Data Protection Notice
RentTrail ("we", "us") is a move-in condition recording service for tenants in Singapore. This notice explains what personal data we collect, why, how long we keep it, where it goes, and how you can reach us. We handle personal data in accordance with the Personal Data Protection Act 2012 of Singapore ("PDPA").
RentTrail is operated by an individual, not a company, during its beta. The PDPA applies to us all the same.
1. What we collect and why
| Data | Purpose | How collected |
|---|---|---|
| Email address and password | Creating and securing your account; sending account emails (confirmation, login) | Entered at sign-up. Passwords are stored hashed by our authentication provider; we never see them |
| Tenancy details: building or address, unit number, move-in date, lease start and end, number of bedrooms and bathrooms, whether your agreement has a Property Condition Report clause and its Problem-Free Period | Setting up your inspection, calculating your recording deadline, and printing the address on your report | Entered during onboarding |
| Landlord's and agent's name and email address | Sending your report to them and recording that it was sent | Entered by you. You are responsible for having a basis to give us their contact details; we use them only to deliver your report |
| Photos and videos of the property, with capture time, EXIF original time where available, a SHA-256 hash, and any marks you draw on them | Building your condition record; proving the photos were not altered | Taken or uploaded by you |
| Inspection answers, notes, and measurements | Building your condition record | Entered by you |
| Delivery records: recipient email, sent time, the email subject and body, whether the shared link was opened and when, and any acknowledgement you record | Proving that the report was sent and what happened after | Generated when you send; open events are recorded when the recipient opens the shared link |
| Usage events (for example "inspection started", "report sent") tied to your account | Measuring whether the product works: completion and send rates | Generated automatically as you use the app |
| IP address, access time, and browser information | Operating and securing the service | Generated automatically by our hosting provider |
| A "resume here" pointer in your browser's local storage | Returning you to the last checklist item | Stored on your device only; contains no personal data |
| A login session cookie | Keeping you logged in between pages | Set by our authentication provider when you log in; removed when you log out or it expires |
| Campaign tags from the link you arrived on (utm_source, utm_medium, utm_campaign, utm_content, utm_term) | Seeing which channel — for example an agency, a social post, or a QR code — brings people who sign up and send a report | Stored in a first-party cookie (rt_utm) for 30 days when you arrive via a tagged link, and copied to your account if you sign up while it is set. Arrivals are also counted anonymously, without your IP address or any identifier |
An invite cookie (rt_invite) |
Opening the site during the private beta | Set for 180 days when you arrive via an invite link; contains only the invite code |
Google Analytics 4: pages viewed, clicks on buttons and sections of the landing page, device and browser type, approximate location from your IP (IP addresses are not stored by GA4), and a random client id in a cookie (_ga, 2 years) |
Understanding which parts of the site people read and where they stop, so we can improve it | Sent to Google LLC (USA) when you load a page. We turn off Google Signals, advertising features and ad personalization; we never send your email, address, unit, photos, report contents or user id to Google |
We do not collect your NRIC or FIN, your phone number, payment details, or any data from your contacts. We do not use advertising trackers.
We do not send marketing emails or any other marketing messages. The only emails you receive from us are about your account and the reports you send. If we ever start a newsletter we will ask you first, and every such email will include a way to opt out.
Optional AI drafting. When enabled, a photo you attach to a checklist item may be sent to Anthropic's Claude API to draft a one-sentence description of any defect visible in it. The draft is shown to you as a suggestion and enters your report only if you accept it. This feature is switched off during the current beta and this notice will be updated when it is switched on.
2. Consent
We collect, use and disclose your personal data with your consent, given when you sign up and when you enter information into the service, or where the PDPA allows us to do so without consent.
You may withdraw your consent at any time by writing to the contact in section 8. We will act on your request within a reasonable time and tell you what the consequences are. Because the whole service is your record, withdrawing consent normally means deleting your account and everything in it.
3. How long we keep it
- Your account and tenancy details: until you delete your account.
