Privacy Policy

Updated Septemeber 5, 2025

Information We Collect

Account & Identity: Name, email, contact info, business info
Usage Data: Pages visited, login sessions
Property & Tenant Info: Lease, tenant, property metadata
Device Info: IP address, browser, OS, cookies

How We Use Your Information

Operate and improve the platform
Manage property-related data
Provide customer support
Comply with legal obligations

Legal Basis for Processing

We process personal information based on your consent, our contractual obligations (such as managing leases and invoices), compliance with legal requirements, and our legitimate interest in providing a secure and effective property management 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 (only with your explicit permission)

Third-Party Operators

We require all service providers who process personal information on our behalf to comply with confidentiality and security obligations consistent with POPIA and other applicable data protection laws

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 sensitive categories of personal information (such as race, religion, or health data) unless required by law for lease agreements or identity verification purposes

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 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

Children’s Privacy

This platform is not intended for users under the age of 18

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