Privacy policy

This policy explains which personal data we process when you use rentroomgermany.com, why we do so and on what legal basis. We use no analytics or tracking tools.

1. Controller

Future Gate Company LLC
30 N. Gould St.
Sheridan, WY 82801
USA
Email: info@rentroomgermany.com

Rent Room Germany is a brand of Future Gate Company LLC. For any question about data protection and to exercise your rights, write to us at this address.

2. Hosting and server log files

The site is hosted by SmarterASP.NET. The data centre network belongs to Sharktech Inc., USA; by our measurement the server is located in Amsterdam, the Netherlands. With every request the server processes the access data that is technically necessary: IP address, time, the address requested, referrer, amount of data transferred, status code, and browser and operating system identifiers. The hosting provider keeps these logs on our behalf and deletes them after a short period. The accounts (section 4) are stored on the same server.

The legal basis is Art. 6(1)(f) GDPR. Our legitimate interest is the secure and stable operation of the site.

3. Cookies and browser storage

We set a single cookie, rrg_member. It is only created when you open the sign-in or registration page or are signed in, and it contains nothing but a random session identifier. It lets our server recognise that you are signed in and protects the account forms against forged submissions. It is a session cookie and expires when you close your browser; when you sign out, we delete the session on our server.

In your browser's storage we keep two entries that exist only in the open tab: rrg-draft holds a message you wrote without an account until it is back in the form after you sign in, and rrg-chat-next remembers for at most two minutes that the live chat is continuing an action on the next page. The live chat itself stores the entries described in section 7.

The legal basis for the cookie and these entries is Section 25(2) no. 2 of the German Telecommunications Digital Services Data Protection Act (TDDDG), because they are strictly necessary for the service you are using, and for the processing Art. 6(1)(b) and (f) GDPR. We set no analytics, tracking or advertising cookies, which is why we do not ask for consent to any.

4. Account

You send contact requests about an apartment through a free account. For it we store your name, your email address and your password, the latter only as a hash, together with the time you registered, the number of free requests used, your sent requests (apartment, time, with or without a subscription, the last 100) and a request waiting for a payment until it has been sent. After failed sign-ins we store their times in order to lock the account for 15 minutes after 5 failed attempts. With a subscription, the plan, its term and the identifier of the subscription at Stripe are added.

The legal basis is Art. 6(1)(b) GDPR and the consent you gave when registering (Art. 6(1)(a) GDPR); for the lock after failed attempts it is Art. 6(1)(f) GDPR, our legitimate interest in protecting your account. We keep the data for as long as your account exists. To have it deleted, an email to info@rentroomgermany.com is enough; whatever we must keep for tax or commercial law reasons is deleted when those periods end.

5. Requests through the forms

You can write to us through the forms on an apartment page, on the contact page and on the page for owners. We process your name, your email address, your phone number if you give it, your message and the apartment concerned, and for owners also the location of the apartment. The request reaches our mailbox as an email. Our email runs on Zoho Mail of Zoho Corporation, 4141 Hacienda Drive, Pleasanton, CA 94588, USA, which processes it on our behalf.

We use the details to answer your request and to help you get the apartment. We pass them to an owner, agent or property manager only if you instruct us to apply there on your behalf. The legal basis is Art. 6(1)(b) GDPR and your consent (Art. 6(1)(a) GDPR), which you may withdraw at any time with effect for the future. Without your name, email address and message we cannot deal with a request. Once it has been dealt with we delete it, unless a statutory retention period applies.

6. Subscription and payment

You pay for the subscription through Stripe, a payment service of Stripe, Inc., 354 Oyster Point Boulevard, South San Francisco, CA 94080, USA. When you choose a plan, we send you to Stripe's payment page and pass on your email address, the plan and an identifier of your account. You enter your payment details directly with Stripe; we never receive them. Stripe tells us whether the payment succeeded, until when the subscription runs and whether it was renewed or ended.

The legal basis is Art. 6(1)(b) GDPR, and Art. 6(1)(c) GDPR for keeping the payment records. Stripe also processes data under its own responsibility to prevent fraud and to meet its own legal obligations. Stripe's privacy policy applies on the payment page: stripe.com/privacy.

Before paying you confirm that we should begin the service at once. We store this declaration with its time, plan, language and wording on your account and pass its time on to Stripe with the payment, as proof regarding your right of withdrawal (Art. 6(1)(c) GDPR). If you cancel through »Cancel contract here«, we process the details you give there (name, email address, contract, type and reason of the cancellation, requested time) together with the time of receipt, set the end of the subscription at Stripe and send you the confirmation of receipt by email (Art. 6(1)(b) and (c) GDPR). We keep the cancellation as proof for as long as claims under the contract are possible. To prevent abuse we count cancellations per IP address and minute; the count contains only a hash of the address and is deleted regularly (Art. 6(1)(f) GDPR).

7. Live chat

For questions about the site, the apartments and renting we offer a live chat in which an AI assistant answers. It runs on fonella, a service of WBA Systems GmbH, Kienberger Allee 4, 12529 Schönefeld, Germany, which operates the chat on our behalf (Art. 28 GDPR). So that the page loads quickly, your browser fetches the chat window from fonella.ai only after your first input on the page or three seconds after loading; fonella receives your IP address and the details your browser sends with every request. The chat sets no cookies. In your browser's storage it keeps a random identifier (fonella-chat-session) that links your chats across tabs and later visits and stays there until you delete it; the history of the current conversation and whether the chat window was already open are kept only until you close the tab. The legal basis is our legitimate interest in answering your questions directly on the page and without waiting (Art. 6(1)(f) GDPR); you can delete these entries at any time in your browser settings.

When you write, we process your messages with everything you say in them, together with the identifier, the language, the address and title of the page you are writing on, the apartment you are looking at there, the search you have set, whether a request on that page needs an account or a subscription, your IP address, details about your browser and the time, in order to answer your question (Art. 6(1)(b) and (f) GDPR). The chat searches for apartments in our own stock; fonella's servers send it only the search criteria (city, rent, rooms, floor area, sort order) or the chosen apartment, the language and an identifier of the conversation, never your messages and never your IP address. At your request the chat sets the search on the page or sends a request through the page's form, in each case only after you have confirmed this in the chat; section 5 applies to such a request.

The answers are generated automatically by a language model, as is the short summary we receive by email and push notification after the chat. For this your messages, with the conversation so far, go to OpenRouter, Inc. in the USA, which passes them on, depending on availability, to a language model from OpenAI, Anthropic, Google or Meta. The transfer to the USA is based on the European Commission's standard contractual clauses (Art. 46(2)(c) GDPR). The chat is stored on servers of Amazon Web Services EMEA SARL, 38 Avenue John F. Kennedy, L-1855 Luxembourg, in the Frankfurt region, and deleted once your matter has been dealt with and no retention obligation applies. To prevent abuse, messages are counted per IP address and minute, and this count is deleted after about one day (Art. 6(1)(f) GDPR). Where we rely on our legitimate interest, you may object at any time on grounds relating to your particular situation (Art. 21(1) GDPR). OpenRouter's privacy policy: openrouter.ai/privacy.

8. Adverts

Between the search results we show adverts, marked as such. They come from the ad server bamg.ae of B A Media Group FZE LLC, Business Centre, Sharjah Publishing City Free Zone, Sharjah, United Arab Emirates. Our server fetches the adverts there and sends your browser's identifier along so that automated requests are not counted, but not your IP address. Your browser loads the image of an advert from cdn.bamg.ae; in doing so the ad server receives, for technical reasons, your IP address, the time, your browser identifier and the address of this page. If you click an advert, the link takes you to the advertiser via bamg.ae. The click is counted there and stored for up to 90 days together with your IP address, the time, the advert and the location derived from it (town, region, country). We set no cookies for this.

The legal basis is Art. 6(1)(f) GDPR. Our legitimate interest is financing the site through advertising and proving the clicks to the advertisers.

9. Our stock on alle-wohnungen.de

The site alle-wohnungen.de shows our apartments in its own search. For this, the browser of its visitors queries our stock directly through a public interface and loads the preview photos from our server. Our server therefore receives, for technical reasons, the IP address, the time, the search criteria, the browser identifier and the address of the page the query comes from. To prevent abuse we count the queries per IP address and minute; the count contains only a hash of the address and is deleted regularly. The interface itself discloses no personal data: no providers, no contact details and nothing about members.

The legal basis is Art. 6(1)(f) GDPR. Our legitimate interest is showing our apartments there as well without creating a second copy of the stock.

10. The apartment listings

The apartments on this site come from publicly accessible rental listings. We take over the title, description, photos, location, rent and features and, where given, whether the landlord is private or commercial and the provider's name, which we do not display. We use these details to show the apartments and, after a request, to get in touch with the provider. The photos are stored on our server and your browser loads them from there. Titles and descriptions are translated into English and Arabic once, when they are fetched, by a language model through OpenRouter, Inc., USA; the translation service receives no visitor data. We keep the details for as long as the apartment's page exists; once a listing can no longer be found, we take the apartment out of the search.

The legal basis is Art. 6(1)(f) GDPR. Our legitimate interest is making the rental market accessible in their own language to people moving to Germany. A provider who does not want their apartment to appear here may object at any time; an email to info@rentroomgermany.com is enough.

11. Reviews

In the footer we show how Rent Room Germany is rated on the review portal Trustportal. The figures are stored on our server; your browser only connects to trustportal.biz if you click the link.

12. Your rights

You have the right of access (Art. 15 GDPR), rectification (Art. 16), erasure (Art. 17), restriction of processing (Art. 18), data portability (Art. 20) and to object to processing based on our legitimate interest (Art. 21). You may withdraw consent at any time with effect for the future. Write to us at info@rentroomgermany.com.

You may also lodge a complaint with a data protection supervisory authority, in particular in the Member State of your habitual residence. We do not make automated individual decisions within the meaning of Art. 22 GDPR.

Last updated: 24 October 2026