Privacy policy

This Privacy Policy explains how RPM Pro (“RPM Pro,” “we,” “us,” or “our”) collects, uses, shares, and protects personal information when you visit www.rpm-pro.com, use our related marketing pages, request a trial or order, contact us, or subscribe to our property management software and related services (together, the “Services”).

By using our website or Services, you acknowledge this Privacy Policy. If you do not agree, please do not use the website or Services. Our Terms of Service also apply to use of the software.

1. Who we are

RPM Pro is a cloud-based rentals property management software product and related services operated in connection with the business contact details published on this website.

• Brand / product: RPM Pro (also referred to as RPM PRO)
• Business address: 3680 Highway 76, Young Harris, GA 30582, United States
• General inquiries: info@rpm-pro.com
• Privacy & support: support@RPM-PRO.com
• Phone: +1 706-608-6808

For questions about this policy or your personal information, contact support@RPM-PRO.com.

2. Scope and roles

This policy covers two different kinds of data:

• Website and account information. When you browse our marketing site, fill out a form, start a trial, place an order, subscribe to our newsletter, or hold an RPM Pro customer account, we act as the organization responsible for that personal information.
• Customer Data inside your RPM Pro install. Property, tenant, guest, owner, housekeeping, billing, and similar records that you (or your users) store in your RPM Pro software are your Customer Data. You control that data. We host it on our managed network and process it only to provide the Services, maintain the platform, and — when you expressly authorize support access — to help you. We do not use Customer Data for our own marketing, and we do not sell it.

If your organization uses RPM Pro to process personal data of tenants, guests, owners, or other end users, your organization is typically responsible for that processing under applicable privacy laws, and RPM Pro acts as a service provider / processor for that Customer Data.

3. Information we collect

3.1 Information you provide

Depending on how you interact with us, we may collect:

• Contact form: first name, last name, email address, phone number, company (optional), department, and message content.
• Newsletter signup: email address. We may also record the date/time of signup and technical details such as IP address and browser user-agent for security and list integrity.
• Free trial request: first name, last name, email address, company, phone (optional), notes (optional), and an optional logo file.
• Order / install request: selected plan, company name, contact name, email, phone, billing address (street, city, state/province, postal code, country), notes, optional logo, and domain-related details needed to provision your install. Card payment details are not collected on the marketing order form; billing for paid subscriptions is handled separately as described in our Terms of Service.
• Account and portal credentials: when you or your authorized users create or use admin, CRM, tenant, or guest portal accounts, we process login identifiers (such as email), authentication credentials, and related profile information needed to operate the Services.
• Support communications: information you include in emails, tickets, or other support requests (for example install URL, account holder name, and asset IDs such as property, invoice, or booking IDs).
• Phone calls and voicemail: if you call us or we call you, we may monitor and record calls and archive voicemail for training, quality assurance, dispute resolution, and accurate records of transactions discussed by phone. Where required, we will provide notice at the start of the call.

3.2 Information collected automatically

When you visit our website or use certain Services, we may automatically collect:

• IP address, approximate location derived from IP, browser type, device/user-agent, referring URL, and pages viewed
• Date/time of visits and basic usage logs needed for security, fraud prevention, and reliable operation
• Session information required for forms (including CSRF protection) and signed-in areas

Our public marketing website does not currently load third-party advertising pixels or Google Analytics. If we add analytics or advertising technologies in the future, we will update this policy and, where required, adjust our cookie notice.

3.3 Customer Data in the software

When you use RPM Pro, you and your authorized users may store personal and business information about properties, tenants, guests, owners, vendors, payments, messages, documents, and related operational records. That Customer Data remains yours. We do not mine it for advertising, and we do not sell it. We access Customer Data only as needed to host and operate the Services, protect security, comply with law, or when you create or grant a support login / other explicit permission for assistance.

3.4 Information we do not intentionally collect

We do not knowingly collect personal information from children under 13 (or under 16 where a higher age applies). The Services are intended for business and property-management use. If you believe we have collected information from a child, contact us and we will take appropriate steps to delete it.

4. How we use information

We use personal information to:

• Respond to inquiries and provide customer support
• Provision trials, installs, domains, and subscriptions
• Send transactional messages (account, billing, security, and service notices)
• Send marketing communications where permitted (for example newsletter updates); you may unsubscribe at any time
• Operate, secure, troubleshoot, and improve the website and Services
• Prevent abuse, spam, fraud, and unauthorized access
• Comply with legal obligations and enforce our Terms of Service
• Train staff and maintain accurate records of phone and support interactions

We never sell your personal information or Customer Data for marketing lists or any other purpose. We do not transfer personal information to unaffiliated third parties for their own independent marketing without your prior consent, except where disclosure is required or permitted by law.

5. Cookies and similar technologies

We use limited cookies and similar technologies on the marketing website, including:

• Essential session cookies — to keep forms and security protections (such as CSRF tokens) working
• Cookie-notice preference — to remember that you dismissed our cookie information banner
• Local preference storage — for example a saved site theme preference in your browser (not used to identify you across unrelated sites)

We may also load content from third-party providers that can set their own cookies or receive technical data — for example web fonts hosted by Google Fonts. Our cookie banner is informational and links to this policy. Because the marketing site does not currently use advertising trackers, the banner does not act as a granular opt-in control for ad cookies. If that changes, we will update our practices and this section.

