RentSense
By Mobysoft LTD
Project Kickoff and Planning: The process begins with a project kickoff meeting involving your team, a dedicated project manager, and a technical implementation consultant from Mobysoft. The implementation schedule and any additional modules are agreed upon at this stage.
Data Extraction Setup Mobysoft sets up the data extraction tool to connect with your Housing Management System (HMS) or CRM. Early access to your database is critical for timely delivery. The tool extracts the necessary tenant and rent data for RentSense to operate.
Configuration and Customization: RentSense is configured to align with your organization’s case rules, priorities, and operational processes. This includes setting up decision-making rules, and thresholds, and aligning the system to your team’s capacity and workflow.
Testing and Fine-Tuning: Extracted data is processed through RentSense, and the system is tested to ensure accuracy. There is a period of fine-tuning and validation, where your team reviews outputs and provides feedback to optimize the build. This may include a comparative analysis with your current arrears management process.
Training and Onboarding: Mobysoft provides training and support for housing officers and managers, ensuring all users are comfortable with the RentSense portal and any additional modules. Training is typically delivered remotely and tailored to your team’s needs.
Go-Live and Supervised Transition: The system transitions into live use, with a supervised period where Mobysoft supports your team as they begin using RentSense in daily operations. Any issues or adjustments are addressed promptly during this phase.
RentSense is designed to be highly configurable, allowing social housing providers to tailor the platform to their specific operational processes, team structures, and business priorities. Below are the key data points demonstrating how RentSense can be customized to fit diverse organizational needs:
Thresholds and Triggers: RentSense allows organizations to set a range of configuration parameters, such as the minimum balance to consider as arrears, the amount an account should reduce by weekly, and other thresholds relevant to arrears management. These parameters can be adjusted to align with local policies and risk tolerances.
Custom Decision-Making Rules: The system supports both core and optional decision rules that determine if and why a case is presented to users. These rules can be configured to match the organization’s internal processes, capacity, and intervention strategies, ensuring that case prioritization reflects local business logic.
Configurable Modules: RentSense offers a suite of configurable modules, such as Automated Arrears Prevention (AAP), Assisted Automation, and Automated Worktray Manager. These modules can be enabled, customized, and combined to automate specific workflows, tenant communications, and caseload management according to organizational needs.
Customizable Worklists: The platform generates prioritized worklists that can be tailored to reflect the unique priorities and caseload categorization rules of each organization. This ensures that officers focus on the most critical cases as defined by local policy.
Seamless Integration: RentSense integrates with all major housing management systems and can be configured to extract, transform, and load data according to the client’s IT environment. The processing time for data analysis is agreed upon with each organization, allowing for alignment with internal reporting cycles and operational needs.
Custom Data Reports: The analytics suite provides over 50 customizable data reports and insights, available at organizational, team, and individual levels. These reports can be filtered and segmented to support specific performance metrics, compliance requirements, and management oversight.
Tailored to Team Organization: RentSense can be configured to match the structure of collections teams, supporting different workflows, team sizes, and intervention models. The system’s flexibility allows it to adapt as organizations restructure or change their operational approach.
Capacity Alignment: The platform’s configuration process includes aligning the system to the organization’s process and capacity, ensuring that the volume and type of cases presented are manageable and relevant to available resources.
Customer Success Management: Each client is assigned a dedicated Customer Success Manager who works with operational teams to optimize system usage, handle change requests, and implement improvement suggestions. This ensures that RentSense remains aligned with evolving business needs over time.
Structured Implementation Process: New users are guided through a structured onboarding process managed by a dedicated project manager and technical implementation consultant. This process includes initial planning, data extraction setup, system configuration, and alignment with the organization’s operational processes and priorities.
Configuration and Customization: RentSense is configured to match the client’s case rules, thresholds, and workflow requirements, ensuring the platform fits seamlessly into existing business practices.
Training Sessions: Comprehensive training is provided for housing officers and managers, covering the use of the RentSense portal and any additional modules. Training is typically delivered remotely and tailored to the specific needs of the team, ensuring all users are comfortable and proficient with the system.
Customer Success Manager: Every RentSense client is assigned a dedicated Customer Success Manager who supports the organization from implementation through ongoing usage. This manager acts as the main point of contact for change requests, improvement suggestions, and optimization of system usage.
Account Management: An Account Manager works with the executive team to ensure strategic alignment and that the organization realizes the full benefits of RentSense and associated services.
