1. INTRODUCTION

This Privacy Policy (“Policy”) explains how Tenant Portal (“we”, “us”, “our”) collects, uses, protects, and handles personal information of tenants and prospective tenants (“you”, “your”) in compliance with applicable data protection laws.

2. PERSONAL INFORMATION WE COLLECT

We may collect the following types of personal information:

  • Full name and contact details
  • Date of birth
  • Employment information
  • Income and financial details
  • Previous rental history
  • Emergency contact information
  • Government-issued identification
  • Credit and background check information
  • Communication records
  • Payment and rental history

3. PURPOSES OF DATA COLLECTION

We collect and process your personal information for the following purposes:

  • Evaluating rental applications
  • Entering into and managing tenancy agreements
  • Verifying identity and conducting background checks
  • Rent collection and financial management
  • Communicating about property-related matters
  • Ensuring property maintenance and safety
  • Complying with legal and regulatory requirements
  • Protecting our legal rights and interests

We process your personal information based on:

  • Necessity for entering and performing a contract
  • Legitimate business interests
  • Compliance with legal obligations
  • Explicit consent where required

5. DATA SHARING AND DISCLOSURE

We may share your personal information with:

  • Authorized property management staff
  • Credit reference agencies
  • Background check providers
  • Legal and financial advisors
  • Law enforcement (when legally required)
  • Maintenance and service providers
  • Debt collection agencies (if necessary)

6. DATA RETENTION

We will retain your personal information:

  • During the tenancy period
  • For a reasonable period after tenancy termination
  • As required by legal and regulatory requirements
  • Typically 7 years after tenancy conclusion for financial and legal purposes

7. DATA SECURITY

We implement appropriate technical and organizational measures to protect your personal information, including:

  • Secure digital storage systems
  • Access controls
  • Encryption
  • Regular security reviews
  • Staff training on data protection

8. YOUR RIGHTS

You have the right to:

  • Request access to your personal information
  • Request correction of inaccurate information
  • Request deletion of your personal information
  • Object to certain processing of your data
  • Request limitation of data processing
  • Request a copy of your personal information
  • Withdraw consent (where applicable)

To exercise these rights, please contact our Data Protection Officer below.

By signing the tenancy agreement, you acknowledge:

  • You have read and understood this Privacy Policy
  • You consent to the collection and processing of your personal information
  • You understand your rights regarding data protection

10. UPDATES TO PRIVACY POLICY

We may update this Privacy Policy periodically. The most current version will be provided to you and will be considered part of your tenancy agreement.

11. CONTACT INFORMATION

Data Protection Officer

Tenant Portal
[email protected]

This policy is designed to comply with:

  • General Data Protection Regulation (GDPR)
  • Local and national data protection laws
  • Fair Housing regulations

13. ADDITIONAL DISCLOSURES

  • We do not sell or rent your personal information to third parties
  • All data processing complies with applicable privacy laws
  • You have the right to lodge a complaint with relevant data protection authorities