Privacy Policy

1. The short version

• We collect only what MyRentLoop needs to work: your account details and the property, tenant and billing data you choose to enter.
• We do not sell your data and we do not show advertising.
• Your organization's data is separated from every other customer's by database access rules.
• You can export or delete your data, and ask us questions at [email protected].

2. Who we are

MyRentLoop ("MyRentLoop", "we") runs the MyRentLoop service. For account and usage data about you, we are the controller. For the tenant, property and billing data a landlord enters, the landlord is the controller and we act as their processor (see our Terms of Use, section 5).

Contact: [email protected]. Biratnagar, Nepal.

3. What we collect

• Account data: name, mobile number, e-mail address, role, and the organization you belong to.
• Business profile: business name, address, tax number, phone and payment instructions you choose to add.
• Property and tenancy data: buildings, units, tenant names, phone numbers, e-mail, lease dates, deposits, emergency contacts and identity-document type or number if you choose to record them.
• Billing data: meter readings, invoices, payment records and notes, maintenance requests and costs.
• Technical data: device and browser type, IP address, error logs, and the time of sign-ins, used to secure and debug the Service.
• Communications: messages you send to support. Messages composed for WhatsApp or SMS are created on your device; we store only a log that a reminder was prepared, not the conversation.

We do not knowingly collect data from children under 18.

4. How we use it and why

• To provide the Service: sign you in, show your data, calculate bills, record payments and send notifications. (Performing our contract with you.)
• To keep the Service secure and prevent fraud and abuse, and to fix problems. (Our legitimate interest in a safe service.)
• To bill you for your subscription and meet tax and accounting duties. (Contract and legal obligation.)
• To contact you about your account, changes to the Service and support. (Contract and legitimate interest.)
• To improve the product using aggregated, non-identifying usage statistics. (Legitimate interest.)

We do not use your data to train advertising profiles, and we do not sell or rent personal data.

5. Who we share it with

We use a small number of service providers (sub-processors) who process data only on our instructions and under confidentiality and security terms:

• Database, sign-in and file hosting: our own servers at [hosting provider and region].
• Application hosting and content delivery: [VPS / hosting provider].
• One-time-code delivery by SMS or e-mail: [SMS / e-mail provider].
• Subscription payments: [payment processor]. We do not store full card or wallet credentials.
• Error monitoring: [monitoring provider, if used].
• WhatsApp Business messages, only if this is switched on and an owner chooses "Send on WhatsApp Business": Meta Platforms (the tenant's name and phone number, the unit, the amount, the due date and the bill number).

Within an organization, owners decide who sees the data. A tenant can see only their own unit, bills and requests. A caretaker an owner adds sees only the buildings the owner picks: units, tenant names (phone numbers only if the owner allows it), meter readings and repair requests, never rents, bills or payments. We may disclose data if the law or a valid legal process requires it, or to protect rights, safety and security, and we will tell you unless prohibited. If we are involved in a merger or sale, data may transfer to the successor under this policy.

5a. Renter Profile

A tenant can turn on their Renter Profile. It is worked out from the bills and payments their landlords recorded in MyRentLoop: how many months they rented, how many bills were paid on time (fully paid within 5 days of the due date), late or unpaid, and how many landlords. It shows the tenant's name and the last 3 digits of their phone number, and never amounts, landlords' names, addresses, units or payment methods.

• It is off until the tenant turns it on. Nobody can look a tenant up: only people the tenant sends a link to can see it, until the link ends (7 days) or the tenant stops it. Turning the profile off stops every link.
• When a landlord deletes their business, we keep only the month and how each of that tenant's bills was paid (on time, late or unpaid), so their history is not lost. Nothing else from that business is kept.
• Deleting the tenant's login deletes this history and their links.

6. Where data is stored

Data is stored on servers in [country/region]. If it is processed outside your country (for example by a provider in Singapore, India or the EU), we use contractual and technical safeguards so it stays protected to a comparable standard.

7. How long we keep it

• Active accounts: for as long as the account exists.
• After you delete an organization: its data is deleted from live systems promptly and from encrypted backups within 35 days.
• Billing and tax records about your subscription: for the period required by applicable law.
• Security and audit logs: up to 12 months.

Landlords decide how long to keep tenant records and should delete or archive data they no longer need.

8. Security

Connections use HTTPS. Data is separated per organization by database row-level security. Passwords are stored only as salted hashes by our sign-in provider; we never see them. Access by our staff is restricted, logged and limited to what is needed for support and operations. Backups are encrypted. No system is perfectly secure: if a breach affects your data we will notify you and the relevant authority as the law requires.

9. Your rights and choices

Subject to applicable law, including Nepal's Individual Privacy Act, 2075 (2018), and, where it applies to you, the GDPR or UK GDPR, you can ask to access, correct, export or delete your personal data, to object to or restrict some processing, and to withdraw consent where we rely on it. You can also complain to your data-protection authority.

In the app, go to Profile: "Export backup" downloads your data, and "Delete your data" deletes your business (owners) or your login. Or write to [email protected]. We may need to verify your identity first. If you are a tenant and your question is about data your landlord holds, contact your landlord first; we will help them respond.

10. Cookies and local storage

MyRentLoop does not use advertising or cross-site tracking cookies. It stores your sign-in session, language and display preferences, and (in the offline-ready app) a cached copy of the app and your recent data on your own device. You can clear this in your browser settings, which will sign you out.

Photos and PDFs of a tenant's ID or agreement that an owner adds under a unit's "Docs" stay only on that owner's device; they are never uploaded to us. They are deleted when that device signs out of the account or erases its data, and the owner can delete them when the tenant moves out.

11. WhatsApp, SMS and sharing

When you tap WhatsApp, SMS or Share, the message text and the recipient's phone number are passed to that app on your device. They then fall under that app's privacy policy. Please only message people who expect to hear from you about their tenancy.

Local services listed in the app (plumbers, electricians and the like) are independent businesses. Calling or messaging them happens from your own phone; MyRentLoop does not share your details with them.

MyRentLoop may send service announcements (for example planned maintenance) to your notifications.

12. Changes to this policy

We will post changes here and, if they are significant, tell you in the app or by e-mail. Last updated: 2026-10-30.

13. Contact

MyRentLoop, Biratnagar, Nepal. Privacy questions: [email protected].