Privacy Policy

This Privacy Policy explains how TenantSync ("we", "us", "our") collects, uses, and protects your information when you use our platform. We are committed to safeguarding personal data and ensuring transparency in accordance with applicable data protection laws, including the EU/EEA GDPR.

Categories of Data

• Account Information (name, email, role, organisation)
• Property & Lease Data (addresses, rent details, agreements)
• Tenant & Occupant Details (contact info, tenancy status)
• Payment Records (amount, status, method metadata – no card numbers stored)
• Usage & Log Data (login timestamps, feature usage patterns)
• Support Communication (messages you send to us)
• Document Metadata (file name, size, type – contents encrypted at rest)

Optional Data

Where you provide additional notes, attachments, or classifications, these are processed solely to deliver platform features.

• Deliver and improve core property, lease, tenant, and document features
• Provide analytics and insights dashboards
• Facilitate notifications and reminders
• Support customer success & respond to enquiries
• Maintain platform security, fraud, and abuse prevention
• Fulfil legal and regulatory obligations (e.g. RTB compliance)

For users in the EU/EEA, processing is based on: (a) Contract performance (providing the platform), (b) Legitimate interests (improving services, security), (c) Legal obligations (record keeping, compliance), and (d) Consent (where explicitly requested for optional features). You may withdraw consent at any time without affecting prior lawful processing.

We retain data only as long as required to deliver the service, meet legal obligations, or resolve disputes. Account-level data is deleted or anonymised within 90 days of verified account closure unless retention is legally required. Backups are purged on rolling schedules (max 35 days). You may request earlier deletion where legally permissible.

• Encryption at rest for documents & structured data
• TLS 1.2+ in transit
• Principle of least privilege & audited access
• Role-based access controls (RBAC) enforced
• Secure multi-region cloud infrastructure (EU primary)
• Continuous monitoring & vulnerability management

We use strictly necessary and functional cookies to maintain sessions, preferences, and security. With your consent, we also use Google Analytics to understand which pages and features are used so we can improve TenantSync. We only measure page views and clicks — we run no advertising, do not use cookies for ad personalisation or cross-site tracking, and never sell your data. Analytics stays off until you choose “Allow analytics” in our cookie banner, and you can change your mind at any time. Browser settings also allow you to block cookies; this may degrade certain features.Manage cookie preferences

Depending on your jurisdiction, you may have rights to access, correct, delete, restrict, or port your personal data, and to object to certain processing. Submit requests via the Contact section below. We will verify identity before fulfilling requests.

We may update this Policy to reflect service changes or legal requirements. Material changes will be highlighted within the platform or sent via email where appropriate. Continued use after changes indicates acceptance.

For privacy enquiries or to exercise data rights, email us at contact@tenantsync.ie. For general support use the in-app Support form or write to our registered office (details available on request). We aim to acknowledge privacy requests within 5 business days.