Tenarize ("we", "us") provides property-management software for private landlords in England. 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).

If you accept analytics cookies, we also collect ordinary website measurement — which pages you visited, roughly where in the world you are (from your IP address), what kind of device you used, and whether you arrived from one of our adverts. We ask before any of that is stored, declining costs you nothing, and none of it is ever joined up with the account data above. See "Cookies and local storage" below.

Free tool reminders: if you ask one of our free calculators to email you before a date, we keep your email address, what the reminder is about (a type of certificate, or a region of England), the date it is about and the date we will write, and whether you also asked for product news. Nothing else you type into a calculator leaves your browser, and the calendar file those pages offer is made on the page itself.

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 (a reminder you asked one of our free tools for, which we send only after you confirm your address; and product update and marketing email, which we send only to people 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 reminders requested from our free tools) and — to people who have opted in — product update and marketing email, and Cloudflare and Render to store documents and host the application itself. If — and only if — you accept analytics cookies, we also share website and app usage data with Google Analytics and Google Ads so we can tell which pages are useful and which of our adverts work. Google does use advertising data for its own purposes, which is why that one is off unless you turn it on; none of the other providers named here 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.

A free tool reminder is kept only as long as it is needed: if you never confirm your address we delete the request after seven days, and otherwise we delete it 30 days after the reminder is sent or cancelled. The one exception is product news, and only if you ticked that box and confirmed: we then keep your email address on our mailing list with Resend until you unsubscribe. If you later open a Tenarize account with that address, it comes off that list, and your account's own email preferences decide what you receive from then on.

Essential — no consent needed. The application stores your login token in your browser's local storage so you stay signed in, and a cookie remembers your answer to the banner described below for six months. If you reached us through a promoter's link, a cookie remembers their referral code for 90 days so they get credited for the introduction. These are functional necessities rather than tracking mechanisms, and none of them is shared with a third party.

Analytics and advertising — only if you say yes. We use Google Analytics to see which pages people find useful, and Google Ads to find out which of our adverts brought someone to us. Both set cookies, so we ask first: on your first visit you'll see a banner offering Accept and Decline, and nothing is stored on your device until you choose Accept. Declining sets no analytics or advertising cookies at all and changes nothing about how Tenarize works. Before you answer, and after you decline, Google's tag runs in a mode that stores nothing on your device — it still receives the address of the page you are on and the IP address your browser sends with any web request. You can change your answer at any time by clearing cookies for tenarize.com, which brings the banner back.

What is never sent. Nothing from inside your account reaches Google: no names, no addresses, no tenant, property or payment records. Page addresses within the application have their record identifiers stripped out before measurement, so we can count that someone opened a tenancy page without disclosing which tenancy it was.

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.

You can cancel a free tool reminder at any time before it is sent, with the link in the email that asked you to confirm it. If you also asked for product news, every one of those emails has an unsubscribe link.

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.