Privacy Policy
What data we collect, for what purposes and what rights users have.
1. Introduction
One2Rent respects the privacy of its users and is committed to protecting their personal data, ensuring compliance with Regulation (EU) 2016/679 of the European Parliament and of the Council — General Data Protection Regulation, hereinafter “GDPR” —, as well as the remaining applicable national legislation.
One2Rent is a technological platform intended to support the management of tenancies and the administration of real estate assets.
The platform provides organisation tools, document management, communication between the parties and support for the administration of assets and the respective contractual relationships, and does not replace specialised legal, tax, accounting, financial or technical advice.
This Privacy Policy explains what personal data may be processed, how it is used, for how long it is retained and what rights the respective data subjects have.
By creating an account or using the One2Rent platform, the user confirms that they have taken note of this Privacy Policy.
Whenever the processing of data depends on consent, this will be requested in a specific, free, informed and unambiguous manner, in accordance with the applicable legislation.
2. Data controller
While the activity is carried out on an individual basis, the controller responsible for the processing of data relating to account management, and to the operation and security of the platform is:
Emanuel Sousa
Portugal
E-mail: geral@one2rent.pt
Should the operation of the platform come to be carried out by a commercial company or other entity, this information will be updated accordingly.
With regard to the personal data of third parties entered by users for the purposes of tenancy management, One2Rent may act as the provider of the technological infrastructure necessary for the respective processing, on the terms described in this Policy.
3. Scope
This Policy applies to the use of:
- the One2Rent web platform;
- the mobile application or mobile version of One2Rent;
- the institutional landing page;
- the contact forms;
- the features and services made available through the platform.
4. Personal data processed
One2Rent only collects and processes personal data that is adequate, relevant and necessary for the provision of the services made available.
The categories of data may evolve as new features are introduced, and One2Rent undertakes to respect the principles of necessity and data minimisation.
4.1. Account data
The following may be processed:
- full name;
- e-mail address;
- password, protected through the applicable authentication mechanisms and never made available in plain text;
- profile photograph, when provided;
- type of user, namely Landlord, Tenant or Administrator;
- account preferences and settings.
4.2. Contact data
The following may be processed:
- phone or mobile number;
- alternative phone number;
- address;
- postcode;
- locality;
- country.
4.3. Data relating to properties
Depending on the use of the platform, data such as the following may be stored:
- address of the property;
- type and characteristics of the property;
- units, rooms and common areas;
- photographs;
- inventory;
- equipment;
- utility meter readings;
- documentation associated with the property.
4.4. Data relating to the parties to the contract
The platform may store information relating to the persons associated with a tenancy agreement, including:
Identification data:
- full name;
- date of birth;
- place of birth;
- nationality;
- marital status;
- Tax Identification Number;
- identification document details, where applicable;
- expiry date of the identification document, where applicable.
Contact data:
- address;
- postcode;
- locality;
- country;
- e-mail address;
- phone or mobile number.
Contractual data:
- capacity of the party, namely Landlord, Tenant, Guarantor or other party involved;
- start and end dates of the contract;
- rent amount;
- deposit;
- guarantees;
- frequency of payments;
- payment history;
- status of the contract.
Where applicable, data relating to the following may also be processed:
- spouses or civil partners;
- co-tenants;
- guarantors;
- legal representatives;
- other parties associated with the contract.
4.5. Documents and content
Documents and content uploaded by users may be stored, namely:
- tenancy agreements;
- addenda;
- inventories;
- delivery and receipt reports;
- photographs;
- proof of payment;
- certificates;
- invoices;
- other documents relating to the management of the tenancy or of the property.
All documents, photographs, contracts, inventories, proof of payment and other content uploaded by users remain the property of their respective owners or of whoever legitimately holds the applicable rights.
The use of such content by One2Rent is limited to what is strictly necessary to provide the features of the platform.
4.6. Financial data
When the corresponding modules are used, the following may be processed:
- amount of rent;
- payments made;
- outstanding amounts;
- deposits;
- expenses associated with the property;
- proof of payment;
- other financial transactions related to the management of the tenancy.
One2Rent does not store complete bank card details.
Should payments be made available through the platform, such data may be processed directly by duly authorised payment service providers.
4.7. Technical data
During use of the platform the following may be collected:
- IP address;
- browser type;
- operating system;
- device used;
- access logs;
- date and time of use;
- security logs;
- usage statistical information.
4.8. Data entered by users
The platform allows users to enter personal data of third parties, namely tenants, landlords, guarantors, legal representatives, service providers or other parties associated with tenancy management.
The user who enters such data declares that they have an adequate legal basis for the respective processing, assuming responsibility for its accuracy, up-to-dateness and lawfulness.
It is likewise the user's responsibility to provide data subjects with the information legally required, where applicable.
With regard to such data, One2Rent acts as the provider of the technological infrastructure necessary for tenancy management, and does not use the information for its own purposes incompatible with the services provided.
5. Purposes of processing
Personal data may be processed in order to:
- create and manage user accounts;
- provide the platform's services;
- manage properties, units, rooms and common areas;
- manage contracts and their respective parties;
- manage payments and expenses;
- manage documents and inventories;
- manage incidents and maintenance requests;
- facilitate communication between landlords, tenants and other parties;
- send notifications relating to the service;
- provide technical support;
- improve the operation and security of the platform;
- prevent fraud, abusive use and unauthorised access;
- comply with legal obligations;
- exercise or defend rights.
