This Privacy Policy explains how we collect, use, disclose, and protect your data when you use our rental management platform.
Privacy Contact Information
- Who to contact: Questions, requests and complaints about how we handle your personal information go to the privacy contact below
- Privacy Contact: [email protected]
- Mailing Address: Pixel Perfect Software Inc., Nova Scotia, Canada (full registered address available upon request)
- Customer Support: [email protected]
- Response Time: We respond to all privacy requests within 30 calendar days, as required by PIPEDA
- For urgent privacy concerns, please mark your email subject as "URGENT PRIVACY REQUEST"
Information We Collect
Information You Provide Directly
- Account information: Name, email address, phone number (optional) and profile photo (optional); for landlords, company name, business contact details and address
- Payment information: Card and bank details are entered on Stripe's pages and held by Stripe, not TenantSee. For subscriptions, we keep your plan and billing history. For auto-pay, we keep Stripe identifiers, the bank name, the last 4 digits of the account and the status of each charge
- Identity verification: TenantSee does not verify identity. When a landlord sets up auto-pay, Stripe collects identity, business and bank details directly. We receive the Stripe account's status and identifiers, and the notifications Stripe sends us, which we store, can include some of those details
- Property information: Property addresses, unit details, rental rates, property documents, photos
- Tenant information: Tenant names, contact information, emergency contacts, lease details (dates, rent and deposit), payment records, maintenance requests, documents and landlord notes. You represent that you have lawful authority to provide tenant data and have obtained necessary consents
- Communications: Emails you send us, and messages sent through our contact form, which reach us by email and are not stored in the platform
Information We Collect Automatically
- Device information: IP address, browser type, operating system, device identifiers
- Usage data: Pages viewed, features used, time spent on platform, search queries within the application
- Cookies and tracking technologies: Session identifiers, preference settings, analytics data
Information From Third Parties
- Payment verification data from Stripe (transaction status, payment confirmations)
How We Use Your Information
- Providing rental management services — Contractual necessity
- Payment processing — Contractual necessity and legal obligation
- Fraud prevention and platform security — Legitimate business interest and legal obligation
- Customer support — Consent and contractual necessity
- Service-related notifications and security alerts — Contractual necessity
- Platform improvement through product analytics and session replay — Only with your consent (see Cookies and Tracking Technologies)
- Marketing communications — We do not send marketing emails. We would ask for your express consent first
- We do not sell personal information.
Information Sharing & Third-Party Service Providers
- We do not sell, rent, or trade your personal information to third parties for marketing purposes
- We share data with the following service providers, which process it for us:
- Stripe — Subscription billing, and online rent collection through each landlord's own Stripe account (name, email, company name, card or bank details entered on Stripe's pages, transaction amounts) — USA
- Database hosting (PostgreSQL, accessed through Prisma Accelerate) — All platform records — USA
- Amazon Web Services (AWS) — Storage of uploaded documents and photos (Amazon S3) — USA
- Upstash — Sign-in sessions, one-time codes and rate limiting (session identifiers, IP address, browser information) — USA
- Vercel — Hosting, scheduled tasks, and page-view and performance measurement without cookies (IP address, pages requested, browser information) — USA
- Plunk — Transactional emails (name, email and email content, which can include lease, payment and address details)
- Ably — Real-time in-app notifications (notification content, which can include names, unit names and amounts)
- Sentry — Error monitoring, plus session replay only if you choose "Accept All" (error details, page addresses, browser and device information; replays mask on-screen text and what you type)
- Mixpanel — Product analytics, only if you choose "Accept All" (pages viewed, clicks, device and browser information and, for signed-in users, a user ID) — USA
- Cloudflare — Bot protection on sign-up and the contact form (IP address and browser signals)
- Google — Address suggestions as you type an address (the text you type and, if your browser allows it, your approximate location)
- We may disclose information when required by law, court order, subpoena, or warrant
- If Pixel Perfect Software Inc. is involved in a merger, acquisition or sale of assets, personal information may be transferred to the other organization as permitted by privacy law
Data Security & Protection Measures
- Our safeguards include hashed passwords, email verification, optional two-factor authentication and passkeys, a list of your active sessions that you can sign out of, rate limiting, and private file links that expire
