Privacy Policy

1. Information We Collect

We collect information that you provide directly to us when you create an account, manage properties, and use our messaging features:

• Landlord/Agent Information: Name, email, agency/company name, and billing details.
• Property Information: Addresses of the Properties you manage.
• Tenant Information: Phone numbers provided by you to facilitate communication. We act as a data processor for this information.
• Message Data:
  • Management Communication: Content of SMS messages between tenants and management, including updates and direct replies. These are stored in our application database for professional records.
  • Tenant-to-Tenant Coordination: Messages sent via the Tenant Chat Number are relayed through Twilio to facilitate coordination. These messages are not stored in TenantTalk’s application database and are not shown in the manager dashboard.

2. How We Use Your Information

We process data solely for explicit property management communication operations:

• To maintain UK phone numbers and route inbound and outbound SMS messages.
• To process property subscriptions and credit top-up payments securely via Stripe.
• To provide real-time multilingual translation via Google Gemini when the translation feature is enabled. Translation data is processed transiently and is never used to train machine learning models.
• To maintain timestamped transmission logs for dispute resolution and legal tenancy administration.
• Non-Emergency Utility: Data is handled strictly for business property management communications. TenantTalk is not an emergency response system.

3. