Resident data access

Resident names, emails and phone numbers are the most sensitive data Rentametrix holds. By default nobody sees them.

What is hidden

• The Records lens is resident-blind for every user, on screen, in export and in chat. A lease is identified by unit, bed and lease id. The only person-shaped fact is “resident linked” or “resident unassigned”.
• Chat answers and reports mask resident fields at the tool, before the model sees them. Masked cells read [redacted]. Masking covers contact fields (email, phone, mobile), people columns (tenant, resident, student, occupant, applicant, guarantor, parent, roommate) and name fields. Unit names, floor plan names, property names, statuses and dates are kept.
• Tracker snapshots and PMS reconciliation views are masked the same way.

ResidentRead

One per-user permission, ResidentRead, decides who sees resident details in chat answers. Roles do not grant it. Account admin does not grant it. Rentametrix global admins do not get it automatically either; they need the grant like anyone else. Only Rentametrix staff can grant it, with a written reason, and the grant is audited.

To get it for a person, write to support@rentametrix.com with their email and the reason. It takes effect at their next sign-in or token refresh. Revocation works the same way and is also audited.

The global redaction switch

Rentametrix also has one switch that forces redaction for every caller, including ResidentRead holders and AI keys. It has been off since 1 October 2026, so ResidentRead alone decides who sees resident data. If we turn it on again, we will say so here.

AI keys and resident data

• An account key can carry ResidentRead as a capability. The “read-only, all tools” grant bundle includes it; the standard bundle does too. If your tools must never see names, ask for a key without it.
• A partner key can never carry ResidentRead.
• The tools that return resident rosters or lease details with identity require ResidentRead on the key; without it the same tools return masked rows.

Retention

Resident data is kept for the life of the relationship and 90 days after. There is no customer self-service export or deletion today; write to support for either.