- Reports, photos, and delivery records: until the report's retention date, which is set when the report is created — currently 30 months for free-tier reports and 36 months for reports on a paid tier. If we lengthen the period we apply it to reports you already have; we do not shorten it for existing reports. The period covers a typical two-year tenancy plus the handover that follows it. A daily job deletes expired reports and their files. Delivery records are kept for the same period because they are the part most likely to be needed in a dispute.
- Usage events, anonymous arrival and link-click logs, and access logs: no longer than 12 months.
- Google Analytics data: 14 months, the shortest retention setting Google offers, after which Google deletes it.
We stop keeping personal data once the purpose has been fulfilled and retention is no longer needed for legal or business purposes.
Deleting your account. During the beta, write to the contact in section 8 and we will delete your account, reports, photos, and delivery records within 14 days and confirm by email. A self-service delete button is planned.
4. Where your data is stored and transferred
Your data is stored primarily in Singapore. Some providers we rely on process data outside Singapore. Before transferring personal data outside Singapore we take steps to ensure the recipient is bound by obligations to protect it to a standard comparable to the PDPA, and we ask for your consent to these transfers at sign-up.
| Recipient | Where | Data | Purpose |
|---|---|---|---|
| Supabase, Inc. | Singapore (Southeast Asia region) for the database and file storage; company based in the United States | Account, tenancy details, photos, inspection data, delivery records, usage events | Database, authentication, file storage |
| Vercel, Inc. | Functions run in Singapore (sin1); logs and infrastructure operated from the United States and other regions | IP address, access logs, request data passing through the app | Hosting the application |
| Resend, Inc. | Japan (Tokyo region) for sending; company based in the United States | Recipient email address, email subject and body, your email address as reply-to and as a copied recipient | Sending the report email to your landlord or agent, with a copy to you |
| Anthropic, PBC | United States | A photo and the checklist item it belongs to (only if AI drafting is enabled) | Drafting defect descriptions |
| Google LLC | United States | Google Analytics 4 data listed in section 1: page views, clicks, device and browser type, approximate location, random client id | Usage analytics (no advertising) |
We have checked the data processing terms of these providers as of September 2026. Vercel's data processing agreement applies to paid plans; during the beta we rely on your consent for the Vercel transfer, which is why we ask for it separately at sign-up.
5. Access and correction
You can ask us for the personal data we hold about you and how it has been used or disclosed in the past year, and you can ask us to correct it. Most of your data is visible and editable inside the app. Delivery records cannot be edited by anyone, including you, because their value depends on being unaltered; you can ask us to delete them together with your account. Write to the contact in section 8. We will respond within 30 days; if we need longer, we will tell you within those 30 days when you can expect our answer. We may charge a reasonable fee for an access request and will tell you the fee first.
6. Protection
- All traffic uses HTTPS.
- Every table is protected by row-level security so that you can only read your own data. Shared report links are unguessable tokens that you can revoke.
- Delivery records are append-only at the database level.
- Photos are stored in a private bucket and served through short-lived signed URLs.
- Your unit number is never shown on any page other than your own.
- Administrative access is limited to the operator and protected by multi-factor authentication.
If a data breach affecting your personal data is likely to cause you significant harm, we will notify you and the Personal Data Protection Commission as the PDPA requires, and tell you what we are doing about it.
7. Recipients of your report
When you send a report, the recipient receives an email and a link to view it. They see the report content you chose to send, including photos and the address. We record when the link is first opened. We do not create accounts for recipients and do not use their email address for anything other than delivering your report.
8. Data Protection Officer
- Name: Kim Eunji
- Contact: privacy@renttrail.sg
9. Complaints
If you are not satisfied with our response, you may lodge a complaint with the Personal Data Protection Commission at pdpc.gov.sg.
10. Changes to this notice
This notice takes effect on 2026-11-11. We will publish any changes on this page. Version: 2026-11-11.
RentTrail helps you record and organise evidence. It is not legal advice and does not guarantee the return of any deposit.