RentSense, developed by Mobysoft, employs a comprehensive set of security measures to protect user and tenant data, ensuring compliance with industry standards and data protection laws.
Encryption at Rest and in Transit: All data transferred between client systems and RentSense is protected using TLS (version 1.2 or above), ensuring secure data transmission. Data stored within the platform is encrypted on all physical media, safeguarding information from unauthorized access.
Cloud Hosting on AWS: RentSense is hosted on Amazon Web Services (AWS), leveraging AWS’s robust security infrastructure, including firewalls and network segmentation. The platform’s components are not directly exposed to the internet except for the user portal, minimizing attack surfaces.
Data Storage Location: All data is stored and processed within the European Economic Area (EEA), complying with GDPR and other relevant data protection regulations.
Datacentre Security Standards: RentSense’s datacentres comply with recognized security standards, such as the Cloud Security Alliance Cloud Controls Matrix (CSA CCM).
User Authentication: Access to RentSense requires username and password authentication, with multi-factor authentication (MFA) available for enhanced security. Management interfaces and support channels are restricted to connections from known Mobysoft IP addresses via VPN, and access restrictions are tested at least every six months.
Role-Based Access: Access to sensitive data is limited to authorized personnel, following strict internal guidelines and role-based permissions.
Vulnerability Management: All components and third-party modules are registered and regularly checked for vulnerabilities against published CVEs. Vulnerabilities are assessed and addressed promptly, typically through component updates.
Protective Monitoring: Systems are continuously monitored for exceptions and unusual usage patterns. This monitoring is supplemented by AWS’s own security features and firewalls.
Penetration Testing: External penetration testing is conducted at least annually to identify and remediate potential security weaknesses.
Incident Response: RentSense follows ISO 27001-defined processes for incident management, including comprehensive customer communication plans in the event of a suspected data breach. Incident reports detail the cause, extent, and remedial actions taken.
Business Continuity and Disaster Recovery: The RentSense database is mirrored in real-time to different locations, ensuring fault tolerance and high availability. The stated Recovery Time Objective (RTO) is 6 hours, and the Recovery Point Objective (RPO) is end-of-last working day. Maintenance windows are scheduled outside normal hours to minimize disruption.
Data Retention and Secure Deletion: At contract end, user accounts and customer data are securely removed from live systems within seven days, following a secure removal process. Data sanitization includes explicit overwriting of storage before reallocation, and equipment disposal is handled by third-party destruction services.
Audit Trails: User and supplier activity audit information is stored for at least 12 months, supporting traceability and accountability.
ISO/IEC 27001 Certification: RentSense is certified to ISO/IEC 27001, the international standard for information security management, accredited by BSI. The certification covers all internal processes except third-party integrations.
Cyber Essentials and Cyber Essentials Plus: The platform is certified under both Cyber Essentials and Cyber Essentials Plus, demonstrating adherence to UK government-recommended security controls.
Customer Data Control: RentSense operates on the principle that the data extracted and processed by the platform—primarily rent transaction and arrears data—remains the property of the client organization (e.g., the social housing provider). Mobysoft, the provider of RentSense, acts as a data processor, handling data on behalf of the client for the purposes of rent arrears analysis and management.
Confidentiality and Use: All data processed by RentSense is treated as confidential. Mobysoft’s contracts stipulate that client data is not disclosed to third parties except in aggregated and anonymized form, which cannot identify the client, tenants, or any confidential information. This aggregated data may be used for benchmarking and performance analysis, but individual or identifiable data is never shared outside the contractual relationship.
Data Retention and Deletion: Mobysoft’s agreements include clear clauses about data retention and deletion. After the end of the contract or retention period, client data is securely removed from RentSense systems. Any breach of these terms would constitute both a contractual and data protection violation.
Right to Access and Export: In line with UK and EU data protection laws (including GDPR), client organizations have the right to access the data processed by RentSense. Data can be exported in a structured, commonly used, and machine-readable format upon request, supporting the principle of data portability.
Process for Data Portability: If a client wishes to transfer their data to another provider or system, Mobysoft will facilitate the export of relevant data sets as required by law and contract. The technical specifics (such as file format and delivery method) are typically agreed upon during the implementation or contract phase, ensuring compliance with data portability requirements.
RentSense is designed to provide flexibility for social housing providers as their organizational needs change, whether scaling up to manage more properties or scaling down to a smaller portfolio. Here’s how the platform supports these changes:
No Hard Limits on Portfolio Size: RentSense is a cloud-based solution that can be quickly adapted to organizations of any size, from those managing a few thousand homes to those overseeing tens of thousands across multiple regions. There are no technical restrictions on scaling up or down, and the platform is built to handle both small and large-scale operations efficiently.
