Privacy Policy

This Privacy Policy describes how TenantSider, Inc. ("TenantSider," "we," "our," or "us") collects, uses, discloses, and protects information in connection with our property management platform, websites, AI leasing assistant (including phone, text message, email, and web chat), and related services (collectively, the "Service"). The Service is intended for users in the United States.

By using the Service, you agree to the collection and use of information as described in this Policy. If you do not agree, please do not use the Service.

The Service is used by several kinds of people:

• Property management professionals: agents, brokers, and property management company (PMC) team members who subscribe to the Service.
• Landlords and property owners who work with those professionals.
• Tenants, applicants, co-signers, guarantors, and household occupants who apply for or rent properties managed through the Service.
• Prospects and leads: people who browse public listings, chat with an AI assistant, call a phone number connected to the Service, or send an inquiry by text, email, or through a listing site.

Much of the tenant, applicant, and prospect information on the platform is collected and controlled by the property management professional or landlord you are dealing with (the "housing provider"). In those cases we process that information as a service provider on the housing provider's behalf, and the housing provider decides what to collect and how to use it. If you have questions about how a particular housing provider handles your information, contact them directly; you can also always contact us using the details below.

Account and profile information

• Name, email address, phone number, mailing address, and profile photo.
• Role and organization details, including company or brokerage name.
• For agents and brokers: real estate license type, number, and state, and brokerage information.
• Signature information you create for electronic signing (a typed or drawn signature).

Rental application and screening information

• Applicant and household member details, including names, contact information, and dates of birth (including for minor occupants listed on an application by an adult applicant).
• Answers to screening questions set by the housing provider, which may include income, employment, rental history, and, where requested, sensitive information such as Social Security numbers or government identification numbers.
• Documents you upload, such as government-issued IDs, bank statements, proof of income, pay stubs, and renters insurance policies.
• Co-signer and guarantor information.

Property and transaction information

• Property details: addresses, unit information, photos, rent and deposit amounts, fees, policies, and disclosures.
• Leases, management agreements, and other documents generated or uploaded through the Service.
• Maintenance requests, tour bookings, and related records.

Communications

• Messages you send and receive through the Service, including web chat, text messages (SMS), emails, and in-app chat with housing providers or with AI assistants.
• Information you provide during phone calls handled through the Service (see Section 5).
• Contact form submissions, demo requests, and waitlist sign-ups.

• Usage and device data: pages visited, actions taken, browser type, device information, and approximate location derived from your IP address.
• Electronic signature evidence: when you sign a document electronically, we record your IP address, browser and device information, timezone, and timestamps as part of the signature audit trail.
• Document delivery receipts: when a document is shared with you and you open or download it, we may record the time and technical details of that event.
• Cookies and similar technologies, including analytics and advertising measurement tools (see Section 13).

Phone numbers connected to the Service may be answered by an AI voice assistant acting on behalf of the housing provider. Calls made to or handled through these numbers are recorded and transcribed. Recordings, transcripts, call summaries, and caller details (such as your phone number and any name, email address, tour request, callback request, or screening information you provide on the call) are stored and made available to the housing provider the call relates to.

If you do not wish to be recorded, do not continue the call; you can instead contact the housing provider in writing. Calls are routed and processed by our telephony and voice AI providers (see Section 8).

The Service includes AI-powered features, including conversational assistants (web chat, SMS, email, and voice), message classification and escalation, document data extraction (for example, extracting terms from leases, management agreements, insurance policies, and HOA documents), property data auto-fill, and semantic property search.

• Content you submit to these features, including messages, call audio, and uploaded documents (which may contain personal information), is processed by third-party AI providers acting as our service providers, currently including OpenAI, Google, and ElevenLabs.
• We use these providers under agreements that restrict their use of the data to providing services to us.
• We may review AI conversations and use them to test, evaluate, and improve our AI systems. Where feasible we remove or mask identifying details before using conversation data for evaluation.
• AI-generated content can be inaccurate. Housing decisions made through the Service are made by the housing provider, not by the AI.

