Privacy Policy

1. Introduction

Welcome to TenantFlow ("we," "our," or "us"). We are committed to protecting your privacy and ensuring the security of your personal information. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our property management software platform.

By using TenantFlow, you consent to the data practices described in this policy. If you do not agree with our policies and practices, please do not use our services.

2. Information We Collect

2.1 Information You Provide

We collect information that you voluntarily provide to us:

• Account Information: Name, email address, phone number, and password when you create an account
• Profile Information: Company name, business address, profile photo, and other details you add to your profile
• Property Data: Property addresses, unit details, rental rates, lease terms, and related property management information
• Tenant Information: Tenant names, contact information, lease agreements, payment history (as entered by you)
• Financial Data: Payment information for rent collection and subscription billing (processed securely through Stripe)
• Communications: Messages, support requests, and feedback you send to us

2.2 Information Collected Automatically

When you use TenantFlow, we automatically collect certain information:

• Usage Data: Pages viewed, features used, time spent on pages, and interaction patterns
• Device Information: Browser type, operating system, device type, IP address
• Log Data: Access times, error logs, and performance metrics
• Cookies and Tracking: We use cookies and similar technologies to enhance your experience and collect analytics data

2.3 Third-Party Authentication

If you choose to sign in using Google OAuth, we collect:

• Your Google account email address
• Your Google profile name and photo (if publicly available)
• OAuth tokens to authenticate your session (not stored permanently)

We do not access your Google account data beyond what is necessary for authentication and will never read your emails, contacts, or other Google services without explicit permission.

3. How We Use Your Information

We use the collected information for the following purposes:

• Service Delivery: Provide, maintain, and improve our property management platform
• Account Management: Create and manage your account, authenticate users
• Payment Processing: Process rent collection and subscription payments securely
• Communication: Send important updates, security alerts, and respond to support requests
• Analytics: Analyze usage patterns to improve user experience and platform performance
• Security: Detect, prevent, and address fraud, security issues, and technical problems
• Legal Compliance: Comply with legal obligations and enforce our Terms of Service

4. How We Share Your Information

We do not sell your personal information. We may share your information in the following circumstances:

4.1 Service Providers

We share data with trusted third-party service providers:

• Supabase: Database hosting and authentication
• Stripe: Payment processing for rent collection and subscriptions
• Vercel: Frontend hosting and deployment
• Railway: Backend API hosting
• Resend: Transactional email delivery

These providers are contractually obligated to protect your data and use it only for the services they provide to us.

4.2 Legal Requirements

We may disclose your information if required by law or to:

• Comply with legal processes or government requests
• Enforce our Terms of Service
• Protect the rights, property, or safety of TenantFlow, our users, or the public

4.3 Business Transfers

If TenantFlow is involved in a merger, acquisition, or sale of assets, your information may be transferred. We will notify you of any such change and provide choices regarding your information.

5. Data Security

We implement industry-standard security measures to protect your data:

• Encryption: All data is encrypted in transit (HTTPS/TLS) and at rest (AES-256)
• Access Controls: user_type-based access control and multi-factor authentication options
• Secure Infrastructure: Hosted on SOC 2 compliant platforms (Supabase, Vercel, Railway)
• Regular Audits: Security monitoring, vulnerability scanning, and penetration testing
• Data Backups: Regular automated backups with disaster recovery procedures

While we strive to protect your information, no method of transmission over the Internet is 100% secure. You are responsible for maintaining the confidentiality of your account credentials.

6. Data Retention

We retain your personal information for as long as necessary to provide our services and comply with legal obligations:

• Active Accounts: Data is retained while your account is active
• Deleted Accounts: Data is deleted within 90 days after account deletion, except where required by law
• Financial Records: Payment and tax records retained for 7 years as required by law
• Backup Data: Backups are retained for 90 days for disaster recovery purposes

7. Your Rights and Choices

You have the following rights regarding your personal information:

7.1 Access and Portability

You can access and export your data at any time through your account settings or by contacting us at privacy@tenantflow.app

7.2 Correction and Updates

You can update your account information, property data, and tenant records directly through the platform.

7.3 Deletion

You can delete your account and associated data at any time through account settings. Some information may be retained as required by law or for legitimate business purposes.

7.4 Marketing Communications

You can opt out of marketing emails by clicking "unsubscribe" in any marketing email or updating your communication preferences in account settings.

7.5 Do Not Track

Some browsers support a "Do Not Track" feature. TenantFlow does not currently respond to Do Not Track signals.

8. Cookies and Tracking Technologies

We use the following types of cookies:

• Essential Cookies: Required for basic platform functionality (authentication, security)
• Analytics Cookies: Help us understand usage patterns and improve the platform
• Preference Cookies: Remember your settings and preferences

You can control cookie preferences through your browser settings. Disabling essential cookies may impact platform functionality.

9. Children's Privacy

TenantFlow is not intended for use by individuals under the age of 18. We do not knowingly collect personal information from children. If we become aware that we have collected information from a child, we will delete it promptly.

10. International Users

TenantFlow is operated in the United States. If you are accessing our services from outside the U.S., your information will be transferred to and processed in the United States, which may have different data protection laws than your country.

For users in the European Economic Area (EEA), we comply with GDPR requirements and provide appropriate safeguards for data transfers.

11. Third-Party Links

Our platform may contain links to third-party websites or services. We are not responsible for the privacy practices of these external sites. We encourage you to review their privacy policies before providing any personal information.

12. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or for legal, operational, or regulatory reasons. We will notify you of significant changes by:

• Posting the updated policy on this page
• Updating the "Last Updated" date at the top
• Sending an email notification for material changes

Your continued use of TenantFlow after changes become effective constitutes acceptance of the updated policy.

13. Contact Us

If you have questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us:

14. California Privacy Rights (CCPA)

If you are a California resident, you have additional rights under the California Consumer Privacy Act (CCPA):

• Right to know what personal information we collect and how it's used
• Right to request deletion of your personal information
• Right to opt-out of the sale of personal information (we do not sell data)
• Right to non-discrimination for exercising your privacy rights

To exercise these rights, email privacy@tenantflow.app