RentalProof
Record Move-in/out

Privacy Policy

Last updated: April 8, 2026

1. GENERAL

This Privacy Policy applies to all collected and processed personal data that you have provided to us or that Vouxly ApS (hereafter “We”, “Us”, or “Vouxly”) have collected as part of delivering our services through RentalProof (rental-proof.com).

“Personal data” shall mean any information relating to an identified or identifiable natural person.

Important: RentalProof is a service that helps users review rental contracts and create visual move-in/move-out reports for tenancies. As such, we collect and store personal data from both our users (those using our platform) and, in some cases, other individuals related to a tenancy (for example, parties named in a rental contract, or people appearing in inspection photos). This Privacy Policy explains how we process personal data for all these categories.

2. IDENTITY OF THE DATA CONTROLLER

2.1 If there are any questions regarding this Privacy Policy, you may contact us using the information below.

Vouxly ApS CVR: 44587947 Suomisvej 4 1927 Frederiksberg Denmark
Email: [email protected]

2.2 We process your personal data in accordance with applicable data protection laws, including the General Data Protection Regulation (GDPR) where applicable and any national regulation applicable to us.

3. WHAT DATA WE COLLECT

3.1 User Account Data

When you create an account and use RentalProof, we collect the following personal data:

  • Email address
  • Payment-related information (processed via LemonSqueezy; we do not store full payment card details)

3.2 Technical and Usage Data

We may automatically collect the following data when you use our service:

  • Device type and browser information
  • IP address and approximate geographic location
  • Website usage data (e.g., page views, button clicks, session duration)
  • Error codes and error messages
  • Referring website or source (including UTM parameters)

3.3 Communication Data

If you contact us for support or feedback, we may collect:

  • Your email address and name
  • The content of your messages
  • Any attachments you provide

4. HOW WE USE YOUR DATA

4.1 We use User Account Data to:

  • Create and manage your account
  • Process payments for card orders
  • Communicate with you about your account and our service
  • Comply with legal and accounting obligations

4.2 We use Technical and Usage Data to:

  • Improve our service and user experience
  • Ensure the security and integrity of our website
  • Analyze usage patterns and optimize performance
  • Troubleshoot errors and technical issues

4.3 Legal Bases for Processing

We process personal data based on the following legal bases under the GDPR:

  • Contract - processing User Account Data is necessary to provide you with the RentalProof service you have requested (such as account creation, contract review, or generating reports).
  • Legitimate interest - processing Technical and Usage Data is necessary for our legitimate interest in maintaining, securing, and improving our service. Processing Recipient Data for annual recurring card delivery is based on the legitimate interest of fulfilling the ongoing service arrangement.
  • Legal obligation - we process certain data (such as payment records) as required by applicable accounting and tax laws.
  • Consent - where we send marketing communications or use non-essential cookies, we do so based on your consent.

5. DATA SHARING AND DISCLOSURE

5.1 We do not sell, trade, or otherwise transfer your personal data or Recipient Data to third parties for their own purposes.

5.2 We may share data with the following categories of service providers, solely for the purpose of operating RentalProof:

  • LemonSqueezy - payment processing
  • Vercel - hosting infrastructure
  • Plausible - privacy-focused analytics
  • Google Analytics - ad analytics
  • Cloudflare - domain management, content delivery and database hosting

5.3 We may disclose personal data to legal authorities when required by law or to protect our rights.

5.4 In the event of a merger, acquisition, or sale of assets, personal data may be transferred to the acquiring entity, subject to the same privacy protections described in this policy.

6. DATA RETENTION

6.1 User Account Data is retained for as long as your account is active. If you delete your account, we will delete your personal data within 30 days, except where retention is required by law (e.g., payment records for accounting purposes).

6.2 Payment and transaction data may be retained for up to 5 years after the last transaction, as required by Danish accounting regulations (Bogforingsloven).

6.3 Technical and Usage Data may be retained in anonymized form for service improvement purposes.

6.4 When data is deleted from our systems, we take reasonable steps to ensure that any third-party service providers who have received Recipient data for fulfillment purposes also remove it in accordance with their own data retention policies.

