Privacy Policy

Information collected

Philly Rental Compliance collects only what it needs to provide the service. To run the Free Property Check, we need a property address. If you activate Compliance Watch, sign in, or request an emailed preview, we also store your email address and the properties involved. When you create an account you can tell us how you heard about us; answering is optional. We do not ask for deeds or photo IDs. If you attach a file to a private property record, we store that file as described under Property records you add.

Free scans and preview links

A free scan uses the address you enter to retrieve supported public records. If you ask us to email you the result, we store the email and property needed to deliver it. The form says what you will get: the result now, one reminder before the license on record expires where that date allows one, plus up to three short emails for Philadelphia landlords over the next few weeks. Every message includes a one-click unsubscribe, and opting out stops the rest.

When the free check's email step is on, the result itself waits for an email address. We then store that address, the address and parcel number you checked, the rental-license state and expiration date on City records at that check, when you pressed the button and the version of the words above it, and which page you were on. We use them to email you a copy of the result and, where the date on record allows one, one reminder before the license expires: about 30 days before it, or about 7 days before when fewer than 30 remain. That reminder is one email with no account behind it; it is not part of Compliance Watch and carries none of its guarantee. Before sending it we read the City record again, and if the license has been renewed we send a short note instead. Every one of these emails carries a one-click unsubscribe that stops them and cancels the reminder; after an unsubscribe we keep the address only as a suppression record. A small signed cookie remembers the email you gave in this browser for 180 days, so checking another address takes one press; clearing site data removes it. Signed-in customers never see the step.

With that email we keep: the address and parcel number you checked, the four City records as they stood at that check (the rental-license state and its expiration date, whether L&I violations were open and how many, whether an unsafe designation was present, and the lead certificate's state and date), the time you pressed the button and the version of the words above it, and the campaign labels described under How you found us. We use them to send the emails the form describes, and to email the people whose license date is coming up before the Safe Healthy Homes Act's start about that date. We keep the email and what is stored with it until you unsubscribe or ask us to delete it; after an unsubscribe we keep the address only as a suppression record so a repeated form cannot silently turn the emails back on. Write from that inbox to support@phillyrentalcompliance.com to delete it sooner.

We send the address you type to the City of Philadelphia's address and property-record services to find the property. We keep a copy of the City records we read, stored with the property rather than with you, and replace it each time the property is checked again.

Until September 22, 2026, a signed-in owner could tick three questions on a free result that only they can answer: whether a Certificate of Rental Suitability is on file for the current tenancy, whether tenants were given a copy of the license, and whether the Commercial Activity License is current. Free results no longer ask them, and nothing records a new answer. What you answered before then is still stored with your account and that property, and it is in your data export. It is your own statement, not a City record, no one else sees it, and we keep it until you ask us to delete it.

The free toolkit item

One item in the owner toolkit is free to read without an account. If you ask us to email you its link, we store your email address, which item you asked for and when, and we send that one email. The address is not enrolled in the property-check emails or anything on a schedule. The email includes a one-click unsubscribe, and we keep the address until you ask us to delete it.

Renter checks and record purchases

The renter page offers a free address lookup, which asks for an address only and is not tied to an account, and a $9.99 renter record. For a purchased renter record, we retain the purchase email, matched and typed addresses, purchased record snapshot, checked time, and Stripe fulfillment identifier for 90 days from purchase so the private link can reopen; a daily retention job then purges the record, and delivered-email bookkeeping is removed on its own shorter schedule. Deleting the record ends access through its private link.

Renter approval-kit purchases

If you buy a renter approval kit (the documents, letters and scripts sold at our unlisted renter page), Stripe handles the payment and we never see your card. We keep the email you paid with, what you bought and the amount, the Stripe payment identifiers, a marketing-email opt-in that is always “no” today (checkout offers no such box), the credit range you tapped on the page (a range, never a score), the campaign tags on the link you arrived from, and a random download token, for two years from purchase so your download link keeps working; a daily retention job then deletes the record, which closes the link. This record is never joined to landlord accounts or property records and is never used for marketing without the consent you gave at checkout. To delete it sooner, reply to your purchase email.

Reminder emails

If you opt into the free license-expiry reminder, we store your email and the selected property after you confirm from your inbox. One reminder when the rental-license expiration date on City records is about 30 days away, or shortly after confirmation if fewer than 30 days remain. If the date on record is already inside that window, or has already passed, the one reminder is sent when you confirm, and says so. The reminder includes a one-click unsubscribe that turns off the free license-reminder email type for that inbox across its selected properties. It does not cancel paid annual monitoring, receipts, or security messages.

