Effective Date: 18th February 2025
Last Updated: 19th February 2025

1. Introduction

Welcome to TenantIQ.ai. We are committed to protecting your privacy and ensuring the security of your personal data. This Privacy Policy explains how we collect, use, store, and protect your information when you use our platform, which provides AI-driven property management solutions for tenants, landlords, and maintenance providers.

By using TenantIQ.ai, you agree to the collection and use of your data as outlined in this Privacy Policy. If you do not agree with any part of this policy, please refrain from using our services.

1.1 Scope of This Policy

This Privacy Policy applies to:

• All users of TenantIQ.ai, including tenants, landlords, property managers, and maintenance providers.
• Data collected through our website, mobile app, and third-party integrations.
• All services provided by TenantIQ.ai, including rental payments, maintenance requests, and lease renewal management.

1.2 Global Compliance with Privacy Regulations

TenantIQ.ai is committed to protecting user privacy and ensuring that personal data is handled securely and transparently. Our privacy practices align with international data protection standards and applicable privacy laws in the regions where we operate.

We take appropriate measures to ensure compliance with relevant local, national, and international regulations, including data protection laws governing user rights, data transfers, and security.

If you are located in a region with specific data protection requirements, TenantIQ.ai implements safeguards to protect your data and facilitates compliance with applicable legal frameworks.

For any questions regarding your privacy rights or data protection in your country, please contact us at admin@tenantiq.ai.

2. Data Collection

TenantIQ.ai collects and processes user data to provide a seamless and secure property management experience. This section outlines the types of personal data we collect, how we collect it, and our approach to sensitive data.

2.1 Types of Personal Data Collected

A. User Information

• Full Name
• Email Address
• Phone Number
• Address (including rental property addresses)
• Business Name (for maintenance providers and firms)
• Profile Photos
• Property Photos

B. Financial Information

• Payment details (processed externally via third-party services such as Bill.com, Stripe, etc.; we do not store payment information ourselves)
• Tax ID for maintenance companies (for invoicing and payment processing)

C. Device & Usage Information

• Login and account activity
• Device type and browser version
• IP address and geolocation data (where required for fraud prevention and security)

D. Lease Agreement Data (Future Feature)

TenantIQ.ai does not currently facilitate full lease agreements, but we may introduce a lease renewal feature in the future. If implemented, we may collect:

• Tenant & Landlord Information (e.g., contact details, rental property address)
• Lease Terms (e.g., rental amount, payment schedule, lease duration)
• Payment Information (e.g., security deposit processing)
• Digital Signatures & Document Storage (e.g., lease agreements stored for future reference)

When this feature is launched, the Privacy Policy will be updated accordingly to reflect any additional data collection practices.

2.2 Sensitive Data Collection

TenantIQ.ai does not collect government-issued identification (e.g., driver’s licenses, passports) or social security numbers. The only sensitive data we process is payment information, which is handled securely by third-party payment providers.

2.3 How We Collect Data

A. User Input (Direct Collection)

Users manually enter data when they:

• Create an account (e.g., name, email, phone number)
• Submit maintenance requests (e.g., descriptions, property photos)
• Make rental or invoice payments (processed via third-party payment providers)
• Update their profiles (e.g., profile picture, contact details)

B. Automated Tracking & System Logs

We automatically collect certain information to enhance security, detect fraud, and improve the platform, including:

• Session tracking (e.g., login timestamps, IP addresses)
• Error logging & crash reports (to improve system stability)
• Device/browser compatibility tracking (to optimize platform performance)

C. Third-Party Integrations

TenantIQ.ai integrates with third-party services to process payments, facilitate maintenance requests, and enhance security. These services may receive limited user data necessary to complete their functions. Third-party integrations include:

• Payment processors (e.g., Bill.com, Stripe)
• Maintenance service providers (to coordinate repairs)
• Future integrations for identity verification and lease management

We ensure that all third-party providers comply with global privacy laws to safeguard your personal information.

