RentsPilot is a UAE-focused property and rental management platform owned and operated by Brackat LLC, a company licensed by Sharjah Media City (Shams) free zone, with its office at Sharjah Media City (Shams), Al Messaned, Al Bataeh, Sharjah, United Arab Emirates ("Brackat", "we", "us" or "our"). RentsPilot is a software-as-a-service product of Brackat LLC.
RentsPilot provides property management, leasing, tenant management, rent collection, maintenance, accounting, reporting, communication and related services through its web applications, websites, portals and other services (collectively, the "Service").
This Privacy Policy explains what personal data we collect, how we use it, when we may share it, how we protect it, how long we retain it, and the rights available to individuals under applicable law, including the UAE Federal Decree-Law No. 45 of 2021 Concerning the Protection of Personal Data (the "PDPL"), where applicable. Brackat LLC is licensed in Sharjah Media City (Shams), which is not a financial free zone with its own data-protection law, so the PDPL is the primary data-protection framework for the Service, subject to its exclusions and to its Executive Regulations once issued.
By using the RentsPilot website or Service, you acknowledge that you have read this Privacy Policy.
1.Who We Are and Our Role
Depending on your relationship with RentsPilot, Brackat LLC may act as a Controller or a Processor of personal data.
| If you are... | Our role | What this means |
|---|---|---|
| A visitor to the RentsPilot website | Controller | We determine how information collected through our website is used. |
| Someone who contacts us, requests a demonstration or submits an enquiry | Controller | We determine how your enquiry and contact information is processed. |
| A RentsPilot customer, administrator or staff user | Controller for account information; Processor for customer-managed property data | We control information relating to your RentsPilot account while generally processing property and tenant information on your organisation's instructions. |
| A landlord/property owner using RentsPilot through a property-management organisation | Generally Processor | The property-management organisation may determine the purposes for which your information is processed. |
| A tenant, applicant, occupant, vendor, contractor or other individual whose information is entered by a RentsPilot customer | Processor | The RentsPilot customer generally determines why your information is collected and how it is used. |
Where we act as a Processor, the relevant property-management organisation or customer remains responsible for determining the purposes and means of processing its customer-managed data.
If your personal data has been entered into RentsPilot by a property-management organisation, landlord or other customer, you should normally contact that organisation first regarding requests relating to your data.
2.Personal Data We May Collect
The information we collect depends on how you interact with RentsPilot and which features are used.
2.1 Information You Provide Directly
This may include:
- Full name
- Email address
- Telephone/mobile number
- Company or organisation name
- Job title or role
- Account and login information
- Password and authentication information
- Property-management preferences
- Enquiry and support information
- Information submitted through contact, demo or registration forms
- Communications you send to us
2.2 Property and Rental Information
RentsPilot customers may enter information relating to properties and rental operations, including:
- Property and building information
- Unit information
- Property addresses and locations
- Landlord/property-owner information
- Tenant information
- Occupant information
- Lease and tenancy information
- Rental amounts and payment schedules
- Security deposit information
- Payment and collection records
- Cheque/PDC information where applicable
- Maintenance requests
- Service-provider and contractor information
- Inspection records
- Property photographs and documents
- Rental applications
- Communications relating to properties, tenants and leases
- Accounting and financial records
- Reports and operational records
Where online card payments are enabled, card details are entered with and processed by PCI-DSS-compliant payment providers. RentsPilot does not store full payment-card numbers.
2.3 Identity and Supporting Documents
Where a customer chooses to use functionality requiring identity or supporting documents, RentsPilot may process information contained in documents uploaded to the Service.
This may include identification information, tenancy documents, contracts, certificates or other documents relevant to property-management activities.
Customers are responsible for ensuring that they have an appropriate lawful basis and authority to provide such information to RentsPilot.
2.4 Technical and Usage Information
When you use our website or Service, we may automatically collect:
- IP address
- Browser type and version
- Operating system
- Device information
- Device identifiers where applicable
- Login information
- Date and time of access
- Pages, screens and features used
- Diagnostic and error information
- Security and audit information
- Cookies and similar technologies
3.How We Use Personal Data
We may process personal data for the following purposes:
| Purpose | Examples of data | Basis/justification |
|---|---|---|
| Providing the RentsPilot Service | Account, property and usage data | Providing the requested service or acting on the customer's instructions |
| Creating and managing accounts | Name, email, phone, authentication information | Account/service administration |
| Property and tenancy management | Property, tenant, landlord and lease information | Customer instructions and provision of the Service |
| Rent and payment management | Payment, invoice and collection information | Providing requested services and applicable legal/accounting requirements |
| Maintenance management | Tenant, property, request and service-provider information | Customer instructions and service delivery |
| Customer support | Account, communication and diagnostic information | Providing and supporting the Service |
| Security and fraud prevention | Account, device, IP, audit and usage information | Security, prevention of misuse and protection of the Service |
| Legal and regulatory compliance | Relevant account, transaction and other information | Compliance with applicable legal obligations |
| Service communications | Account and contact information | Operational, security, billing and service-related communications |
| Product improvement | Aggregated, statistical or appropriately de-identified information where possible | Improving and developing the Service |
| Marketing | Contact information and communication preferences | Consent or another lawful basis where permitted by applicable law |
| AI-assisted functionality | Information submitted to an AI-enabled feature | Providing the requested AI-assisted functionality, subject to the applicable feature configuration and safeguards |
We seek to process personal data only for specified and legitimate purposes and only to the extent reasonably necessary for those purposes.
