Privacy Policy

Updated November 2, 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

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

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 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

Our processing of personal information is limited to what is necessary to operate the Tenrooms software platform. We do not process or manage data as a property practitioner under the Property Practitioners Act

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

AI-Assisted Document Processing

Certain Tenrooms features use secure artificial-intelligence tools provided by Google Cloud (Gemini) 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 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