Privacy Policy

1. Who this covers

This Privacy Policy explains how Dr. Landlord (“we,” “us,” or “our”) handles information when you use our website and application (the “Service”). It applies to landlords and property managers with an account, team members they’ve invited, residents who use the resident portal, people who fill out a rental application through a property manager’s application link, and visitors to our public pages.

Property managers decide what information goes into their account about their properties, tenants, applicants and owners. We process that information on their behalf to run the Service. If you’re a tenant or applicant and have questions about what a property manager has recorded about you, start with them.

2. Information we collect

We collect information in a few different ways:

• Account information. Name, email address, and a hashed (never plain-text) password for anyone who creates an account or is invited as a team member. If you turn on two-step verification, we also store the authenticator secret and backup codes, or the mobile number you chose for text-message codes. Residents can turn on two-step login for their own portal login, in which case we store either the authenticator secret or the mobile number they chose, encrypted, and, if they choose Remember this device, a cookie on that device for 90 days.
• Data you enter about your business. Properties (and the owners of properties you manage for others), tenants (names, emails, phone numbers, lease and unit details, monthly rent), payment and rent records, expenses, maintenance tickets, vendor information, eviction notices and case dates if you use the eviction tracker, inspection checklists and photos, and any documents you upload (like leases or insurance certificates).
• Leases and electronic signatures. When a lease is sent for signing, we store the lease text and, for each signer, the typed name, the time, the IP address and the browser details. Together these are the record behind the electronic signature.
• Rental applications. If a property manager shares an application link with you, we collect what you enter: name, email, phone, current address, desired move-in date, employer, monthly income, number of occupants, pets and an optional message. We also record the time, your IP address and the policy version when you give your consent. We don’t ask for Social Security numbers or birth dates. The application is visible to the property manager you applied to.
• Resident portal data. If your tenants use the portal, we collect what they enter directly: their login email and hashed password, maintenance requests with follow-up notes and photos, and the move-in or move-out inspections they review and confirm (their name and the date). The portal also shows them their own rent amount and payment history, which come from the property manager’s records.
• Payment records. For each rent payment we keep the amount, date, status, how it was paid (online, autopay, or a method the property manager recorded such as check or Zelle), any note, and a reference to the payment at Stripe. For autopay we keep a reference to the saved payment method and a short label such as the card brand or bank and the last four digits.
• Maintenance emails. If a tenant emails our maintenance-ticket inbox instead of using the portal, we read and store that email’s content and match it to a tenant by the sender’s address, so it can become a ticket automatically. If we can’t match the sender, we reply to say so.
• Connected integrations. If you choose to connect Google Drive/Sheets, Dropbox, or Microsoft OneDrive, we store an access token and the file content you sync or import through that connection.
• Vacancy listings. If you publish a listing for a property, the details and photos you add are visible to anyone who has the link. Search engines are asked to skip listing pages unless you tick the box to let them find it. We count page views without recording who viewed.
• Things you print. When you press Print on a Toolbox tool or one of our free public tools, what is on your screen (for example an inspection checklist or a message) is sent to us only to build the PDF, and the PDF comes straight back to you. We don’t save it. If you’re signed in, your account name is added to the PDF footer. We use your IP address to limit how many PDFs one connection can make in an hour.
• Public-records lookups. If you press the optional lookup button on a property, the address you typed is sent to a public-records data provider, and we keep the building facts it returns (like bedrooms and square footage) on that property. We don’t keep owner names or sale prices.
• Usage, security and error data. IP addresses (used to rate-limit login attempts and detect abuse), session cookies that keep you logged in, basic activity logs like login timestamps, and error reports when something in the Service breaks (see Section 6).

3. Payments and what we don’t store

We never see or store your full credit or debit card number or your full bank account number. All payments are processed directly by Stripe, and we only receive a reference to the payment method and its status, not the details themselves.

A property manager who collects rent through the Service connects to Stripe, which asks them for business, identity and bank details to verify them and send payouts. Stripe collects that directly. We keep only the connected account’s ID and whether it is ready to take payments.

4. How we use information

We use the information above to operate the Service: running your account, routing maintenance tickets to the right property and tenant, recording and reporting rent, and sending emails through our email provider. Those emails include password resets, resident login links, rent receipts and reminders, late fee and autopay notices, ticket status updates, lease signing requests and signed copies, application confirmations, owner statements, and summary emails to account owners. We also use information to prevent fraud and abuse, provide customer support, and improve the product. We don’t use your data to train third-party AI models, and we don’t sell personal information, ever.

5. AI-assisted features

Maintenance ticket triage (priority and a short summary note) runs automatically inside the Service on the text of the ticket you or your tenant entered, using built-in rules. It isn’t sent to an outside AI provider.

If you use the optional photo import (turning a photo of a paper tenant list or lease summary into rows), the photo you upload is sent to Anthropic, an AI provider, so it can read the text. We send only that image for that one request, and we don’t use it for anything else. Anthropic does not use data sent through its API to train its models by default. Please don’t upload photos of government IDs or financial account numbers.

