Tenarize ("we", "us") provides property-management software for private landlords in the UK. This policy explains what personal data we process, why, and the rights you have over it, in line with the UK GDPR and the Data Protection Act 2018.

Landlords: name, email, phone number, and any property, tenancy, supplier and payment records you enter into the platform.

Tenants: name, email, phone number, and the compliance, vetting and tenancy documents your landlord uploads or that you upload yourself (e.g. a signed tenancy agreement, ID, or a meter reading photo).

We don't collect analytics or advertising data, and we don't use third-party tracking cookies - see "Cookies and local storage" below.

As part of tenant vetting, this can include right-to-rent/immigration status flags a landlord records against a tenancy, and financial/bank-mandate details needed to collect rent - the latter is processed directly by Stripe (see below), not held by us.

To run the service you've signed up for: managing properties and tenancies, tracking legal compliance (right to rent, gas safety, deposit protection and similar), processing rent payments and subscription billing, and sending you notifications about deadlines relevant to your tenancy.

Our legal bases are performance of a contract (running the platform you or your landlord signed up for), legal obligation (retaining compliance and vetting records landlords are required to keep), legitimate interest (keeping the service secure and working correctly), and consent (product update and marketing email, which we send only to landlords who have opted in, and which you can withdraw at any time without affecting anything else).

We use Stripe to process rent payments and subscription billing, Google Maps Platform for property geocoding and supplier search, BoldSign to run e-signature of tenancy agreements and inventory reports, Resend to send transactional email (invites, deadline reminders, notifications) and — to landlords who have opted in — product update and marketing email, and Cloudflare and Render to store documents and host the application itself. None of these providers use your data for their own advertising, and we don't sell personal data to anyone. A full list of these sub-processors, and the safeguards covering them, is in our Data Processing Agreement, which applies to landlord (business) accounts.

Our database and application hosting run in Frankfurt, Germany (EU), and our e-signature provider processes documents in the EU. Some of our other providers may process data outside the UK/EEA; where that happens, we rely on an adequacy regulation, the UK International Data Transfer Addendum, or an equivalent safeguard. See our Security page for more on how data is protected.

Landlords are legally expected to be able to produce past compliance certificates and tenant vetting records on request, so these are retained (not deleted) even after a document is replaced or a tenancy ends, for as long as the landlord's account exists. Deleting your account (see below) removes your own login and profile data; a tenant's tenancy and document history stays with the landlord's account for their compliance obligations, even after the tenant deletes their own portal login.

Tenarize doesn't use tracking or advertising cookies. The application stores your login token in your browser's local storage so you stay signed in - this is a functional necessity, not a tracking mechanism, and isn't shared with any third party. If that ever changes (for example, if we add analytics), this policy will be updated and a consent banner will be added at that point.

You can access, correct, export, or delete your personal data at any time from your account's profile page ("Your data" section), which lets you download a copy of everything your account holds or permanently delete your account. You can also contact us directly using the details below for anything the self-service tools don't cover, including a full subject access request.

If you're a landlord who opted in to product update and marketing email, you can withdraw that at any time from the same profile page, or with the unsubscribe link in any of those emails. Withdrawing it stops only that marketing — the transactional email the service depends on (invites, deadline reminders, payment notifications) carries on, since it isn't sent on the basis of consent.

Questions about this policy or your data: info@tenarize.com. You also have the right to lodge a complaint with the UK Information Commissioner's Office (ico.org.uk) if you believe your data has been mishandled.