Marketing communications are sent in accordance with applicable UAE rules, including Cabinet Resolution No. 56 of 2024 on the regulation of telemarketing where it applies. Every marketing message gives you a simple way to opt out, and opting out does not affect service, security or billing communications.
4.Customer-Managed Property Data
RentsPilot is a property-management platform. Our customers may use the Service to store and manage information relating to landlords, tenants, applicants, occupants, vendors, contractors and other individuals.
Where we process this information on behalf of a customer:
- The customer determines the purpose of processing.
- The customer is responsible for ensuring that it has the appropriate lawful basis and authority to collect and provide the information.
- We process the information primarily to provide, maintain and secure the Service.
- We do not sell customer-managed property or tenant data.
- We do not use customer-managed personal data for unrelated advertising purposes.
- We may process such information through authorised service providers where necessary to operate the Service.
If you are a tenant, landlord, applicant or another individual whose information has been entered into RentsPilot by a property-management organisation, please contact that organisation for requests concerning the purposes of processing.
5.Legal Basis for Processing
We process personal data in accordance with applicable UAE data-protection requirements, including the PDPL.
Depending on the circumstances, processing may be based on:
- Your consent;
- The necessity of processing to provide a service or perform an agreement;
- Compliance with applicable legal or regulatory obligations;
- Protection of public or legitimate interests recognised under applicable law;
- Establishment, exercise or defence of legal claims;
- Other circumstances in which processing is permitted by applicable UAE law.
Where processing relies on consent, you may withdraw your consent, subject to applicable legal requirements and any consequences that may result from withdrawal.
Withdrawal of consent does not affect processing that was lawfully carried out before the withdrawal.
7.Third-Party Service Providers
We may use third-party service providers to operate RentsPilot's infrastructure and deliver particular features.
The categories of providers may include:
| Category | Purpose |
|---|---|
| Cloud infrastructure | Hosting applications, databases and files |
| Email providers | Transactional and service communications |
| Communication providers | SMS, messaging and notifications |
| Payment providers | Processing subscription or rental-related payments where integrated (PCI-DSS-compliant providers) |
| Analytics providers | Understanding service usage and improving performance |
| Security providers | Protecting the Service against abuse and attacks |
| AI providers | Providing AI-assisted features where enabled |
| Document services | Processing or storing uploaded documents where required |
| Customer-support services | Managing support requests |
The actual providers used for RentsPilot may change as the Service develops.
Where appropriate, customers requiring detailed information about our material subprocessors may contact us using the details provided in Section 18.
8.International Transfers
Some of our service providers or infrastructure may be located outside the United Arab Emirates.
Where personal data is transferred outside the UAE, we will take appropriate steps to ensure that the transfer is carried out in accordance with applicable UAE data-protection requirements, including the requirements applicable to cross-border transfers under the PDPL.
Depending on the circumstances, appropriate safeguards may include:
- Transfer to a jurisdiction recognised as providing an appropriate level of protection;
- Contractual safeguards with the recipient;
- Appropriate technical and organisational security measures;
- Consent or another legally permitted transfer mechanism where applicable.
We do not represent that all data will necessarily remain physically within the UAE unless a particular RentsPilot service or customer agreement expressly provides otherwise.
9.Data Retention
We retain personal data only for as long as reasonably necessary for the purposes for which it was collected or processed, including:
- Providing the Service;
- Maintaining customer accounts;
- Meeting contractual obligations;
- Meeting legal, tax, accounting or regulatory requirements;
- Resolving disputes;
- Enforcing agreements;
- Preventing fraud and security incidents;
- Maintaining appropriate business and security records.
Retention periods may differ depending on the type of information and the customer's configuration.
For customer-managed property data, retention may generally continue for the duration of the customer's account or relationship with RentsPilot, unless the customer instructs us otherwise or applicable law requires longer retention.
After account termination, customer data may be made available for export for a reasonable period before deletion, subject to applicable contractual arrangements, backup cycles and legal retention requirements.
Information contained in backups may remain temporarily after deletion until those backups are securely overwritten according to our backup procedures.
10.Your Privacy Rights
Subject to the PDPL, other applicable law and any applicable exceptions, individuals may have rights concerning their personal data, including rights to:
- Request information about the personal data being processed, its purposes and its recipients;
- Request access to personal data;
- Request correction of inaccurate or incomplete personal data;
- Request deletion or erasure where legally applicable;
- Request restriction of processing where legally applicable;
- Request that processing be stopped where legally applicable;
- Object to certain processing;
- Object to decisions based solely on automated processing, including profiling, that produce legal or similarly significant effects;
- Withdraw consent where processing is based on consent;
- Request applicable data portability, in a structured and machine-readable format;
- Lodge a complaint with the UAE Data Office or another competent authority.