• Provide, maintain, secure, and improve the Service.
• Facilitate the rental workflow: listings, inquiries, tours, applications, screening, leases, electronic signatures, move-in, rent collection, and payouts.
• Enable communication between prospects, tenants, landlords, and housing providers, including AI-assisted responses sent on the housing provider's behalf.
• Process payments, subscriptions, and payouts, and detect and prevent fraud and abuse.
• Send transactional and service communications, such as invitations, reminders, receipts, signature requests, and legally required notices.
• Analyze usage and measure marketing performance.
• Test, evaluate, and improve our AI systems as described in Section 6.
• Comply with legal obligations and enforce our Terms of Service.

We do not sell your personal information for money. We share information in the following circumstances:

With other users, as the Service is designed to do

• Applicant and tenant information is shared with the housing provider and their team (for example, an applicant's documents, screening answers, and messages are visible to the property management organization handling the application).
• Landlord and property information is shared with the property management organization, and relevant lease and property information is shared with tenants.
• Information you provide to an AI assistant (by chat, text, email, or phone) is shared with the housing provider it acts for.

With service providers (sub-processors)

We use third-party companies to operate the Service. They receive only the data needed to perform their function:

• Convex: database and file storage for all platform data.
• Clerk: authentication and account management.
• Stripe: payment processing, subscriptions, rent payments, payouts (Stripe Connect), and identity verification (Stripe Identity). See Section 11.
• OpenAI and Google: AI text, document, and voice processing, and search embeddings.
• ElevenLabs: AI voice call handling, recording, and transcription.
• Telnyx and Twilio: phone call routing and text messaging.
• Resend: sending and receiving email on behalf of the Service.
• Tenant screening providers (for example RentSpree and TransUnion SmartMove): tenant screening reports, as directed by the housing provider.
• Property data providers (public records and listing data services, and Google Maps/Places): used to look up and enrich property information.
• Google Analytics and Meta (Facebook) Pixel: analytics and advertising measurement (see Section 13).

Other sharing

• Public listings: if a housing provider publishes a listing, the property address, location, photos, rent, fees, policies, and required disclosures are publicly visible on the internet (see Section 9).
• Legal reasons: to comply with law, legal process, or enforceable governmental requests, or to protect the rights, safety, or property of TenantSider, our users, or others.
• Business transfers: in connection with a merger, acquisition, financing, or sale of assets, subject to this Policy.
• With your consent or at your direction.

The Service includes a public listings marketplace. When a housing provider lists a property publicly, the listing (including address, map location, photos, rent, deposit and fee amounts, policies, and property disclosures) is available to anyone on the internet and may be indexed by search engines. Listings do not include tenant or occupant names, landlord identities, or access information such as door codes.

TenantSider is not a consumer reporting agency. Screening reports (such as credit, eviction, and criminal background reports) are prepared by third-party screening providers at the request of the housing provider, generally with your authorization given directly to that provider. We store screening results and reports on the housing provider's behalf so they can evaluate applications, and we provide workflow tools (such as adverse action notice delivery) that the housing provider uses to meet its own obligations under the Fair Credit Reporting Act and state law. Questions or disputes about the contents of a screening report should be directed to the screening provider identified in the report or notice.

Payments (subscriptions, rent, deposits, application and screening fees, and payouts) are processed by Stripe. Your card and bank account numbers are collected and stored by Stripe, not by TenantSider; we store only payment status, references, and transaction records. Stripe processes your information under its own privacy policy.

Where identity verification is required, it is performed by Stripe Identity. Images of your identity document and selfie are captured and retained by Stripe; TenantSider receives only the verification status and limited results (such as whether the document matched the name and date of birth provided).

Text messages

If you text a number connected to the Service, or provide your phone number and consent to be contacted (including verbal consent during a phone call with an AI assistant), you may receive text messages related to your inquiry or tenancy, such as replies to your questions (which may be AI-assisted), tour confirmations, sign-up links, and account or payment notifications. Message frequency varies. Standard message and data rates may apply. Consent to receive texts is not a condition of any purchase or service. Reply STOP, UNSUBSCRIBE, CANCEL, END, or QUIT at any time to opt out; reply HELP or INFO for help. We do not sell or share phone numbers collected through these features with third parties for their own marketing.

Email

We send transactional and service emails (such as invitations, signature requests, receipts, reminders, and required notices). If you email an address connected to the Service, your message is processed by the platform, stored, made available to the housing provider, and may receive an AI-assisted reply sent on the housing provider's behalf.