The free check's email step sets its own one reminder without a confirmation step, as described under Free scans and preview links. Its unsubscribe link stops the free check emails for that inbox across its properties and cancels any reminder still scheduled. Both free reminders are separate from the 60, 30 and 7 day reminders of paid monitoring and from its guarantee.

Act status-change emails

If you request Safe Healthy Homes Act status updates, we store your email, consent and confirmation dates, and delivery state. No property address is required. A confirmation button turns on status-change emails only; this signup does not join the property-check email series. Each email includes a one-click unsubscribe for this email type. We retain subscription and delivery records while providing these updates, and a source-specific suppression record after unsubscribe so another signup cannot silently turn them back on. Contact us from that inbox for deletion requests; a minimal suppression record may remain to honor your opt-out.

Local Agent interest sign-ups

If you signed up to hear about a Local Agent service, we store your name, email, number of Philadelphia properties, current agent status, and the date and version of your consent. We use these details to understand interest and contact you if we launch; we also send the details to our support inbox. Signing up does not appoint an agent, start a service or enroll you in other email series.

Interest details and application delivery payloads expire 180 days after the first submission and are scheduled for deletion in the next daily cleanup. Repeating a submission does not extend that period. Write from the submitted inbox to support@phillyrentalcompliance.com to withdraw, correct details or request deletion. After withdrawal, we retain a purpose-specific, non-readable email digest for up to 365 days to prevent a repeated form submission from silently reactivating the request. The digest is still pseudonymous personal information. We do not send these form details to analytics.

Deleting application records does not recall email already delivered to support. Support-mail and provider copies follow their separate account retention settings; contact us to request deletion of those copies too.

Annual subscription and monitoring

We use this information to take the first reading of the City's records for your property and build your workspace for Compliance Watch, re-read those records on a schedule, send alerts after a material change in them, send monthly status messages, and provide service communications. Up to three reminders around 60, 30, and 7 days before the rental-license expiration date on City records, depending on when annual monitoring begins. We do not sell your personal information.

Analytics and cookies

We use only essential cookies: a session cookie that keeps you signed in, a small signed-in flag so the header can reflect your session, short-lived security cookies set only while you sign in (for example, to finish a Google sign-in or an emailed sign-in link), and a few dashboard cookies that remember a notice or suggestion you dismissed and, for 15 minutes, a record-correction form you sent, so you don't have to retype it. Visitors who don't sign in get no cookies from us, apart from the one the free check's email step sets to remember the email you gave in this browser (see Free scans and preview links). We do not use advertising or cross-site tracking cookies. Vercel Web Analytics counts page views and anonymous funnel actions, such as a scan or checkout starting. Those events never include an address, unit, parcel number, license number, owner or LLC name, email, payment details, Checkout Session or receipt token, raw query text, or cross-site tracking identifier.

To count a fulfilled purchase once, we keep a private completion record containing a pseudonymous digest of the payment session, product, test/live mode, source-record and observation dates, and delivery-attempt state. It contains no address, email or amount and is not sent to the analytics provider. It expires 365 days after the payment session was created and is scheduled for deletion by the next daily cleanup. The digest remains pseudonymous information because authorized staff with the original payment reference can match it. A bounded digest list in this browser's session storage also prevents repeated success-return counts; clearing site data removes that local list.

Browser storage

The portfolio builder temporarily saves its draft in this browser for up to two hours so an interrupted setup can be recovered. That device-local draft may include entered addresses, matched parcel identifiers, and City owner metadata. It is not an analytics event and does not sync to another device; clearing site data removes it, and a successfully saved portfolio clears the temporary builder draft. Signed-in owner confirmations, compliance tasks, and their activity history are durable service records stored server-side and are not erased by clearing browser data.

After owner checkout is prepared, a temporary browser marker records its result-page path, product and random attempt key for up to 24 hours so a cancellation return can be recognized. It is used once and never sent to analytics. Clearing site data removes it.

If you arrive on a link that carries campaign labels (utm_source, utm_medium or utm_campaign), this browser remembers the first set it sees and when you arrived. The labels name the place that linked to us, such as a Facebook group or a YouTube video; they do not name you. They stay in this browser until you clear site data, and they go nowhere unless you give us your email address, start a checkout or create an account, as described under How you found us.

How you found us

If this browser is holding campaign labels when you ask us to email you a free result, or when you create an account with your email address, we save them with that email address or account: up to three short labels and the time you first arrived. When you create an account you can also tell us how you heard about us. That question is optional, and if you choose Other you can type a few words. When you start a paid checkout, the labels travel with that payment session and are saved with the account it creates. We use all of this only to see which places send us landlords. Only we can see them. They are never sent to analytics and never used to follow you on other sites.