7. DATA SECURITY

7.1 We implement appropriate technical and organizational security measures to protect personal data against unauthorized access, alteration, disclosure, or destruction.

7.2 These measures include:

  • Encryption of data in transit (TLS/HTTPS) and at rest where appropriate
  • Regular security assessments
  • Secure data transmission to printing partners

7.3 Tenancy pictures and notes are stored in encrypted databases with restricted access.

7.4 While we strive to protect personal data, no method of transmission over the internet or electronic storage is completely secure. We cannot guarantee absolute security.

8. YOUR RIGHTS

As a user of RentalProof, you have the following rights under applicable data protection laws:

  • 8.1 Right to access. You have the right to obtain confirmation as to whether personal data concerning you is being processed and to access such data. You may also request information about what Recipient data you have provided to us.
  • 8.2 Right to rectification. You have the right to have inaccurate personal data corrected. You can update your own data and Recipient data directly through your account.
  • 8.3 Right to erasure. You have the right to request deletion of your personal data under certain circumstances. You can delete individual Recipients or your entire account through the service.
  • 8.4 Right to restrict processing. You have the right to request restriction of processing of your personal data in certain situations.
  • 8.5 Right to data portability. You have the right to receive your personal data in a structured, commonly used, and machine-readable format.
  • 8.6 Right to object. You have the right to object to processing of your personal data based on legitimate interests.
  • 8.7 Right to withdraw consent. Where processing is based on consent, you have the right to withdraw your consent at any time.

To exercise these rights, contact us at [email protected]. We will respond to your request within 30 days.

9. INTERNATIONAL DATA TRANSFERS

9.1 Your personal data may be transferred to and processed in countries other than your country of residence, including the United States (where some of our service providers are based).

9.2 When transferring data outside the European Economic Area, we rely on adequacy decisions or appropriate safeguards such as Standard Contractual Clauses where required.

9.3 Our printing and mailing partners may be located in the country of the Recipient's mailing address to facilitate timely delivery.

10. COOKIES AND TRACKING

10.1 We use privacy-focused analytics (Plausible) which does not use cookies and does not track individual users.

10.2 We may use essential cookies for authentication and session management.

10.3 We may use advertising cookies and tracking technologies (such as Google Ads conversion tracking) to measure the effectiveness of our advertising campaigns. These are only set with your consent.

10.4 You can control cookie settings through your browser preferences.

11. SUB-PROCESSORS

11.1 We use the following third-party service providers to help us deliver our services:

  • LemonSqueezy (lemonsqueezy.com) - payment processing
  • Vercel (vercel.com) - hosting infrastructure
  • Plausible (plausible.io) - privacy-focused analytics
  • Google Analytics (analytics.google.com) - ad analytics
  • Cloudflare (cloudflare.com) - domain management, content delivery and database hosting

11.2 We expect all sub-processors to maintain appropriate data protection standards and, where required under GDPR, we seek to establish Data Processing Agreements to protect your data.

12. CHILDREN'S PRIVACY

12.1 Our services are not intended for children under 16 years of age in the EU/EEA, or under 13 years of age elsewhere.

12.2 We do not knowingly collect personal data from children. If you believe we have collected information from a child, please contact us immediately so we can delete the information.

12.3 Recipient data may include information about minors (e.g., a parent sending a card to a child). In such cases, the User providing the data represents that they are the parent or legal guardian of the minor Recipient, or have obtained appropriate consent.

13. CHANGES TO THIS PRIVACY POLICY

13.1 We may update this Privacy Policy from time to time. We will notify you of material changes by posting the updated Privacy Policy on this page and updating the “Last updated” date.

13.2 For significant changes affecting how we handle Recipient data, we may provide additional notice via email to active users.

14. CONTACT INFORMATION

14.1 If you have any questions about this Privacy Policy or wish to exercise your rights, please contact us:

Vouxly ApS CVR: 44587947 Suomisvej 4 1927 Frederiksberg Denmark
Email: [email protected]

14.2 If you are located in the European Union and believe your personal data has been processed in a way that does not meet the requirements of the GDPR, you have the right to lodge a complaint with your local supervisory authority. In Denmark, this is the Danish Data Protection Agency (Datatilsynet).