We use the following categories of cookies and similar technologies:

• Essential: authentication, session management, security, and remembering interface preferences. The Service does not function without these.
• Analytics: Google Analytics, to understand how the Service is used.
• Advertising measurement: Meta (Facebook) Pixel, to measure the effectiveness of our advertising, including conversion events such as sign-ups and subscriptions.

You can control cookies through your browser settings, use ad-industry opt-outs (such as those offered by Google and Meta), and opt out of our advertising measurement by contacting us at [email protected]. See Section 17 for California residents' rights regarding this data.

We use industry-standard safeguards to protect your information, including encryption in transit and at rest, role-based access controls, and vetted infrastructure providers. No method of transmission or storage is completely secure, and we cannot guarantee absolute security. You are responsible for keeping your account credentials confidential.

We retain personal information for as long as your account is active or as needed to provide the Service, and afterwards as needed to comply with legal obligations, resolve disputes, maintain business records, and enforce agreements. Records of real estate transactions (such as executed leases, signature audit trails, payment records, and screening decisions) may be retained for extended periods where the housing provider or we are required or permitted to keep them. Call recordings, transcripts, and message history are retained as part of the housing provider's records.

You may request access to, correction of, deletion of, or a copy of your personal information by emailing [email protected]. We will verify your request and respond as required by applicable law. Note that:

• Where we process information on a housing provider's behalf, we may refer your request to them or fulfill it at their direction.
• Some records cannot be deleted while they are legally required to be kept (for example, executed leases, signature evidence, payment records, and adverse action records).
• You can opt out of text messages (reply STOP) and manage notification preferences in your account settings.

This section applies to California residents and supplements the rest of this Policy, as required by the California Consumer Privacy Act as amended (CCPA/CPRA).

Categories of personal information we collect

• Identifiers (name, email, phone number, address, IP address).
• Personal records (signature, financial documents, insurance information).
• Commercial information (applications, leases, payments, transaction history).
• Internet or network activity (usage data, analytics, communications metadata).
• Audio and visual information (call recordings, uploaded photos and documents).
• Professional information (license and brokerage details).
• Sensitive personal information, where a housing provider requests it for screening (government identification numbers such as Social Security numbers, and financial account documents).
• Inferences and AI-generated summaries related to inquiries and applications.

We collect these categories from the sources, for the purposes, and with the disclosures described in Sections 3 through 8. We retain them as described in Section 15.

Sale and sharing

We do not sell personal information for money. Our use of advertising measurement tools (the Meta Pixel and Google Analytics advertising features) may constitute "sharing" of internet activity data for cross-context behavioral advertising under California law. You may opt out of this sharing by emailing [email protected] with the subject "Do Not Sell or Share," and by using the browser and platform controls described in Section 13. We do not knowingly sell or share the personal information of consumers under 16. We use sensitive personal information only for the purposes permitted by the CCPA (providing the requested services) and do not use it to infer characteristics.

Your California rights

• Right to know the categories and specific pieces of personal information we have collected about you.
• Right to delete personal information, subject to legal exceptions.
• Right to correct inaccurate personal information.
• Right to opt out of sale or sharing of personal information.
• Right to limit use of sensitive personal information.
• Right to non-discrimination for exercising these rights.

To exercise these rights, email [email protected]. We will verify your identity before acting on a request, and you may use an authorized agent as permitted by law. Note that when we hold your information as a service provider to a housing provider, California law may direct your request to that housing provider; we will assist as required.

The Service is not directed to children, and no one under 18 may create an account. Adult applicants may list minor household members (including their names and dates of birth) on rental applications as required by the housing provider; this information is provided by the adult, used only for the application and tenancy, and handled under this Policy. We do not knowingly collect personal information directly from children under 13.

We may update this Privacy Policy from time to time. We will post the updated Policy on this page and update the "Last updated" date, and for material changes we will provide additional notice through the Service or by email. Your continued use of the Service after changes take effect constitutes acceptance of the updated Policy.

If you have questions about this Privacy Policy or want to exercise your rights, contact us at:

TenantSider, Inc.
Email: [email protected]
Address: c/o Harvard Business Services, Inc., 16192 Coastal Highway, Lewes, DE 19958, United States