOS stores these records for the owner as a processor, does not contact, screen or verify these parties, and removes contact details on the owner's request; the party's name is kept with the owner's agreement records. When an owner first invoices a land agreement, the counterparty's name and the billing email, phone and address are copied into the owner's billing records (a billed party); those copies follow the owner's billing-record retention, not the land contact record's.

RV Parks and Campgrounds

Guests of RV parks and campgrounds. When a park or campground that uses AgenticRentOS records a stay, the park enters the guest's name, email or phone, party size, number of pets, rig type and length, vehicle count and plates, and any requests, and records charges and payments the park received or gave back elsewhere. AgenticRentOS processes this information on the park's behalf to keep the park's reservation records; the park decides what to collect and how long to keep it. A park can permanently remove a guest's name and contact details from a finished stay; the dates, site and money records remain as the park's business records. Guests should contact the park directly about their information. Stay requests sent to a park. A park's "request a stay" page sends the park your name, email or phone, preferred contact method, the dates you ask for, the number of people in your party, the number of pets (service animals are not pets and are not counted), your rig type and length, the site features you ask for (including whether you need an accessible site, with no further detail), and any note you add. AgenticRentOS stores the request for the park and tells the park by email; it does not send you anything, does not show prices or availability, and takes no payment. A request is not a reservation: the park decides whether to offer you a stay and replies to you directly. We keep a keyed hash of your network address (not the address itself), your browser's user-agent and the version of this policy you agreed to, to limit abuse and to record your consent. The request is kept with the park's inquiries under their existing retention; if the park accepts it, your name and contact details are copied into the park's reservation record, which the park can later remove as described above. Deposits paid online to a park. A park can send you a link to pay a deposit toward your stay by card. The payment page is run by Stripe on the park's own Stripe account; your card details go to Stripe, never to AgenticRentOS, and the money goes to the park, not to AgenticRentOS. Stripe tells AgenticRentOS that the deposit was paid, its amount and a payment reference, and AgenticRentOS records that against your stay for the park. Refunds are made by the park. Stripe's own privacy policy covers what Stripe collects on its page.

Questions and Requests

For questions about a property or a public inquiry, contact that property's manager through its property page or the contact named in your lease communications. For questions about AgenticRentOS itself, email lance.porter@appraisalstack.com. Authenticated tenants should use the Tenant Portal for account-specific requests. Identity verification may be required before information about a private account can be discussed or changed.