2.4 Permissions for Data Access

TenantIQ.ai may request certain permissions to improve user experience:

• Gallery & Camera Access – To allow users to upload property photos and maintenance request images.
• Push Notifications – To send alerts for payment reminders, maintenance updates, and account security notifications.

Users can manage these permissions through their device settings.

2.5 Managing Your Data

Users can access, update, or delete their personal data through their profile settings. If you need assistance, you may contact us at admin@tenantiq.ai.

3. Data Usage

TenantIQ.ai collects user data to provide, enhance, and secure our property management services. This section outlines the purpose of data collection, the use of AI-driven decision-making, and how user data may be utilized for analytics and marketing.

3.1 Purpose of Data Collection

We collect and process user data to:

• Facilitate maintenance requests by enabling tenants to submit service requests and connecting them with maintenance providers.
• Manage rental payments by processing transactions securely through third-party payment providers.
• Handle invoice payments for maintenance services requested by landlords or tenants.
• Enable lease agreement renewals (future feature) to facilitate the seamless renewal of existing rental agreements.
• Ensure compliance and security by monitoring account activity for fraud prevention and unauthorized access.

3.2 AI and Automated Decision-Making

TenantIQ.ai employs AI-driven automation to optimize property management operations. AI is used for:

• Maintenance request processing – AI analyzes service requests to determine urgency, recommend solutions, and assign tasks to the appropriate maintenance providers.
• Future AI features – As TenantIQ.ai evolves, AI may assist with rent analysis, lease renewal recommendations, and automated customer support.
• Payment security monitoring – TenantIQ.ai does not process payments directly but works with third-party payment providers (e.g., Stripe, Bill.com) that use AI-driven security measures to detect fraudulent activity and prevent unauthorized transactions.

AI decisions do not have a legal or significant impact on users without human oversight.

3.3 Use of User Data for Analytics, Marketing, and Third-Party Advertising

• Analytics & Performance Tracking: We may use Google Analytics, Firebase Analytics, or similar tools to analyze how users interact with our platform and improve services.
• Marketing & Communications: If users opt-in, we may send product updates, promotional offers, or industry insights through email or in-app notifications.
• Third-Party Advertising (Future Use): TenantIQ.ai does not currently use user data for third-party advertising but may introduce targeted advertising in the future, with prior notification and opt-out options for users.

Users can manage marketing and analytics preferences in their account settings.

3.4 Use of Google Workspace APIs and AI/ML Data Policy

TenantIQ.ai integrates with Google Workspace APIs for essential user functionality such as authentication, document generation, and cloud-based services. We do not use any data obtained from Google Workspace APIs to develop, improve, or train generalized artificial intelligence (AI) or machine learning (ML) models.

Any access to Google Workspace data is strictly limited to providing user-requested services within the TenantIQ.ai platform. Data retrieved via these APIs is:

• Not stored beyond the scope of user interaction.
• Not repurposed for AI/ML model development.
• Not shared with third parties for algorithm training or data analysis.

TenantIQ.ai complies with Google’s API Services User Data Policy, including the Limited Use requirements. Our platform’s AI features rely solely on user-supplied data unrelated to Workspace API access.

For questions related to API usage or AI/ML compliance, please contact admin@tenantiq.ai.

4. Data Sharing

TenantIQ.ai shares user data only when necessary and under strict security and compliance measures. This section outlines who we share data with, under what circumstances, and how third-party integrations access user information.

4.1 Third Parties with Whom Data is Shared

TenantIQ.ai shares data only with trusted third parties that provide essential services, including:

• Payment Processors (e.g., Bill.com, Stripe) – To securely process rental and maintenance payments.
• Maintenance Service Providers – To facilitate property repairs and maintenance requests.
• Landlords & Property Managers – To enable communication and transaction processing related to rental properties.
• Third-Party Software Providers (e.g., AI analytics, security monitoring) – To improve platform functionality.

We ensure that all third parties comply with global privacy laws and use appropriate data protection measures.

