Trust and transparency

How RentManager handles data and security

A plain-language guide to the information RentManager uses, the providers involved in selected workflows, and the controls that protect your account.

Reviewed 8 November 2026. This page explains the product today; the formal Privacy Statement remains the legal notice.

The short answer

RentManager uses account, property, tenancy and workflow information to provide the service. Access is controlled by account permissions and security controls. Some workflows send specific information to a named provider only when that workflow is selected and, where required, consent is recorded.

What information can be involved

Account and contact details needed to create and secure an account.
Property, tenancy, rent, bond, inspection and compliance records you create.
Files and documents you upload or generate for a tenancy workflow.
Applicant information used for screening or application workflows, subject to the relevant consent.
Information exchanged with a selected bank, accounting, government or screening connection.

Named providers and workflows

Tenant screening and Centrix

Screening is landlord-initiated and uses the relevant consent flow. RentManager does not send raw screening reports by email; access is through the authenticated workflow and report availability is limited.

A landlord requests a Centrix AdverseReport only after the applicant gives explicit consent. The request includes the applicant's name, date of birth and current or previous address; a New Zealand driver licence is optional when supplied. RentManager does not store the raw report or derived score. The requesting landlord and authorised delegates receive temporary access to the original report, subject to Centrix's own retention. RentManager keeps a time-limited enquiry reference and an audit record.

Bank and accounting connections

Supported connections are used for the selected read-only or accounting workflow. Bank credentials are not used to make payments or transfers through RentManager.

Available today: import bank transactions by CSV, or connect an eligible Xero organisation so RentManager can read the nominated account's money-in transactions on supported plans. A direct NZ Consumer Data Right (Open Banking) bank connection is not currently available. These transaction workflows are read-only. RentManager cannot initiate payments or transfers.

Bond and government workflows

Bond details are kept with the tenancy workflow. A submission to Tenancy Services or MBIE is a separate government interaction, and government-held data is not the same as RentManager data.

Storage and email

Primary application data is held in AWS in Auckland. Outbound email uses Amazon SES in Sydney. See the formal Privacy Statement and Security page for current technical and retention detail.

Controls, retention and your choices

RentManager documents encryption, access controls, backups, retention and account security in its formal pages. Before relying on a specific provider or deletion outcome, check the workflow and the current Privacy Statement.

Connections use TLS 1.2 or higher. Bank and Xero access tokens are encrypted at rest with AES-256-GCM, and PostgreSQL row-level security scopes account records. The linked Security Practices and Privacy Statement pages describe the controls and exceptions in more detail.

Retention depends on the record and purpose. On account closure, personal information is deleted within 30 days except where specific records must be retained by law. Imported bank transactions remain in an active account for reporting until account deletion. RentManager does not retain the raw Centrix report; report access is time-limited and subject to provider availability.

Read the security controls Read the Privacy Statement Start free

Review and download your account archive

In your signed-in account, open Settings, then Account, then Review account export. Review the contents before choosing Download account export.

The ZIP archive contains an account summary, CSV files for properties, tenancies, transactions, matched rent payments, expenses, maintenance, inspections, compliance records, chattels and their event history, and saved asset-tax workpapers. It also contains an export manifest, CSV notes, and stored document files when they can be retrieved.

This archive is not a structured export of every RentManager workflow. Screening and application, bond, notice, and communication records do not have dedicated CSV files in this archive. Some related source documents may be present in the documents folder.

Synthetic CSV example

This fabricated row shows the format of properties.csv. It is an illustration only and contains no customer data.

property_id,address,city,postcode,property_type,bedrooms SAMPLE-001,Example Road,Wellington,6011,residential,2

The archive can include up to 10,000 of the most recently created document records. The manifest gives the status of each record considered and a summary count of records beyond the limit. Documents that could not be retrieved or written are marked as not included. Check export-manifest.csv and CSV-README.txt before relying on the archive as a complete copy.