Privacy Policy

1. Overview

RoostKey, operated by RoostKey LLC (“RoostKey,” “we,” “us,” or “our”), provides property-management software for landlords, their staff, tenants, and maintenance workers. This Privacy Policy explains what information we collect, how we use it, and the choices you have. By using the service you agree to the practices described here.

2. Information we collect

• Account information — name, email address, phone number, and your role (landlord, office/secretary, tenant, or maintenance).
• Property & tenancy records — property addresses, unit details, lease terms, rent amounts, payment history, owner-financing terms, and related notes entered by a landlord or their staff.
• Payment information — rent payments are processed by Stripe. RoostKey does not collect or store full card numbers or bank-account credentials; that information is handled directly by Stripe under its own terms and privacy policy.
• Uploads — documents (such as leases, insurance, and inspections) and maintenance photos that users add.
• Technical data — log data, device and browser information, and a session cookie used to keep you signed in.

3. How we use information

We use the information above to:

• provide and operate the service;
• process rent payments and generate receipts, statements, and ledgers;
• run maintenance requests and job tracking;
• secure accounts and prevent misuse;
• send service and account-related messages; and
• comply with legal, tax, and accounting obligations.

4. How we share information

We share information only as needed to run the service: with service providers such as Stripe (payment processing) and our cloud hosting and database providers, under confidentiality obligations; within your own organization according to role-based access; when required by law or to protect rights and safety; and in connection with a business transfer. We do not sell your personal information.

5. Role-based access & visibility

Access to data is enforced by role at the database level, not merely hidden in the interface. Tenants can see only their own unit and records; maintenance staff see only the jobs assigned to them; and office/secretary access is scoped to the landlord they work for.

6. Data retention

We keep information for as long as your account is active and as needed to provide the service. Records tied to financial history — such as rent payments, statements, and financing terms — are retained as required to meet legal, tax, and accounting obligations, even after an account is closed.

7. Security

We protect information with role-based access enforced at the database layer, encryption of data in transit, and restricted administrative access. No method of transmission or storage is completely secure, and we cannot guarantee absolute security.

8. Your choices & rights

You can access, correct, or request deletion of your information by contacting us at the address below; landlords and tenants can also update much of their information directly in the app. Some records must be retained for legal or financial reasons even after a deletion request.

9. Cookies

We use a strictly necessary session cookie to keep you signed in. We do not use advertising or third-party tracking cookies.

10. Children’s privacy

The service is intended for business use by adults and is not directed to children. We do not knowingly collect personal information from children.

11. Changes to this policy

We may update this Privacy Policy from time to time. The “Effective” date at the top reflects the most recent version.

12. Contact us

Questions about this policy? Email us at support@roostkey.net.