Portfolio inquiries

If you request portfolio pricing, we collect your name, email, number of Philadelphia rental properties, and any optional company name or workflow message you provide. We use it to review and respond to the request. The form does not create a subscription or enroll you in an unrelated marketing list.

Customer feedback

Verified buyers and subscribers may optionally rate a report and leave a comment. We store a one-way respondent hash rather than an email or checkout token with that feedback. Comments are private by default. We consider one for public use only after separate public-use permission; any optional display name, role, or company is retained only with that permission and reviewed before use.

Property records you add

Signed-in Compliance Watch customers and customers with retained legacy access may add private property records to their dashboard, including document type, owner-confirmed status, dates, and notes. These records are labeled owner provided and are not treated as City verification. Do not put Social Security numbers, payment-card data, photo IDs, or other unnecessary sensitive information in notes.

You may attach your own copies of documents to a private record: PDF, JPEG, or PNG files, up to 10 MB each, 5 per record, and 500 MB per account. We store the file, its name, its size, its SHA-256 fingerprint, and the date you uploaded it with Supabase. Photos are saved without their location data: we save a new copy of each photo and remove the original you sent once that copy is made. An upload that doesn't finish is removed automatically within two weeks; until then the file you sent is kept privately and is never shown or shared. An attached file is labeled owner provided: we do not read what it says, and the City has not confirmed it.

Deleting an attached file removes it from your account and our file storage right away. We keep a note that a file was there (its type, size, fingerprint, and dates), not the file or its name. Routine database backups that may still contain the file's name expire on their normal schedule. Evidence files you already generated keep any copy of the file they include. Attached files stay until you delete them or ask us to close your account, and you can still download or delete them after your plan ends. Leave Social Security numbers, payment details, and photo IDs out of attached files.

Tenant records you add

When you log that you gave your tenants a copy of a rental license, you can list the occupied units. We store only the unit, the tenancy dates you give (the start, and the move-out date once you record one), each tenant's name, and which tenants each delivery you logged covered. Nothing else about a tenant: no contact details, no date of birth, no documents. Listing tenants is optional; a delivery you log without them is recorded for the property.

Why we store it: so you can show who received the license copy and when, which is what Philadelphia's tenant-copy rule asks of you. Who sees it: you, signed in to your account. It is never joined to the renter product, never used for marketing, and never sent to analytics.

How long we keep a name: while the tenancy has no move-out date, and for 3 years after the move-out date you record. After that we clear the name, and the tenancy and the deliveries you logged read “tenant record deleted” where the name was. The unit, the dates and the delivery records are kept as your own record of the delivery.

How to delete a name yourself: open the property, go to the Evidence file tab, and use “Delete this name” on the tenancy. It clears the name for good and leaves the same “tenant record deleted” in its place; the delivery you logged is not removed. You can also write to support@phillyrentalcompliance.com and ask us to delete it. A file for one tenancy you already generated keeps the names it was made with, as any document you have already downloaded does.

The owner name on City records

When we read the City's public property record for a property on your dashboard, we keep the owner name that record lists and the date we read it. We store it on that property in your account, where only you can see it. We use it only to suggest that name when a question asks the name a property is owned under: nothing is filled in until you choose it, and what you save is your own answer. When you remove the property from your dashboard, we delete the name with it.

Service providers

Stripe processes payments; we never see or store full card numbers. Supabase stores application data and runs sign-in. Vercel hosts the service and provides analytics. Resend delivers our email, and Google Workspace hosts our support inbox. Cloudflare Turnstile runs the “Verify you are human” check on the sign-in and create-account pages; it loads from Cloudflare and keeps a small value in your browser for that check. If you choose Continue with Google, Google shares the email address and basic profile on your Google account with us so we can sign you in. Each provider handles data under its own security and privacy commitments.

Retention and deletion

We keep account and subscription-monitoring data while you use the service and as needed for legal and accounting obligations. Past renter record purchases follow the 90-day period above, and tenant names the 3 years above. You can request deletion by emailing us from the purchase email with the approximate purchase date and property address, and we will delete what we are not required to retain. Deleting a renter record ends access through its private link. Files you attach to private records are kept until you delete them or ask us to close your account; deleting one works as described under Property records you add. When we close your account at your request, we remove your attached files from our file storage.

If you ask us to email a free result, we keep that email address and property until you ask us to delete them; unsubscribing stops the emails and keeps a record that you opted out. The same goes for an address you give us for the free toolkit item. Campaign labels and a how-you-heard answer are kept with the email address or account they were saved with, and the three answers a free result used to ask are kept with your account, until you ask us to delete them.

Hosting and security providers may retain IP addresses, request paths (which can include a property's parcel number) and headers under their account retention settings; we use those logs only to run and secure the service.

Contact

Questions or requests about your data: support@phillyrentalcompliance.com.