- Data sent between your browser and TenantSee is encrypted with TLS (HTTPS)
- Card and bank details are entered on Stripe's pages and handled by Stripe; TenantSee does not store full card or bank account numbers
- Only authorized TenantSee staff can access account data, to provide support, fix problems and keep the platform secure. This includes an administrator tool that lets staff view the platform as a specific user
- Landlord and tenant data is logically segregated to prevent unauthorized cross-account access
Data Breach Notification
- If a breach of security safeguards involving your personal information creates a real risk of significant harm, we will notify you as soon as feasible, as PIPEDA requires
- We will report data breaches to the Privacy Commissioner of Canada and applicable provincial privacy commissioners as required
- Breach notifications will include: nature of the breach, types of information involved, steps taken to address the breach, and recommended actions for users
- You can report suspected data breaches to our privacy team at [email protected]
Your Privacy Rights Under Canadian Law
- Right to Access: Request a copy of your personal information. We respond within 30 calendar days
- Right to Correction: Request correction of inaccurate or incomplete information
- Right to Deletion: Delete your account yourself in Settings → Profile → Your data, or email [email protected]. Deleting your account erases your name, contact details, photo and sign-in methods. If you rent through TenantSee, the records your landlord keeps of your tenancy (leases, payments, maintenance requests) stay with them under the name and email you had. For anything else, email us and we will tell you what we must keep and why
- Right to Data Portability: Download a copy of your personal data as a JSON file in Settings → Profile → Your data, or request it by emailing [email protected]. You can also export tables, such as payments, to CSV or Excel in the app
- Right to Withdraw Consent: Withdraw consent for non-essential processing at any time
- Right to Object: Object to processing based on legitimate interests
- Right to Lodge a Complaint: File a complaint with us or the Privacy Commissioner of Canada (1-800-282-1376 or www.priv.gc.ca)
- Right to Restrict Processing: Request restriction while we verify data accuracy
Quebec Residents — Additional Rights Under Law 25
- Right to data portability in a commonly used technological format
- Right to de-indexing of certain personal information
- Right to be informed of any automated decision-making affecting you
- Right to object to commercialization of personal information (we do not commercialize personal information)
Canadian Privacy Laws
- PIPEDA, the federal private-sector privacy law, applies to how we handle personal information in the course of our business
- Quebec — Law 25: Quebec's private-sector privacy law, as amended by Law 25, may apply to personal information about Quebec residents. Questions can be sent to [email protected], and this policy is available in French
- Alberta — PIPA: Alberta's Personal Information Protection Act may apply to personal information collected in Alberta
- British Columbia — PIPA: British Columbia's Personal Information Protection Act may apply to personal information collected in British Columbia
- Nova Scotia: PIPEDA applies directly to our operations in Nova Scotia
- CASL: We send service-related emails only and do not send marketing emails. We would ask for your express consent before sending any
International Data Transfers
- Our database, file storage and session storage are located in the United States (Amazon Web Services' us-east-1 region). Our hosting provider and the other service providers listed above may also process data in the United States or other countries
- Personal information stored or processed outside Canada is subject to the laws of those countries and may be accessed by their courts, law enforcement and national security authorities
- Canadian residents can request information about where their data is processed by contacting our privacy team
Cookies and Tracking Technologies
- Essential cookies: Platform functionality, login sessions, security features — No consent required
- Analytics: Mixpanel product analytics uses browser storage to record pages viewed and clicks, and identifies signed-in users by user ID only — Loads only if you choose "Accept All"
- Session replay: Sentry Session Replay records a reproduction of some sessions (about 10%, and sessions where an error occurs), with on-screen text and what you type masked, to help us fix problems — Loads only if you choose "Accept All"
- Always on: Sentry error monitoring, and Vercel Web Analytics and Speed Insights, which measure page views and performance in aggregate
- You can change your choice at any time with the "Cookie Preferences" link in the website footer, or through your browser settings
- We do not use cookies for targeted advertising or share cookie data with advertising networks
- Stripe's pages, where you enter card or bank details, use Stripe's own cookies under Stripe's privacy policy
- Quebec users: Prior express consent is required for non-essential cookies. You may refuse non-essential cookies as easily as accepting them
Data Retention & Deletion
- Active account data: Retained for duration of account activity
