1. Introduction and Scope
1.1 This Privacy Policy explains how SoftwareBiz ("RentSaab", "we", "us" or "our") handles personal data in connection with RentSaab. RentSaab is a product of SoftwareBiz, Lahore, Pakistan. SoftwareBiz is registered with the Pakistan Software Export Board (registration Z-25-19490/26) and with Dun & Bradstreet (D-U-N-S 85-040-6135).
1.2 It applies to this website, the staff app, the tenant portal, vendor access and owner report links (together, the "Service"). Words with capitals that are not defined here have the meanings given in our Terms of Service.
1.3 The Service is intended for businesses. It is not directed at children.
2. Our Role
2.1 Customer Data. Each Customer decides what it records about its tenants, applicants, owners, vendors and other people, and why. For that data, the Customer is the controller and we are its processor. We hold Customer Data on the Customer's behalf, only to provide the Service to that Customer, as section 11 of our Terms of Service sets out.
2.2 Account Data. For the information we need to run and bill each Customer's account, described in section 3.1, we are the controller.
2.3 If you are a tenant, owner, vendor or applicant of a company that uses RentSaab, that company decides what it records about you. Please contact that company first about your data. If you contact us, we will refer your request to that company.
3. Information We Collect
3.1 Account Data, about Customers and the people who sign in:
- name, email address and phone number;
- password, stored in a form that cannot be read back, and two-step verification settings;
- each acceptance of our Terms of Service and this Privacy Policy, with its date and the internet (IP) address used;
- the company's name and details, such as its NTN and logo;
- the company's plan, usage, invoices, credit notes and payments, and the details given for a bank transfer, such as the date, amount, reference and any proof of payment uploaded.
3.2 Customer Data, which the Customer enters or creates in the Service, including properties, units, tenants, leases, contact details, CNIC, NICOP and passport numbers and photos, money records, owners' bank details, documents, notes, tasks and rental applications.
3.3 SaabAI conversations: the questions Authorised Users ask SaabAI, its answers, the changes it proposed and whether they were confirmed. These form part of Customer Data.
3.4 Activity records: a log of every change, sign-in and sensitive view in each company, with who did it and when. This forms part of Customer Data.
3.5 Technical and usage information: internet (IP) addresses, used to protect the Service against repeated or automated requests; the cookies described on our Cookies and Tracking page; and counts of visits to this website and of screens used in the staff app, from the analytics service described on that page.
3.6 Correspondence: what you send us when you email us, so that we can reply.
4. How We Use Information
4.1 We use information only for these purposes:
- to provide the Service to each Customer, including sending the documents and messages its Authorised Users ask the Service to send;
- to answer questions in SaabAI, and to fill in a tenant's details from a photo of their ID document, when an Authorised User asks;
- to sign people in securely, keep each company's data separate, and protect the Service against misuse;
- to bill each Customer and send its invoices, receipts and reminders;
- to send notices about the Service, such as planned maintenance and changes to our Terms of Service or Policies;
- to give support when a Customer asks for it, as our Support Access page describes;
- to understand which pages and screens are used, so that we can improve them; and
- to comply with the law and enforce our Terms of Service.
4.2 We process Customer Data on the Customer's instructions, to perform our contract with it. We process Account Data to perform that contract, to meet our legal obligations, and for our legitimate interests in operating, securing and improving the Service.
5. Our Commitments
5.1 We never sell Customer Data or anyone's personal data. A business transfer under section 6.6 is not a sale.
5.2 We never use Customer Data for advertising, and never use it to train artificial intelligence models.
5.3 We do not use Customer Data for our own purposes. The only information we use for our own purposes is the Account Data and usage information described in sections 3.1 and 3.5.
6. Who Receives Information
6.1 The people each Customer chooses. Authorised Users see what their permissions allow. Tenants see their own balance and the documents shared with them in the tenant portal. Vendors see only the tasks given to them. Owners see the reports the Customer shares with them, which never show tenants' ID numbers.
6.2 Anthropic, for SaabAI and ID document reading. SaabAI, the assistant in the staff app, is built on Anthropic's Claude. When an Authorised User asks SaabAI a question, we send Anthropic the question, the conversation so far and the records SaabAI reads to answer it, such as tenants' names, units, balances and payments. SaabAI reads only what the person asking is allowed to see, and never full CNIC, NICOP or passport numbers. When an Authorised User fills in a tenant's details from a photo of their CNIC, NICOP or passport, we send Anthropic that photo so that the details can be read from it. Anthropic processes this data to return the answer to us. Nothing is sent to Anthropic unless someone in the Customer's company uses SaabAI or ID document reading.
6.3 Our service providers, each only for its part of the Service and only with the information that part needs, in these categories:
- hosting and infrastructure;
- email delivery;
- WhatsApp message delivery;
- payment processing, for subscription payments made online; and
- website and app analytics, and, on this website and the staff app's sign-up pages only, measurement of our advertising on Facebook and Instagram, as our Cookies and Tracking page describes, which receive no names, phone numbers or ID numbers.
6.4 Our personnel, only as our Support Access page describes.
6.5 A court order. Where a court order legally compels us to disclose personal data, we tell the Customer's Administrator before we disclose anything, unless the order or the law forbids us to.
6.6 A business transfer. If RentSaab, or the RentSaab business of SoftwareBiz, is sold, merged or otherwise transferred, personal data may pass to the successor, which must keep it under this Privacy Policy and our other Policies. We email each Customer's Administrator before the transfer takes place.
6.7 Nobody else. We do not share personal data with any other person, company or government body.
7. Processing Outside Pakistan
7.1 Personal data may be stored and processed outside Pakistan, by us and by the service providers in section 6, including Anthropic.
8. Payments
8.1 A subscription is paid online, through a third-party payment processor's secure hosted page using the method the Customer chooses, or by bank transfer. Card and wallet details are entered only on the payment processor's page and never reach RentSaab. We keep only the result of each online payment. For a bank transfer, we keep the details described in section 3.1 so that our team can check the payment.
9. Security and Retention
9.1 How we protect information is set out on our Data Security page, and how our personnel's access is limited on our Support Access page.
9.2 How long we keep information, and when it is deleted, is set out on our Data Retention page.
10. Your Rights and Choices
10.1 We follow the laws of Pakistan. Pakistan's personal data protection bill is not yet law. When a personal data protection law applies to us, we will follow it.
10.2 A Customer can export all of its records, and download a complete archive of its company, at any time without asking us.
10.3 A Customer can cancel at any time. Its Customer Data is then deleted as our Data Retention page describes.
10.4 Authorised Users can change their own details in My Profile. You may also email us to ask about the Account Data we hold about you, or to correct it.
10.5 Tenants, owners, vendors and applicants can ask the company that keeps their record to show it to them or correct it.
10.6 Your choices about cookies and analytics are set out on our Cookies and Tracking page.
11. Changes to This Policy
11.1 We may change this Privacy Policy from time to time. We publish each changed version here with a new "Last updated" date at the top. Customers are told of material changes as section 21 of our Terms of Service describes.
Contact Us
Questions about this page go to admin@rentsaab.com. If you are a tenant, owner or vendor of a company that uses RentSaab, ask that company first, because it decides what it records about you.