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The Beta Agreement and Privacy Policy

Step 8 of the setup checklist, and the only one that's manual rather than automatic — it's marked reviewed by hand, once you've actually looked at both documents.

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What each document covers

The Beta Agreement sets expectations for the beta period itself: what's still being built, that features can change, and how feedback and issues are handled. The Privacy Policy covers how tenant, owner and vendor data is collected, used and stored — including what's sent to Anthropic for the AI leasing chatbot and AI rent pricing, if your organization uses either.

An administrator accepts the Beta Agreement on behalf of the whole organization when they register (or from this checklist step afterward); every other staff member individually accepts the same two documents the first time they log in.

Reviewing and marking it done

Read both documents at /legal/beta-agreement and /legal/privacy, then use “Mark reviewed” on this checklist step. If either document is later revised in a way that matters — a version bump, not a typo fix — everyone who accepted the old version is asked to accept the new one the next time they log in.

If a staff member is blocked, or your organization has no administrator

Any staff member who hasn't accepted the current documents sees a blocked screen the moment they log in, and can't get past it until they accept theirs — or, for an organization the administrator hasn't yet bound with the Beta Agreement, until an administrator does. That screen now names a real administrator (or owner) to contact, as a clickable email link, instead of a generic “we've notified your administrators.” If your organization has ended up with no active administrator at all — everyone with that role was deactivated or demoted — nobody inside the organization can clear the block on their own; contact support@rentova.com and we'll help directly.

Common questions

Do tenants, owners and vendors see the same documents? No — each portal has its own Terms of Service tailored to that persona, plus the same Privacy Policy. They accept on first login the same way staff do.

I accepted these once already — why am I being asked again? The document changed in a way that re-gates everyone who accepted the old text (a real revision, not a typo fix). The current version and its effective date are shown right on the document itself.