- After an account is closed: When you delete your account, your profile and sign-in details are erased right away. Other deleted records are removed from view but kept in our systems; the files attached to them (documents and photos) are removed from storage when the record is deleted, or after a 30-day grace period if it was hidden because a building, unit or company it belongs to was deleted. We do not yet promise a date by which removed files are gone from all of our storage. You can ask us to delete your personal information by emailing [email protected]
- Financial transaction records: As long as required for tax and accounting purposes
- Emails and support correspondence: As long as needed to deal with your request and keep a record of it
- Analytics and error data: Kept by Mixpanel and Sentry for the retention periods set in our accounts with them
Sensitive Tenant Data
- Banking information should only be stored when necessary for payment processing. Use our integrated payment features via Stripe
- Credit and screening information should be limited to what is necessary and deleted after the required retention period
- Medical or disability information must be treated with the highest sensitivity and stored only when necessary for accommodations
- Landlords are responsible for obtaining tenant consent, using data only for legitimate purposes, and collecting only the minimum information necessary
Law Enforcement and Legal Proceedings
- We may disclose information in response to valid court orders, subpoenas, warrants, or law enforcement requests with proper legal authority
- You can export tables, such as payments, to CSV or Excel in the app, or request a copy of your records by contacting [email protected]
- TenantSee is not a party to landlord-tenant disputes and does not provide legal opinions on data or transactions
Children's Privacy
- TenantSee is not intended for use by individuals under 18 years of age
- We do not knowingly collect personal information from children under 18
- If we become aware that we have collected personal information from a child under 18, we will delete such information promptly
- Parents or guardians who believe their child has provided personal information to us should contact our privacy team immediately
- Account holders must be of legal age to enter into rental agreements in their jurisdiction
Automated Decision Making
- TenantSee does not make decisions about you based solely on automated processing. Stripe may apply its own automated fraud screening to payments, under Stripe's policies
- We do not use automated decision making for rental application approvals or tenant scoring
- All significant account decisions involve human oversight and review
Limitation of Liability
For Business Users
- Liability for privacy-related claims is limited to the greater of: (a) the amount paid in the 12 months preceding the event, or (b) CAD $500
- This limitation does not apply to gross negligence, willful misconduct, fraud, or liabilities that cannot be limited by law
For Consumer Users
- Our liability is limited to the extent permitted by applicable consumer protection and privacy legislation
- Nothing limits our liability for negligent data handling, statutory damages under privacy legislation, or liabilities that cannot be limited by law
Shared Responsibilities
- We acknowledge our accountability under PIPEDA for the data handling practices of our service providers
- You are responsible for maintaining account credential confidentiality and obtaining appropriate consents from tenants
Changes to This Privacy Policy
- We may update this Privacy Policy periodically to reflect changes in our practices or legal requirements
- Material changes will be communicated via email and prominent notice at least 30 days before they take effect
- If changes materially expand how we use personal information, we will obtain fresh consent from affected users
- Previous versions of this Privacy Policy are available upon request
- You will be notified of any changes that affect your rights or how your data is processed
Governing Law & Dispute Resolution
- This Privacy Policy is governed by Canadian federal privacy laws (PIPEDA) and the provincial laws of Nova Scotia
- Where you reside in a province with substantially similar privacy legislation (Quebec, Alberta, British Columbia), that provincial legislation also applies
- Any disputes arising from this Privacy Policy will be resolved in accordance with Canadian law
- If any provision is deemed invalid, the remaining provisions shall remain in full force and effect
- You retain the right to file complaints with privacy commissioners regardless of this dispute resolution clause
Contact Us About Privacy
If you have questions about this Privacy Policy or how we handle your personal information, please contact us:
- Email: [email protected]
- Subject Line: Privacy Policy Inquiry
- Response Time: We respond to all privacy inquiries within 30 calendar days
Policy Updates
We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements. Material changes will be communicated via email and prominent notice on our platform at least 30 days before they take effect. If changes materially expand how we use personal information, we will obtain fresh consent from affected users.
Last updated: October 16, 2026