Privacy Policy

Effective date: July 9, 2026

This Privacy Policy explains how PT Rental AutoPilot ("Rental AutoPilot", "we", "us", or "our") collects, uses, shares, and protects personal data when you visit our websites, use our CMS, communicate with us, or use services connected to Rental AutoPilot.

This policy is prepared with reference to applicable Indonesian laws and regulations, including Law No. 27 of 2022 on Personal Data Protection, Law No. 11 of 2008 on Electronic Information and Transactions as amended by Law No. 19 of 2016 and Law No. 1 of 2024, Government Regulation No. 71 of 2019 on Electronic Systems and Transactions, and other applicable implementing regulations as amended from time to time.

1. Information we collect

Depending on how you use Rental AutoPilot, we may collect and process:

• Account and profile details, such as names, email addresses, phone numbers, roles, permissions, login activity, and support contacts.
• Property, reservation, guest, owner, staff, task, finance, and operational information entered into the CMS or received from connected systems.
• Guest communication content and metadata, including messages, replies, attachments, delivery status, sender and recipient identifiers, timestamps, and conversation history.
• Integration data from services configured by a client, such as PMS/channel managers, WhatsApp or messaging providers, accounting tools, payment tools, smart locks, utilities, and other connected operational systems.
• Website, device, and usage data, such as IP address, browser, device type, pages viewed, referrer, approximate location, cookies, analytics events, and server logs.

2. How we use information

We use personal data to provide, secure, support, and improve Rental AutoPilot. This includes:

• Operating CMS workflows for reservations, messaging, tasks, smart locks, invoices, reporting, settings, and client administration.
• Sending, receiving, displaying, translating, and syncing messages where a client has configured those functions.
• Connecting to third-party systems selected by a client and keeping local records aligned with those systems.
• Authenticating users, applying permissions, preventing misuse, troubleshooting errors, and maintaining audit records.
• Responding to inquiries, providing support, improving product reliability, and measuring website or service performance.
• Complying with legal, tax, accounting, security, and contractual obligations.

3. Legal bases

Where a legal basis is required, we process personal data as needed to perform a contract, comply with legal obligations, protect legitimate business and security interests, or with consent where consent is required. Clients are responsible for making sure they have the rights and notices needed for the guest, owner, staff, property, and operational data they submit to Rental AutoPilot.

4. Guest messaging and automations

Rental AutoPilot may process guest messages, WhatsApp conversations, templates, translations, attachments, and delivery data to support client-configured messaging workflows. Automated or translated messages are used only where the relevant service settings and integrations allow them. Message content may be processed by the messaging, translation, hosting, and automation providers required to deliver the configured service.

5. Sharing information

We do not sell personal data. We share information only when needed to operate the service, follow a client's configuration, or meet legal obligations. Recipients may include:

• Authorized users within a client's account, based on their roles and permissions.
• Service providers that help with hosting, security, analytics, messaging, email, payments, accounting, support, translation, storage, and monitoring.
• Third-party platforms connected by a client, such as PMS/channel managers, WhatsApp providers, accounting platforms, lock systems, utility systems, and related operational tools.
• Professional advisers, authorities, or other parties where required by law or necessary to protect rights, safety, security, or service integrity.

6. Cookies and analytics

Our websites and services may use cookies and similar technologies for essential operation, security, preferences, and analytics. Analytics helps us understand traffic and improve the product. You can disable analytics for this browser from this page.

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7. Retention

We keep personal data for as long as needed to provide the service, maintain records, resolve disputes, comply with legal obligations, and support legitimate operational needs. Retention periods vary depending on the type of data, client configuration, connected providers, legal requirements, and backup or audit needs.

8. Security

We use technical and organizational measures designed to protect personal data against unauthorized access, loss, misuse, alteration, or disclosure. No system is completely secure, so clients and users should also protect their credentials, devices, provider accounts, and integration access.

9. International processing

Rental AutoPilot is based in Indonesia. The systems and providers used to deliver the service may process data in Indonesia or other countries. Where required, we take reasonable steps to protect personal data when it is transferred or processed internationally.

10. Your choices and rights

Depending on applicable law and your relationship with Rental AutoPilot, you may request access, correction, deletion, restriction, objection, portability, or withdrawal of consent. Some requests may need to be handled by the client that controls the relevant account or guest data. We may need to verify your identity before acting on a request.

11. Children's privacy

Rental AutoPilot is not intended for children and we do not knowingly collect personal data from children through our websites or CMS.

12. Changes to this policy

We may update this Privacy Policy from time to time. The effective date above shows when this version took effect. Material updates may also be communicated through the CMS or by direct notice where appropriate.

13. Contact

For privacy questions or requests, contact PT Rental AutoPilot at admin@rentalautopilot.com.