Privacy Policy

Information we collect

We receive information from owners, renters, booking-request emails forwarded to the portal, and activity within the service. This can include names, email addresses, phone numbers, mailing addresses, property information, stay dates, guest counts, booking messages, rental charges, payment schedules, payment status, and owner-entered notes.

Owner accounts include profile, authentication, subscription, and billing information. Signing records include the agreement, typed or drawn signatures, consent wording and version, timestamps, document hashes, email-verification evidence, IP addresses, and browser information. Service logs and email delivery or failure records help us operate and secure the portal. Access codes may be entered by owners or generated from their configured rules, including renter phone-number digits.

Driver’s license images

A property owner may require a driver’s license image for a rental agreement. The signing page explains this request before upload. If you provide an image, it is included in the contract PDF reviewed and signed by both parties. Completed PDFs containing identification are provided through a PIN-protected link emailed to the renter, with a copy to the owner. Owners can also access their copy in the owner portal. These PDFs are not sent as email attachments.

The image is stored as part of the private contract record, with an additional layer of application encryption for license-containing PDFs. Document releases, signing reads, and relevant processing are recorded in an administrator-only access log. Collecting it does not independently verify its authenticity or your identity. Contact your property owner before uploading if you need an alternative or want to ask which information may be covered. Removing an image from an already signed PDF changes that document; retention or deletion requests must account for the signed record.

How information is used

We use information to provide account access, process rental requests, prepare quotes and agreements, verify email access, collect electronic signatures, preserve transaction evidence, maintain payment records, send configured guest communications, manage subscriptions, troubleshoot problems, and protect the service. Owners can view renter history associated with their own account.

Who receives information

Rental information is available to the relevant property owner and to the renter through their authorized signing flow and rental correspondence. Platform administrators may access information to operate the service, provide support, or investigate security and delivery issues. Owners are responsible for the copies they download, email, or otherwise manage outside the portal.

We use service providers to host and operate the portal, store records, authenticate users, deliver email, and process platform subscription billing. Current providers include Vercel, Supabase, Resend, and Stripe. Those providers process information needed for their services under their applicable terms and privacy policies. We may also disclose information when required by law or reasonably necessary to address fraud, protect rights, or respond to security incidents.

When an owner enables Test Mode, renter-directed email is routed to the owner’s email address for setup and testing. Test agreements retain a Test Mode marking.

Payments

Stripe processes owner subscription checkout and billing information. The portal stores subscription references and billing status. Rental payment records may include amounts, due dates, payment methods, and payments recorded manually by the owner. Please do not enter full card numbers, bank-account credentials, or other payment secrets into booking messages or notes.

Cookies and access controls

The portal uses cookies for sign-in sessions, trusted-browser settings, and renter email-verification sessions. Blocking these cookies may prevent sign-in or contract access. A verification code establishes access to an email inbox; it is not a government identity check.

We use access controls, private document storage, and document-integrity checks to protect records. No system or email delivery method can guarantee complete security. Keep signing links and access codes private, and save completed contracts in a secure location.

Retention and your choices

When an owner’s trial or subscription access ends, the account is limited to My Account. Rental operations, automated rental communications, and incoming booking processing stop. Rental records, contracts, and uploaded rental files are scheduled for deletion after 90 days. Owners can download retained rental data or start a subscription before deletion. My Account and owner notices provide the exact deletion date; reminders are sent before scheduled deletion. Notice-delivery problems may extend that period. Account and platform billing records are retained separately. Backups and service-provider copies follow their own retention schedules.

Account, booking, contract, and audit records are retained as part of the service’s transaction history. Expiration of a signing link does not delete the underlying agreement or its records. Copies sent by email or downloaded by an owner or renter remain in those recipients’ systems.

You may request access, correction, or deletion of information by emailing privacy@vrownerportal.com. For changes to a particular booking, also contact the property owner using the details in your rental correspondence. We may need to verify your identity and coordinate with the owner. Requests are reviewed subject to applicable law and the need to preserve agreements, payment records, security evidence, or other legitimate records. Correcting contact information does not rewrite a previously signed agreement.

Before signing, you may ask the owner for paper documents or withdraw consent to future electronic records as explained in the signing disclosure. Withdrawal does not undo records or signatures already completed. Privacy rights may vary by location; contact us to make a request.

Children’s information

The portal is intended for adult property owners and renters. Account creation, subscription checkout, and renter agreement access require confirmation that you are at least 18 years old. This is a self-declaration, not independent age or identity verification. Booking records may include the number of children in a guest party. Please do not submit children’s identification documents or unnecessary personal details.

Policy updates and contact

Updates will be posted on this page with a revised effective date. For privacy questions or requests, email privacy@vrownerportal.com. Please describe your request without attaching a driver’s license, full payment information, or an access code; we will explain any verification needed.