4.2 Circumstances for Data Disclosure

TenantIQ.ai may disclose user data in the following situations:

• Legal Compliance: If required by law, regulatory authorities, or to respond to subpoenas, court orders, or legal investigations.
• Fraud Prevention & Security: To protect against unauthorized transactions, identity theft, or fraudulent activity.
• Business Transfers or Mergers: If TenantIQ.ai is acquired, merged, or undergoes business restructuring, user data may be transferred to the new entity.
• User Consent: When users explicitly request their data to be shared (e.g., sharing rental history with a new landlord).
• Emergency Situations & Harm Prevention: If necessary to prevent fraud, cyberattacks, or protect individuals from harm.

4.3 Third-Party Integrations and Data Access

TenantIQ.ai integrates with third-party services to improve user experience. These integrations may receive limited access to user data to perform their functions. Third-party integrations include:

• Identity Verification Services (Future Feature) – To confirm user identities securely.
• Lease Management Services (Future Feature) – To facilitate lease renewals and electronic document storage.
• Cloud Storage & Hosting Providers – To securely store and manage user data.

Users will be notified of any new third-party integrations that require additional data access, and they may opt out where applicable.

5. Data Storage & Security

TenantIQ.ai prioritizes the security of user data by implementing industry-standard safeguards. This section outlines where user data is stored, the security measures in place, and our retention and deletion policies.

5.1 Where User Data is Stored

TenantIQ.ai stores user data on Google Cloud Firestore, a secure cloud-based database hosted on servers that comply with global security and privacy standards. Specific storage locations may vary depending on regional compliance requirements.

5.2 Security Measures in Place

We implement robust security measures to protect user data from unauthorized access, loss, misuse, or alteration. These measures include:

• Role-Based Access Controls (RBAC): Ensures that only authorized users (e.g., tenants, landlords, and administrators) can access relevant data.
• Encryption: User data is encrypted both in transit and at rest using industry-standard encryption protocols.
• Secure Authentication: Multi-factor authentication (MFA) and email verification help prevent unauthorized account access.
• Regular Security Audits: Our security systems are reviewed and updated regularly to ensure compliance with best practices and emerging threats.
• Fraud Detection & Monitoring: AI-driven analytics help identify suspicious activity and unauthorized access attempts.

5.3 Retention Policies and Deletion Procedures

TenantIQ.ai retains user data only as long as necessary to fulfill the purposes outlined in this Privacy Policy or as required by law. Our retention policies include:

• User Accounts: Data is retained for as long as an account is active. If a user deletes their account, certain records may be kept temporarily (e.g., 30-90 days) for fraud prevention or legal compliance.
• Lease Agreements & Financial Transactions: These may be retained for up to 7 years to meet tax and regulatory obligations.
• Tenant Screening Reports: If applicable, these are retained for a limited period (e.g., 60 days – 6 months) before being permanently deleted.
• Anonymized Data: Aggregated, non-personally identifiable data may be retained indefinitely for analytics and service improvement.

Users can request account deletion by contacting admin@tenantiq.ai.

6. User Rights & Controls

TenantIQ.ai provides users with rights over their personal data, including access, editing, deletion, and the ability to opt out of certain processing activities.

6.1 Access, Editing, and Deletion of Personal Data

Users have the right to:

• Access their personal data and view stored information.
• Edit or update incorrect or outdated information through their profile settings.
• Delete their account upon request, subject to legal and operational constraints.
• Request a copy of their personal data in a structured, machine-readable format.

Requests for data access, correction, or deletion can be made through admin@tenantiq.ai.

6.2 Opt-Out Options for Analytics and Marketing

Users may manage their preferences regarding data collection and marketing communications:

• Analytics & Performance Tracking: Users can opt out of non-essential tracking via account settings or browser settings.
• Marketing Communications: Users can opt out of promotional emails and notifications by using the unsubscribe link in emails or adjusting preferences in their profile settings.
• Targeted Advertising (Future Use): If TenantIQ.ai introduces third-party advertising, users will be notified and provided with an opt-out option.