The availability and scope of these rights depend on the circumstances and applicable law.
Where we process your information on behalf of a property-management customer, we may direct your request to that customer because the customer may be the party responsible for determining the purposes and means of processing.
We may need to verify your identity before processing a privacy request.
11.Automated Processing and AI-Assisted Features
RentsPilot may introduce or provide AI-assisted features that help users with activities such as:
- Summarising information;
- Searching or analysing property-management records;
- Assisting with documents;
- Generating summaries or drafts;
- Providing operational insights;
- Assisting customer-service or workflow functions.
AI-generated information may be incomplete, inaccurate or unsuitable for a particular situation.
AI functionality is intended to assist users and does not replace appropriate human review.
Unless expressly disclosed for a particular feature, RentsPilot's AI functionality is not intended to make final legal, financial, tenancy or other significant decisions about an individual without appropriate human involvement.
Where a feature sends information to an external AI service provider, the relevant information will be processed in accordance with the applicable service configuration, contractual safeguards and privacy requirements.
We do not represent that every AI-enabled feature will process all information solely within RentsPilot's own infrastructure.
12.Security
We maintain reasonable administrative, technical and organisational measures designed to protect personal data against unauthorised access, disclosure, alteration, loss, misuse or destruction.
Depending on the Service and applicable configuration, these measures may include:
- Encryption in transit;
- Secure authentication;
- Role-based access controls;
- Access restrictions;
- Tenant/customer data separation;
- Audit logging;
- Monitoring and security controls;
- Backup and recovery procedures;
- Secure software-development practices;
- Restricted internal access on a need-to-know basis.
No internet transmission, electronic storage system or security control can guarantee absolute security.
13.Personal Data Breaches
If we become aware of a personal-data breach, we will assess the incident and take appropriate measures to investigate, contain and address it.
In accordance with Article 9 of the PDPL, where a breach would prejudice the privacy, confidentiality or security of personal data, we will notify the UAE Data Office and, where required, affected individuals, within the timeframes and in the manner required by applicable law. Where we act as a Processor, we will notify the relevant customer without undue delay so that it can meet its own obligations.
We will maintain procedures for investigating, containing and addressing personal-data incidents.
Because regulatory requirements may specify different notification requirements depending on the nature and severity of an incident, we will follow the applicable requirements in force at the relevant time.
15.Children
RentsPilot is a business and property-management platform and is not directed to children.
We do not knowingly seek to collect personal data directly from children through our Service.
However, information relating to a minor may be entered into the Service by a customer where it is legitimately required for property-management or tenancy purposes.
If you believe that a child has provided personal data directly to RentsPilot without appropriate authority, please contact us.
16.Third-Party Websites and Services
The RentsPilot website or Service may contain links to third-party websites, applications or services.
Those third parties operate independently from Brackat LLC and may have their own privacy policies and practices.
We are not responsible for the privacy practices of third-party websites or services that we do not operate.
We recommend reviewing the privacy policy of any third-party service before providing personal information to it.
17.Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect:
- Changes to the RentsPilot Service;
- New features or integrations;
- Changes to our data-processing practices;
- Changes in applicable legal or regulatory requirements;
- Security or operational improvements.
When we update this Privacy Policy, we will update the version number and Effective Date shown at the beginning of the policy and record the change in the version history.
Where a change materially affects how we process personal data, we may provide additional notice through the Service, by email or through another appropriate communication method where required.
18.Contact Us
If you have questions about this Privacy Policy, wish to exercise applicable privacy rights, or have a privacy-related concern, please contact us.
Brackat LLC (RentsPilot)
Data protection contact: info@rentspilot.com (please use the subject line "Privacy request")
Office Visit / Postal Address:
Sharjah Media City (Shams)
Al Messaned
Al Bataeh, Sharjah
United Arab Emirates
For requests relating to personal data that has been entered into RentsPilot by a property-management organisation, landlord or other customer, we may refer you to that organisation where it is the relevant Controller.
19.Data Protection Requests
When submitting a privacy request, please provide sufficient information for us to identify you and understand your request.
We may request reasonable verification information to prevent unauthorised disclosure of personal data.
We will handle privacy requests in accordance with the PDPL and any other applicable data-protection requirements.
20.Applicable Law
This Privacy Policy is intended to operate in accordance with applicable laws of the United Arab Emirates, including Federal Decree-Law No. 45 of 2021 Concerning the Protection of Personal Data, where applicable.
Where specific services, customers or locations are subject to additional data-protection or sector-specific requirements, those requirements may also apply.
Nothing in this Privacy Policy limits any mandatory rights or protections that cannot lawfully be excluded or restricted.
Version history
| Version | Date | Changes |
|---|---|---|
| 1.0 | 1 October 2026 | Initial publication. |
RP-LEG-PRIV-001 · Version 1.0 · Last updated 1 October 2026 · Brackat LLC (RentsPilot)