6. Legal basis for processing
Personal data may be processed on the basis of:
- the performance of a contract or of pre-contractual steps;
- compliance with legal obligations;
- One2Rent's legitimate interests, namely the security of the platform, the prevention of fraud and the improvement of the service;
- the user's consent, where legally required;
- the instructions of the user responsible for the data entered on the platform.
Consent may be withdrawn at any time, without affecting the lawfulness of processing carried out before its withdrawal.
7. Artificial Intelligence
One2Rent may make available features based on Artificial Intelligence or automatic document recognition, namely for:
- intelligent reading of contracts;
- automatic extraction of information;
- document organisation;
- reading of documents and invoices;
- optical character recognition;
- support for tenancy management.
These features are intended exclusively for the provision of the service requested by the user.
Whenever a feature makes use of external Artificial Intelligence services, One2Rent will seek to select providers that adopt adequate security, confidentiality and data protection measures, limiting the information transmitted to what is strictly necessary to carry out the requested feature.
The structured information extracted from documents may be retained in One2Rent's database, associated with the respective contract, in order to allow it to be consulted, validated and managed contractually. The original documents are retained in accordance with the applicable document lifecycle.
Documents submitted will not be used by One2Rent to train its own Artificial Intelligence models without explicit consent or another adequate legal basis.
The results produced by Artificial Intelligence systems may contain errors or omissions and must be confirmed by the user before being used to make decisions or to produce legal, financial or contractual effects.
8. Sharing of data and third-party services
One2Rent does not sell personal data.
Data may be processed by technology providers that ensure the operation of the platform, including services relating to:
- hosting;
- authentication;
- document storage;
- sending of messages and notifications;
- payments;
- electronic signature;
- Artificial Intelligence;
- technical monitoring and security.
These providers may only process data to the extent necessary for the provision of the contracted services and will be subject to the applicable legal and contractual obligations regarding confidentiality and data protection.
The platform may, in the future, integrate services made available by third-party entities, namely payment systems, electronic signature, notifications, document storage, authentication, Artificial Intelligence services or service-provider platforms.
Whenever such integrations entail new, material processing of personal data, the applicable legal requirements will be observed and this Policy will be updated where necessary.
Data may also be disclosed where there is a legal obligation, a court decision or a legitimate request from a competent authority.
Whenever data is processed outside the European Economic Area, the legally required mechanisms will be adopted to ensure an adequate level of protection.
9. Data retention
Personal data will be retained only for the period necessary to:
- provide the requested services;
- keep the account active;
- comply with legal obligations;
- resolve complaints or disputes;
- exercise or defend rights;
- prevent fraud and security incidents.
Personal data will be retained for as long as necessary for the provision of the service and for the purposes for which it was collected. The user may request the closure of the account and the erasure of their data. During the controlled Beta phase, such requests are reviewed and carried out manually, on a case-by-case basis, and certain data may be retained where necessary to comply with legal or contractual obligations.
When no longer necessary for the purposes indicated, data will be deleted or anonymised, where applicable, as part of One2Rent's data management processes, without prejudice to any retention that may be necessary to comply with legal or contractual obligations.
Temporary copies of data may remain in security systems or recovery copies for the technical period necessary for their replacement or deletion.
10. Rights of data subjects
Under the applicable legislation, the data subject may exercise, where applicable, the following rights:
- right of access;
- right of rectification;
- right to erasure;
- right to restriction of processing;
- right to object;
- right to data portability;
- right to withdraw consent;
- right to lodge a complaint with the competent supervisory authority.
To exercise any of these rights in relation to processing carried out directly by One2Rent, the following contact may be used:
One2Rent may request the information necessary to confirm the identity of the requester.
Where the data has been entered onto the platform by a landlord, company, property manager or other user, the request should, in the first instance, be directed to that user, as the party responsible for its entry and use.
One2Rent will provide appropriate cooperation to enable the request to be responded to, in accordance with the legally applicable terms.
11. Security
One2Rent adopts appropriate technical and organisational measures to protect personal data against unauthorised access, loss, alteration, disclosure, destruction or unlawful processing.
Among other measures, the following may be used:
- secure connections;
- authentication mechanisms;
- access control;
- permission restrictions;
- security logs;
- monitoring of errors and access;
- backups;
- protection mechanisms at application and database level.
Access to data is restricted according to each user's profile and to the authorisation mechanisms implemented on the platform.
Despite the measures adopted, no computer system can guarantee absolute security.
Users must likewise adopt good security practices, namely using strong passwords, protecting their access credentials and reporting any suspected unauthorised use of their account.
13. Changes to this Policy
One2Rent may update this Privacy Policy whenever necessary to reflect:
- legal or regulatory changes;
- technical changes;
- new features;
- new providers or integrations;
- changes in the structure or operation of the platform.
The version in force will be made available on the platform, together with its respective update date.
Where changes are materially relevant, users may be informed through the platform, by e-mail or by another appropriate means.
14. Contacts
For any question relating to this Privacy Policy, to the processing of your personal data or to the exercise of the respective rights, you may contact:
Emanuel Sousa
Portugal
E-mail: geral@one2rent.pt