Privacy
Policy
Pilot OS by Rentwith Pilot LLC, a subsidiary of Astrae Holdings LLC · Effective Date: March 29, 2026
Rentwith Pilot LLC ("Pilot," "we," "us," or "our"), a subsidiary of Astrae Holdings LLC, operates the Pilot OS platform, accessible at rentwithpilot.com (the "Service"). We are committed to protecting your personal information and your right to privacy. This Privacy Policy explains what information we collect, how we use it, and what rights you have in relation to it.
Please read this policy carefully. If you disagree with its terms, please discontinue use of the Service.
01. Information We Collect
1.1 Information You Provide Directly
We collect information you voluntarily provide when you register for an account, use the Service, or contact us. This includes:
- Account registration data: name, email address, phone number, and password
- Business or landlord profile information: company name, property addresses, business type
- Financial information: bank account details for payouts via Stripe Connect, billing information for subscription payments
- Property and tenant data: lease agreements, rent amounts, maintenance records, tenant contact information, and communications you upload or generate within the platform
- Communications: messages, emails, or support tickets you send to us
1.2 Information Collected Automatically
When you access the Service, we automatically collect certain information, including:
- Log data: IP address, browser type, operating system, referring URLs, pages visited, and timestamps
- Device information: hardware model, unique device identifiers, and mobile network information
- Usage data: features accessed, actions taken, session duration, and click patterns
- Cookies and tracking technologies: as described in Section 5 below
1.3 Information from Third Parties
We may receive information about you from third-party services integrated with the platform, including:
- Stripe: payment processing, identity verification, and 1099-K tax reporting data
- Identity verification providers: government-issued ID data if you undergo verification
- Analytics providers: aggregated behavioral data to improve platform performance
02. How We Use Your Information
We use the information we collect to:
- Provide, operate, and maintain the Service
- Process transactions and send related notices (receipts, rent confirmations, lease renewals)
- Communicate with you about your account, updates, and support requests
- Send transactional emails and, where permitted, marketing communications (you may opt out at any time)
- Comply with legal obligations, including tax reporting requirements under IRS regulations and applicable state law
- Detect, prevent, and investigate fraud, abuse, or security incidents
- Improve the platform through analytics, A/B testing, and user research
- Enforce our Terms of Service and other agreements
- Personalize your experience and surface relevant features
03. How We Share Your Information
We do not sell your personal information.
We may share your data only in the following circumstances:
3.1 Service Providers
We share information with trusted third-party vendors who assist us in operating the Service, including payment processors (Stripe), cloud infrastructure (Supabase, Vercel), email delivery (Resend), analytics providers, and customer support tools. These providers are contractually bound to use your data only to perform services on our behalf.
3.2 Landlord-Tenant Data Sharing
If you are a landlord using the platform, certain information you enter (including tenant contact data, lease terms, and payment records) is accessible to the relevant tenant users on that property within the platform. By uploading tenant information, you represent that you have appropriate authorization to do so.
3.3 Legal Compliance and Protection
We may disclose your information if required to do so by law, subpoena, court order, or governmental regulation, or if we believe disclosure is necessary to protect our rights, your safety, or the safety of others.
3.4 Business Transfers
In the event of a merger, acquisition, financing, or sale of all or substantially all of our assets, your information may be transferred to the successor entity. We will notify you of any such change via email or prominent notice on the Service.
3.5 Aggregated and De-identified Data
We may share aggregated or de-identified data that cannot reasonably be used to identify you for research, analytics, or industry benchmarking purposes.
04. Data Retention
We retain your personal information for as long as your account is active or as needed to provide the Service. Specifically:
- Account data is retained for the life of your account and up to 7 years after account closure for tax, legal, and audit purposes
- Financial records (payments, invoices, 1099-K data) are retained for a minimum of 7 years per IRS record-keeping requirements
- Property and lease records are retained until you delete them or close your account, after which they are purged within 90 days
- Log and analytics data is retained for up to 24 months
You may request deletion of your account and associated data at any time subject to the retention requirements above. See Section 8 for how to exercise this right.
05. Cookies and Tracking Technologies
We use cookies, pixel tags, and similar technologies to operate and improve the Service. Categories include:
- Strictly necessary cookies: required for authentication, session management, and security
- Functional cookies: remember your preferences and settings
- Analytics cookies: help us understand how users interact with the platform (e.g., session recordings, page-level analytics)
- Marketing cookies: used to measure the effectiveness of our advertising campaigns (Meta Conversions API, Google Ads, TikTok Pixel)
You may control cookie preferences through your browser settings or our in-platform cookie consent manager. Note that disabling certain cookies may impair Service functionality.
06. Data Security
We implement industry-standard technical and organizational measures to protect your information, including:
- Encryption of data in transit using TLS 1.2+
- Encryption of data at rest within our database infrastructure
- Row-level security (RLS) policies enforced at the database layer to ensure multi-tenant data isolation
- Role-based access controls (RBAC) for platform administrators and staff
- Regular security audits and penetration testing
No method of electronic transmission or storage is 100% secure. While we strive to protect your data, we cannot guarantee absolute security. In the event of a data breach that affects your information, we will notify you in accordance with applicable law.
07. Third-Party Links and Integrations
The Service may contain links to third-party websites or integrate with third-party services (such as payment portals, accounting software, or property listing platforms). We are not responsible for the privacy practices of those third parties and encourage you to review their privacy policies independently.
08. Your Privacy Rights
Depending on your jurisdiction, you may have the following rights with respect to your personal information:
Access
Request a copy of the personal information we hold about you.
Correction
Request correction of inaccurate or incomplete data.
Deletion
Request deletion of your personal information, subject to legal retention obligations.
Portability
Request your data in a machine-readable format.
Opt-out
Unsubscribe from promotional communications at any time.
California Residents (CCPA)
California residents have additional rights under the California Consumer Privacy Act (CCPA), including the right to know what personal information is sold or disclosed and to opt out of the sale of personal information. We do not sell personal information.
To exercise any of these rights, contact us at privacy@rentwithpilot.com. We will respond within 30 days (or the time period required by applicable law).
09. Children's Privacy
The Service is not directed to children under the age of 13, and we do not knowingly collect personal information from children under 13. If you believe we have inadvertently collected information from a child, please contact us immediately at privacy@rentwithpilot.com and we will take steps to delete such information.
10. Changes to This Policy
We may update this Privacy Policy from time to time. If we make material changes, we will notify you by email or by posting a prominent notice on the Service at least 14 days before the changes take effect. Your continued use of the Service after the effective date constitutes your acceptance of the revised policy.
11. Contact Us
If you have questions, concerns, or requests regarding this Privacy Policy, please contact us:
Email: privacy@rentwithpilot.com
General Support: support@rentwithpilot.com
Company: Rentwith Pilot LLC, a subsidiary of Astrae Holdings LLC
Address: Rancho Cucamonga, California
Website: rentwithpilot.com