Photo checks on maintenance requests work the same way. When a maintenance request arrives with photos, and the account owner has this turned on (it’s on by default and can be switched off on the Maintenance page), up to four of the newest photos and the ticket text are sent to Anthropic to suggest what the photos show and what to do next. The landlord sees the full suggestion. A tenant sees only a short safety tip, and only if the landlord turns tips on. The suggestions are not a professional inspection.

The optional drafting help in the Toolbox (for example a draft tenant message) sends only the details you type for that draft to Anthropic. Nothing is sent to a tenant until you read it, edit it and send it yourself.

6. Who we share data with

We share information only with the service providers that help us run Dr. Landlord, and only what each one needs to do its job:

• Stripe: payment processing, autopay, and subscription billing.
• Resend: sending the emails described in Section 4 and receiving maintenance-ticket emails.
• Anthropic: reading a photo or writing a draft, only when you use the optional photo import, photo checks on maintenance requests, or Toolbox drafting.
• RentCast: looking up building facts for an address, only when you press the optional lookup button on a property.
• Cloudflare: web traffic to Dr. Landlord passes through Cloudflare, which helps protect and speed up the site. Its bot check (Turnstile) runs on the sign-up, log-in and password-reset forms, once enabled, and looks at the browser, not your account details.
• Sentry: error monitoring. When something breaks, an error report with technical details (such as the page address, browser type and the error message) is sent so we can fix it. We don’t record your sessions or screens.
• Plausible: privacy-focused, cookieless visit counts on our public pages. It doesn’t collect personal information.
• Twilio: sending text-message login codes to the mobile number you choose, only if you pick that option for two-step verification where it’s offered. This applies to property managers and to residents who turn on two-step login for the resident portal.
• Railway: hosting the application and its database.
• Google, Dropbox, or Microsoft: only if you personally connect one of those integrations, and only for the sync you set up.

Information about tenants, applicants and owners is also visible to the property manager whose account it belongs to, and to the team members they’ve given access. Each provider above has its own privacy practices governing the data it processes on our behalf. We may also disclose information if required by law, or to protect the rights, property, or safety of Dr. Landlord, our users, or others.

7. Data retention

We keep your data for as long as your account is active. If you close your account, we retain it for 90 days in case you want to reactivate. After that, it’s permanently deleted from our systems. Some records, like billing history, may be kept longer where we’re legally required to. Archived tenants and their records stay in the account, and can be restored, until the records are deleted or the account is closed.

Password reset links for the Service expire after one hour and work once. Resident login links sent by a property manager expire after seven days. Records we keep only to slow down repeated login attempts are short-lived.

8. Cookies and analytics

We use only the cookies the Service needs to work: a sign-in cookie that keeps you logged in (property managers and team members), a separate sign-in cookie for the resident portal, a cookie that remembers your light or dark theme, and a small cookie that remembers whether you minimized the getting-started checklist. Display preferences such as compact or comfortable spacing are saved in your browser’s local storage. Pages from Stripe (checkout) and Cloudflare (the bot check) may set their own cookies while you use them. We don’t use advertising or cross-site tracking cookies. To understand how many people visit our public pages we may use Plausible, a privacy-focused, cookieless analytics tool that doesn’t collect personal information.

9. Your choices

You can access, correct, or delete most of your data directly in the app. Account owners can download an export of their data and close their account from Settings, and you can turn two-step verification on or off there too. Residents can change their password under Account in the resident portal, or use “Forgot your password?” on the portal log-in page. If you’re a tenant or applicant and want something changed or removed, your property manager controls what’s entered about you in the Service, so start there. You’re also welcome to contact us directly and we’ll help.

10. Children’s privacy

Dr. Landlord is a business tool for landlords, property managers, and their adult tenants. It’s not directed at, and we don’t knowingly collect information from, anyone under 18.

11. Security

Passwords are hashed (never stored in plain text). Two-step verification is available on every account, using an authenticator app or, where offered, a text-message code, and residents can add an authenticator app or, where offered, a text-message code to their portal login. Changing or resetting a password signs out every session that was open before it. Login attempts are rate-limited to slow down brute-force attacks, and traffic to the Service is encrypted in transit. Card and bank details are handled by Stripe and never reach our servers. No system is perfectly secure, but we take reasonable, ongoing steps to protect your data.

Support access. A small number of authorized Dr. Landlord support staff can look up an account, and its residents, to help troubleshoot a problem you ask us about or that affects the Service. They sign in with their own login and two-step verification, they cannot see passwords, security codes, or card and bank details, and every account they open or search is recorded in an access log that staff cannot edit. If they use a read-only “support view” to see your account the way you see it, or a resident’s portal the way the resident sees it, that is recorded too, and the view cannot change anything. Support staff only use this access to help with the Service, never for unrelated purposes. Ask us at contact@drlandlord.app if you would like to know when your account was last opened by support.

12. International users

Dr. Landlord is hosted and operated in the United States. If you use the Service from outside the U.S., your information will be transferred to and processed in the U.S.

13. Changes to this policy

We may update this Privacy Policy from time to time. If we make a material change, we’ll update the effective date above.

14. Contact

Questions about this policy or your data? Reach us at contact@drlandlord.app. See also our Terms of Service.