You can control cookies through your browser settings. Blocking essential cookies may affect form submission or signed-in features.

6. How we share information

We may share personal information only in these situations:

• Service providers / processors. Vendors that help us operate the Services — for example hosting and infrastructure, email delivery, domain/DNS services, install provisioning systems (including systems hosted on our RPM Pro network such as order/install processing), payment processors for subscription billing, and security or support tools. These parties may process data only on our instructions and for providing their services to us.
• Order and install fulfillment. Information submitted on the order form is transmitted to our install provisioning systems so we can create and configure your RPM Pro environment.
• Integrations you enable. If you connect third-party products inside RPM Pro (for example payment gateways, accounting, or channel tools), those providers receive data according to your configuration and their own privacy policies. Those integrations are controlled by you as the customer.
• Legal and safety. When we believe in good faith that disclosure is required by law, regulation, legal process, or to protect the rights, property, or safety of RPM Pro, our customers, or the public.
• Business transfers. In connection with a merger, acquisition, financing, reorganization, or sale of assets, subject to appropriate confidentiality protections.

We do not sell personal information. We do not share personal information for cross-context behavioral advertising.

7. Customer Data, access, and support

Customer Data stored in your RPM Pro install is hosted on our managed network. Operational hosting and platform administration are part of providing the Services. That is different from reviewing the contents of your tenant, guest, or owner records for our own purposes — which we do not do.

For hands-on support involving Customer Data contents, we rely on access you grant (for example a support login you create). We will not use support access for unrelated purposes, and we ask that you remove temporary support credentials when the issue is resolved.

You are responsible for configuring user access inside your install, obtaining any consents required for your end users, and ensuring your use of Customer Data complies with applicable law.

8. Retention

We retain personal information only as long as reasonably necessary for the purposes described in this policy, including:

• Website form and lead records (contact, trial, newsletter) — for as long as needed to respond, follow up, maintain our mailing list (until you unsubscribe or we remove inactive addresses), and meet security or legal requirements
• Account and billing records — for the life of the customer relationship and for a reasonable period afterward for accounting, disputes, and legal compliance
• Customer Data in an active install — for the duration of your subscription, subject to our Terms of Service
• After termination — we have no obligation to retain Customer Data after service ends; upon written request we will verifiably remove Customer Data and, where requested, provide written confirmation within thirty (30) days, as described in the Terms of Service
• Call recordings and voicemail — for a limited period needed for training, quality, and record-keeping, then deleted or archived according to our internal retention practices
• Security and server logs — for shorter operational periods unless needed for investigations or legal holds

9. Security

We use administrative, technical, and organizational measures designed to protect personal information and Customer Data, including access controls, encrypted transport where appropriate, and network practices aimed at high availability and PCI-aware hosting for payment-related environments. No method of transmission or storage is completely secure. Please use strong unique passwords and protect your account credentials.

10. International visitors

We are based in the United States. If you access the Services from outside the United States, you understand that your information may be processed in the United States and other countries where we or our service providers operate. Those countries may have different data-protection laws than your home country. Where required, we take steps appropriate to the transfer.

Our Terms of Service provide that disputes are generally governed by the laws of the Commonwealth of Massachusetts and related forum/arbitration terms. This Privacy Policy is intended to be read together with those Terms.

11. Your privacy rights and choices

Depending on where you live, you may have rights to:

• Request access to personal information we hold about you
• Request correction of inaccurate information
• Request deletion of certain personal information
• Opt out of marketing emails (use the unsubscribe link or email us)
• Object to or restrict certain processing, where applicable law provides that right

To exercise these rights, email support@RPM-PRO.com with enough detail for us to verify your identity and locate your records. We will respond within a reasonable period and as required by applicable law.

Because we do not sell personal information and do not share it for cross-context behavioral advertising, we do not offer a separate “Do Not Sell or Share” mechanism beyond the choices described here. If that practice changes, we will update this policy and provide required notices.

If you are an end user of a property manager or other RPM Pro customer (for example a tenant or guest), please contact that organization first. They control the Customer Data in their install. We can assist them as their service provider when appropriate.

12. Third-party sites and integrations

Our website may link to third-party sites (for example social networks, demo environments, or partner pages). Those sites have their own privacy practices. We are not responsible for their content or policies. Likewise, third-party integrations you enable inside RPM Pro are governed by those providers’ terms and privacy notices.

13. Changes to this policy

We may update this Privacy Policy from time to time. When we do, we will revise the “Last updated” date below and post the updated policy on this page. If changes are material, we may also notify customers by email or through the Services. Continued use of the website or Services after an update means you acknowledge the revised policy.

Last updated: 16 July 2026

14. Contact us

For privacy questions, access or deletion requests, or concerns about this policy:

• Email: support@RPM-PRO.com
• General: info@rpm-pro.com
• Mail: RPM Pro, 3680 Highway 76, Young Harris, GA 30582, United States
• Phone: +1 706-608-6808

Related: Terms of Service