Seamless Integration: The system integrates with all major housing management systems, allowing organizations to add or remove properties without complex IT changes or additional hardware investments.
Subscription Model: RentSense’s commercial terms are typically based on the number of properties or units managed. As your portfolio grows or contracts, your subscription and billing are adjusted accordingly at the next billing cycle. This ensures you only pay for what you use, supporting cost-effective scaling.
No Long-Term Lock-In: RentSense is designed to avoid data or contract lock-in. Organizations can scale up or down as needed, and upon contract termination, data can be exported in a machine-readable format, with access revoked after closure.
Configurable Workflows: The platform can be tailored to match the structure and capacity of your collections teams. As your organization changes, RentSense’s configuration can be updated to reflect new priorities, team sizes, or intervention models, ensuring the system remains aligned with your operational needs.
Dynamic Refinement: RentSense supports ongoing refinement of configuration parameters and decision rules, allowing organizations to adapt the system in response to changes in portfolio size, team structure, or external factors.
Customer Success Management: Each client is assigned a dedicated Customer Success Manager who assists with scaling, change requests, and ongoing optimization, ensuring a smooth transition during periods of growth or contraction.
Ongoing Training and Support: Training and support are available whenever you scale up, ensuring new team members or expanded operations are fully supported. The same applies when scaling down, with continued access to support and resources.
Data Access: When scaling down, your data remains accessible as long as your account is active, allowing you to retain historical records and documents for all properties, even those no longer under management.
Annual Contract Structure: RentSense contracts are typically set up on an annual basis, with a minimum commitment of 12 months. The initial contract often requires payment in advance for a specified minimum number of properties (commonly at least 4,000 units).
Automatic Renewal: After the initial term, contracts automatically renew for another 12 months unless the client provides written notice of cancellation. This ensures continuity of service unless the client actively opts out.
Renewal Invoicing: Renewal invoices are issued annually in advance, on the anniversary of the contract start date. The renewal fee is calculated based on the actual number of properties under management and any additional modules or services required for the upcoming year.
Notice Period for Non-Renewal: Clients must provide written notice of their intention not to renew at least 90 days before the contract renewal date. If notice is not given within this window, the contract will automatically renew for another year, and the client will be liable for the next year’s fees.
Adjustments for Property Numbers: The renewal fee is based on the current stock level at the time of renewal, ensuring that billing reflects the actual portfolio size. Any additional modules or services added during the contract are included in the renewal invoice and are subject to the same renewal and cancellation terms.
How to Cancel: Cancellation must be communicated in writing and received by Mobysoft at least 90 days before the contract renewal date. The cancellation becomes effective at the end of the current contract period.
No Partial Refunds: Fees are payable in advance for the full contract period, and there are no partial refunds for unused time if the contract is cancelled mid-term. Clients are responsible for the full annual fee once the renewal period begins.
Data Retention and Access: Upon contract termination, client data is securely removed from RentSense systems after the retention period ends. Clients are encouraged to export any required data before the contract concludes, as access to the platform and stored data is revoked after closure.
First-Year Fees: The initial year’s fees may include configuration, training, and implementation costs, in addition to the standard per-property charge.
Annual Invoicing: All fees are invoiced annually in advance, and payment is required before the start of each contract year.
ISO/IEC 27001 Certification: RentSense is certified to the ISO/IEC 27001 standard, an internationally recognized framework for information security management systems (ISMS). This certification demonstrates that RentSense has robust policies, processes, and controls in place to protect sensitive data, manage risks, and ensure the confidentiality, integrity, and availability of information. The certification covers operational security, incident management, business continuity, and vulnerability management, with regular audits and continuous improvement processes in place.
GDPR Compliance: RentSense is fully compliant with the General Data Protection Regulation (GDPR) 2018. The platform ensures that all personal and tenant data is processed lawfully, fairly, and transparently, with strong safeguards for data minimization, access control, and secure data handling. Data is stored and processed within the European Economic Area (EEA), and RentSense supports data subject rights such as access, correction, and deletion of personal information.
Cloud Security and Hosting: RentSense is hosted on Amazon Web Services (AWS), leveraging AWS’s security infrastructure, including firewalls, network segmentation, and continuous monitoring. The platform’s components are not directly exposed to the internet except for the user portal, minimizing attack surfaces and enhancing operational security.
