Privacy policy

This policy explains how Rentalbuddy AB handles personal data when you visit rentalbuddy.io, chat with us on the website, ask for a demo, or sign up for and use a Rentalbuddy account. Questions? Write to info@rentalbuddy.io.

Who is responsible

Rentalbuddy AB, org. no. 559168-6836, Skättilljungavägen 15 b, 298 33 Tollarp, Sweden, is the data controller for the personal data described here. Our office is at Ankargripsgatan 32, 211 19 Malmö, Sweden. Email info@rentalbuddy.io, phone +46 10 516 46 26.

Booked with a rental business that uses Rentalbuddy? Then that business is responsible for your booking data – your name, contact details, booking and payment – and we handle it on its behalf and on its instructions, to run the booking system. Contact the business you booked with about your data; they can reach us if they need help.

What we collect, and why

When you visit the website. Our web server records technical data such as your IP address, browser and the pages you ask for, to deliver the site and keep it secure (legitimate interest). Cookies and similar tools for statistics (Google Analytics, Microsoft Clarity) and marketing (Google Ads, Meta Pixel, HubSpot) are used only if you allow them in the cookie banner (consent), and you can change your choice at any time. Each answer you give the banner is saved as proof of your choice, because the law requires us to be able to show it (legal obligation): a consent ID, the time, your choice, your IP address with the last part removed and your browser's description. Google maps and videos from YouTube or Vimeo load only when you click them. Read more in our cookie policy.

When you ask for a demo or contact us. The details you give us – name, email, phone number, company, what you rent out and your message – are saved in HubSpot, our customer system, so we can answer you and book the demo (legitimate interest, or steps before a contract you ask for).

When you use the website chat. We save the conversation and any details you give in it (for example name, email, phone number, company or what you rent out). An AI assistant writes the first answers; to do so, the conversation is sent to the AI model provider we use (Anthropic or OpenAI). If you ask for a person, our team takes over and sees the conversation. A bot check (Google reCAPTCHA) protects the chat from spam. If you leave your contact details and want us to get back to you, they're saved in HubSpot. Conversations are deleted after 180 days (legitimate interest: answering questions and preventing abuse). Please don't write sensitive information in the chat.

When you sign up and use Rentalbuddy. We save the details of your account and your users (name, email, phone number, company details, settings) and your subscription and invoices, to provide the service, give you support and send messages about your account (contract). Subscription payments are handled by Stripe; we never see your full card number. We also keep your company's contact details in HubSpot to look after the customer relationship (legitimate interest).

News about Rentalbuddy. We may email customers and people who have asked for a demo about Rentalbuddy (legitimate interest). Every such email has a link to opt out, and you can also tell us by email.

Who we share data with

We use suppliers that handle personal data on our behalf, only for the purposes above and under agreements that protect it:

• Google Cloud (Firebase) and Amazon Web Services for hosting the booking system and the record of cookie choices, and our web host for rentalbuddy.io
• HubSpot for our customer system, forms and the demo booking
• Stripe for payments
• Mailjet for sending emails
• Anthropic and OpenAI for the chat's AI answers, and Slack for our team's hand-over of chats
• Sentry for error reports from the booking system
• Google, Meta, Microsoft and HubSpot for statistics and marketing, only with your consent
• Igloohome, which makes the lock codes for bookings

We also share data when the law requires it, for example with authorities. We never sell personal data.

Data outside the EU/EEA

We try to keep personal data within the EU/EEA. Some suppliers are based in, or work from, the US or other countries outside the EU/EEA. Such transfers rely on the EU–US Data Privacy Framework where the supplier is certified under it, or on the EU Commission's standard contractual clauses.

How long we keep it

• Chat conversations: 180 days.
• Demo requests and contact details: as long as they're useful for staying in touch, then deleted.
• Account data: as long as you have an account, then deleted or anonymized – except what the law tells us to keep, such as invoices and other accounting records, which Swedish law requires us to keep for seven years.
• Cookies: as described in the cookie policy. The record of a cookie choice: 12 months.

Your rights

You can ask to see the personal data we hold about you, have it corrected or deleted, restrict how we use it, object to our use of it – including for direct marketing, at any time – and get it in a portable format. Where we rely on your consent, you can withdraw it at any time. Write to info@rentalbuddy.io. Some data we can't delete while the law requires us to keep it, for example accounting records.

If you think we handle your data wrongly, you can complain to the Swedish Authority for Privacy Protection (IMY), www.imy.se.

How we protect it

Everything you send to our website and the booking system travels over an encrypted connection, and only people who need the data for their work can reach it.

Changes

When we change this policy, we update the date at the top of this page.