Privacy
Your record belongs to you and your tenant, not to us.
Plain language, no fine print games. Last updated July 2026.
RoomProof is a pre-launch rental condition documentation tool for Colorado landlords and property managers. This page explains what we collect today, on this website, and how we intend to handle data once the product itself is live. If anything here is unclear, email us at hello@roomproof.app and we'll answer in plain English.
As of this writing, RoomProof has not launched. The only data this website collects is what you submit through the pilot request form. Once the product is live, the sections below on unit records and tenant data describe how it will work, not a system that is already processing your data.
What this website collects today
If you submit the pilot request form, we collect your name, company, email, unit count, and whatever you write in the message field. We use this only to set up your pilot and follow up with you. We don't run analytics trackers or ad pixels on this site.
Your evidence data will be yours
Once live, the scans, photos, floor plans, timestamps, sign-offs, and reports created in RoomProof belong to your account. We store them so you can use, share, and export them. We will not claim ownership of your records, and we will not use them to build anything for anyone else.
The tenant's data is part of the record too
A jointly-witnessed baseline means a tenant's name, their review of the scan, and their sign-off (or logged refusal to sign) become part of the record. That data exists to make the record credible to both sides and to a court, not for any purpose beyond the tenancy it documents.
We don't sell data
We do not sell, rent, or trade your information, your tenant's information, or your evidence records to anyone. There are no data brokers, no ad networks, and no marketing lists built from what you or your tenants give us.
Who can see a record
A unit record is visible to the property manager or landlord account that created it, and to the tenant it documents. Anyone else you share a report with sees only what you send them.
Service providers
We plan to use a small number of trusted providers to host and run the service, such as cloud storage and hosting, and a cryptographic timestamping authority for RFC-3161 anchoring. They only handle data to provide those services to us and are not permitted to use it for anything else.
How long we keep records
Deposit disputes can surface years after a tenancy ends, so we intend to keep documentation for as long as an account is active. You will be able to ask for an export or deletion at any time, subject to any recordkeeping obligations under Colorado law.
Your choices
You can ask what we hold about you, get a copy of it, correct it, or have it deleted where we're not required to retain it. Email hello@roomproof.app and we'll take care of it.
Changes to this page
If we change how we handle data, we'll update this page and the date at the top. For anything material, we'll tell account holders directly once the product is live.
Contact
Questions about privacy or your data? Email hello@roomproof.app.
This page describes data handling practices. It is not legal advice about your obligations under Colorado law or any other law.