6.3 Compliance with GDPR, CCPA, and Australian Privacy Laws

TenantIQ.ai complies with global privacy laws, including:

• General Data Protection Regulation (GDPR) – Ensuring user rights for individuals in the European Economic Area (EEA).
• California Consumer Privacy Act (CCPA) – Providing data access and opt-out rights for California residents.
• Australian Privacy Act 1988 (APPs) – Protecting personal information of Australian users.

Users can exercise their privacy rights by contacting admin@tenantiq.ai.

7. Third-Party Services & Compliance

TenantIQ.ai works with third-party vendors to enhance service functionality, ensure compliance with industry regulations, and maintain a secure platform.

7.1 List of Third-Party Vendors

TenantIQ.ai integrates with third-party services to provide essential functions, including:

• Payment Processors: Bill.com, Stripe (for processing rental and maintenance payments).
• Analytics Providers: Google Analytics, Firebase Analytics (for monitoring performance and improving user experience).
• Tenant Screening Services (Future Feature): RentPrep, SmartMove, CoreLogic (for background checks and credit reports).
• Identity Verification Services (Future Feature): ID.me, Jumio, Onfido (to confirm user identities).
• Cloud Storage Providers: Google Cloud (to securely store and process data).

TenantIQ.ai ensures that all third-party services comply with GDPR, CCPA, and applicable laws to safeguard user data.

7.2 Industry Regulations Compliance

TenantIQ.ai adheres to regulations applicable to the real estate, financial, and property management sectors, including:

• Fair Housing Laws: Ensuring that property listings, tenant screening, and lease agreements comply with anti-discrimination regulations.
• Financial Regulations: Compliance with payment processing and tax reporting requirements when handling rental and maintenance transactions.
• Consumer Protection Laws: Maintaining transparency in lease terms, service fees, and user agreements.

7.3 Services for Minors and Age Restrictions

TenantIQ.ai is not intended for individuals under the age of 18. Users must be legal tenants, landlords, or maintenance providers to use the platform. If we discover that data has been collected from a minor, it will be promptly deleted.

For concerns regarding age restrictions or data collection, please contact admin@tenantiq.ai.

8. International Users & Cross-Border Data Transfers

TenantIQ.ai operates globally, which means that user data may be transferred and processed in different jurisdictions. This section explains how cross-border data transfers are handled, including compliance with Standard Contractual Clauses (SCCs) and regional privacy regulations.

8.1 Handling of International Data Transfers

To provide a seamless property management experience, user data may be transferred between the United States, Australia, the European Union, and other jurisdictions where TenantIQ.ai or its third-party service providers operate.

8.2 Use of Standard Contractual Clauses (SCCs)

TenantIQ.ai is committed to ensuring that international data transfers comply with applicable regulations. For users in regions with strict data protection laws (e.g., the European Economic Area, UK, Brazil, and Canada), we rely on:

• Standard Contractual Clauses (SCCs) – A legal mechanism approved under GDPR for transferring personal data outside the EU.
• Data Processing Agreements (DPAs) – Contracts with third-party providers to ensure privacy and security safeguards are in place.
• Encryption & Access Controls – Protecting user data during transfers between international data centers.

8.3 Regional Compliance Measures

TenantIQ.ai ensures compliance with local data protection laws where required, including:

• GDPR (European Economic Area & UK) – Ensuring that EU users’ data is only transferred with appropriate safeguards.
• CCPA (California, USA) – Providing California residents with data access and opt-out rights.
• Australian Privacy Act (Australia) – Ensuring reasonable steps to protect Australian user data.
• Data Localization Compliance (Future Consideration) – Some countries (e.g., China, India) may require local data storage, which will be evaluated if needed.

For questions related to international data transfers, users may contact admin@tenantiq.ai.

9. Cookies & Tracking Technologies

TenantIQ.ai uses cookies and similar tracking technologies to enhance platform functionality, improve security, and analyze user behavior. This section outlines the types of cookies used, their purpose, and how users can manage their preferences.

