Privacy Policy

Last Updated 9 February 2026

Information We Collect

  • Account & Identity: Name, email, contact info, business info.
  • Usage Data: Pages visited, login sessions.
  • Property & Tenant Info: Lease agreements, tenant details, property metadata and application data submitted via the Tenant Portal.
  • Device Info: IP address, browser, OS, cookies.

Our Role

Tenrooms is a property management software platform; we are not an estate agency, property practitioner or financial intermediary. We do not advertise, sell, lease or manage properties on behalf of users. We simply provide digital tools that help users organize, store and track property-related information, much like a specialized note-taking or spreadsheet system.

Responsible Party and Operator Roles

For purposes of the Protection of Personal Information Act 4 of 2013 ("POPIA"), Tenrooms acts as the Responsible Party in respect of personal information relating to user accounts, platform access, billing and communications.

IMPORTANT NOTICE In respect of personal information uploaded or processed by users through the platform (including tenant data, applications and property data), Tenrooms acts as an Operator processing such information on the instructions of the user, who remains the Responsible Party.

Any property management, leasing or sales activities are performed solely by the users of our platform in their personal or business capacities. Tenrooms does not participate in, earn commission from or facilitate such activities.

How We Use Your Information

  • Operate and improve the platform.
  • Manage property-related data.
  • Provide customer support.
  • Provide software functionality only; we do not act as an agent or manager for any property.

Legal Basis for Processing

We process personal information only where permitted under POPIA, including where processing is necessary to perform a contract with you, comply with legal obligations, pursue our legitimate interests in operating a secure software platform or where you have provided consent.

The lawful basis relied upon depends on the nature of the information and the specific purpose for which it is processed. Our processing of personal information is limited to what is necessary to operate the Tenrooms software platform.

Sharing Your Data

We don't sell your data. We only share with:

  • Service providers (e.g., hosting, analytics, email).
  • Legal authorities if required by law.
  • Other users, where such sharing is initiated by you or is necessary for the functionality of the platform (for example, sharing lease or property information with relevant parties).

Document Processing

Certain Tenrooms features use secure artificial-intelligence tools provided by Google Cloud and similar partners to extract or structure information from uploaded documents such as bank statements, invoices and leases.

  • These tools operate through encrypted connections and process data only for the specific purpose of automating or improving platform functionality.
  • Uploaded files are processed transiently and permanently deleted after extraction.
  • No document content is stored or used to train models.

Google acts as our data-processing operator under Google Cloud's Data Processing Addendum and all such processing complies with the Protection of Personal Information Act (POPIA) and relevant international data protection standards.

Data Storage & Security

We use secure infrastructure with encryption, access controls and regular backups. Access to personal data is restricted to authorized personnel only.

Special Categories of Data

We do not intentionally collect special personal information as defined under POPIA. Where such information is included in documents uploaded by users, it is processed only on the user's instructions and for lawful purposes related to lease administration or compliance with legal requirements.

Your Rights

You may access, update, delete or export your data. You may also object to certain processing or request restriction of processing.

To exercise these rights, email us at support@tenrooms.cloud.

You may also lodge a complaint with the Information Regulator of South Africa.

Data Retention

We retain your data as long as your account is active or as required by law.

Upon closure, your data will be deleted within 30 days, unless retention is necessary for legal or regulatory purposes. Data retention and deletion are subject to technical limitations and legal obligations, as further described in our Terms of Service.

Data Breach Notifications

In the event of a data breach affecting your personal information, we will notify you and the Information Regulator as required by POPIA and other applicable laws.

Cross-Border Transfers

Your data may be processed in South Africa or other countries where we or our service providers operate. We ensure that appropriate safeguards are in place, such as contractual protections, to maintain equivalent levels of data protection.

Information Officer

We have appointed an Information Officer as required by POPIA. You may contact our Information Officer at support@tenrooms.cloud.

Changes to This Policy

We may update this policy from time to time. Significant changes will be communicated via email or in-app notification.

Contact Us

Email: support@tenrooms.cloud