Privacy policy
Last updated:
Rentdossier helps you share your rental documents with landlords through private links. Those documents are personal, so we keep this policy short and concrete: what we collect, why, who sees it, how long we keep it and what you can ask of us.
In short
- We only use your data to run Rentdossier. We never sell it or use it for advertising.
- Your documents are stored encrypted in Frankfurt, Germany.
- Only landlords you send a link to can see your dossier, and you can close a link at any time.
- We don't use tracking or advertising cookies, which is why there is no cookie banner.
Who is responsible
The controller for your personal data is:
Rentdossier (rentdossier.com)
privacy@rentdossier.com
What we process and why
| Data | Why | Legal basis |
|---|---|---|
| Your email address and login codes | To log you in and send you messages about your account and links | Performing our agreement with you |
| Your dossier: name, phone number, situation, income, move-in date, household, pets, smoking, motivation letter | To show your dossier to the landlords you choose | Performing our agreement with you |
| Your documents, such as your ID, payslips, contracts and statements | The same | Performing our agreement with you |
| Your guarantor's details and documents | The same. You need your guarantor's permission to add them. | Performing our agreement with you, and our legitimate interest |
| Your applications: the address of the home, the listing link and status | To create links and show your overview | Performing our agreement with you |
| Landlords who open a link: email address, when they opened it and which documents they viewed | To protect the dossier and show the renter who opened it | Legitimate interest |
| Payments: amount, date and payment reference. We never see your card or bank details. | To handle your purchase and keep our accounts | Performing our agreement with you, and legal obligation |
| Technical data such as IP address and browser type, in server logs | To keep the service secure and fix errors | Legitimate interest |
We don't ask for sensitive data such as health, religion or ethnic background, and we don't make automated decisions about you.
Your ID and your BSN
Your citizen service number (BSN) may only be processed when the law allows it. Please cover your BSN, and your passport photo, before you upload an ID document or payslip. For photos, Rentdossier opens a tool that does this on your own device before anything is uploaded. By default, your ID is not shared with landlords until you switch it on for a specific link.
Who receives your data
- Landlords and agents you send a link to. Every page they see is watermarked with the address of the home. Once they have seen or downloaded your documents, they are responsible for how they use them.
- Service providers that work for us, under a data processing agreement: Supabase (database, file storage and login, servers in Frankfurt), Vercel (hosting, servers in Frankfurt and a worldwide network for public pages), Resend (sending emails, EU region) and, once payments are available, Stripe (payments).
Some of these providers are based in the United States. Where your data may be accessed from outside the European Economic Area, it is protected by the EU Standard Contractual Clauses or the EU–US Data Privacy Framework.
How long we keep your data
- Your dossier and documents: until you delete them or your account.
- If you don't use Rentdossier for 10 months, we email you that your account will be deleted 60 days later, and remind you 7 days before that date. Logging in once keeps your account. Otherwise we delete your account and documents, about 12 months after you last used it, and confirm this by email.
- Links stop working after 30 days. Who opened them stays visible in your account until you delete the application.
- Landlord login codes: deleted after 24 hours.
- Payment records: 7 years, because Dutch tax law requires it.
- Server logs: a short period, as set by our hosting provider.
How we protect your data
Data is encrypted while it travels and while it is stored. Each account can only reach its own data, documents are only shown through links that expire within a minute, and landlords need a code sent to their email plus your password. Only a small number of people at Rentdossier can access stored data, and only when that is needed to help you or fix a problem.
Your rights
You can ask us to see, correct, delete or hand over your data, to limit how we use it, or object to how we use it. You can delete your account and all your documents yourself under Account. For anything else, email privacy@rentdossier.com. We reply within one month.
If you think we handle your data incorrectly, you can complain to the Dutch Data Protection Authority (Autoriteit Persoonsgegevens), or the authority in the EU country where you live.
Age
You must be 16 or older to create an account.
Changes
When we change this policy, we update the date at the top. If a change matters for how we use your data, we tell you by email before it takes effect.