9.1 Types of Cookies Used

TenantIQ.ai may use the following cookie types:

9.2 Purpose of Cookies

TenantIQ.ai uses cookies to:

• Authenticate users and maintain secure login sessions.
• Analyze user activity and improve site performance.
• Personalize user experience by remembering preferences.
• Enhance security by identifying fraudulent activity.

9.3 User Options for Managing Cookies

Users have the following options to control their cookie preferences:

• Browser Settings: Users can block or delete cookies through their browser settings.
• In-App Settings (Future Feature): Users will be able to manage tracking preferences in their profile settings.
• Opt-Out of Analytics: Users may choose to disable analytics tracking via privacy settings or opt-out tools.

For additional privacy concerns regarding cookies, contact admin@tenantiq.ai.

10. Fraud Prevention & Security

TenantIQ.ai is committed to protecting users from fraudulent activities, securing payment transactions, and providing mechanisms to report security threats. This section outlines our fraud detection measures, payment security protocols, and how users can report suspicious activity.

10.1 Measures to Prevent Fraudulent Activity

TenantIQ.ai employs multiple security layers to detect and prevent fraud, including:

• Identity Verification (Future Feature) – Ensuring user authenticity before account creation.
• Multi-Factor Authentication (MFA) – Strengthening account security through email verification.
• Session & IP Monitoring – Detecting suspicious login attempts or account takeovers.
• Automated Fraud Alerts – Identifying high-risk transactions and preventing unauthorized payments.

10.2 Payment Security & Scam Prevention

TenantIQ.ai ensures secure financial transactions by:

• Using third-party payment processors (Bill.com, Stripe) that implement PCI-DSS security compliance.
• Encrypting payment data to prevent unauthorized access.
• Blocking unauthorized withdrawals and monitoring for anomalous transactions.
• Preventing rental scams by flagging misleading property listings or fraudulent maintenance requests.

10.3 Reporting Suspicious Activity

Users can report fraud, account breaches, or payment scams through the following methods:

• Email: Contact admin@tenantiq.ai for urgent security concerns.
• In-App Reporting (Future Feature): Users will be able to flag suspicious activity directly through the app.
• Password Reset & Account Monitoring: Users who suspect an account compromise should reset their password immediately.

TenantIQ.ai investigates all fraud reports and takes appropriate legal action against verified fraudulent activity.

11. Changes to the Privacy Policy

TenantIQ.ai may update this Privacy Policy periodically to reflect changes in laws, regulatory requirements, business practices, or service enhancements. This section explains how users will be notified of updates and how they can review policy changes.

11.1 Notification Methods for Updates

If significant changes are made to the Privacy Policy, users will be notified through:

• Email Notifications: Users will receive an email detailing key policy changes.
• In-App Notifications: A notice will be displayed in the TenantIQ.ai platform or mobile app.
• Website Updates: The most recent version of the Privacy Policy will always be available on our website.

11.2 How Users Can Review Changes

To stay informed, users are encouraged to:

• Regularly review this Privacy Policy on our website.
• Check email updates from TenantIQ.ai regarding data privacy changes.
• Contact our support team if clarification on updates is needed.

The “Last Updated” date at the top of this document reflects the most recent revisions. Continued use of TenantIQ.ai after policy updates constitutes acceptance of the revised terms.

For privacy concerns related to policy updates, contact admin@tenantiq.ai.

12. Contact Information

TenantIQ.ai is committed to addressing user privacy inquiries, security concerns, and data requests. This section provides the official contact methods for privacy-related matters.

12.1 How Users Can Contact TenantIQ.ai for Privacy-Related Inquiries

Users may contact TenantIQ.ai for:

• Data access, modification, or deletion requests.
• Privacy concerns, security questions, or fraud reports.
• Requests related to opt-out preferences, cookie settings, or marketing communications.

12.2 Email Addresses for Privacy and Security Concerns

• Privacy Concerns & Data Requests: admin@tenantiq.ai
• Security Issues & Fraud Reporting: admin@tenantiq.ai

For general support inquiries unrelated to privacy, users can visit our Help Center or use our in-app support feature (if available).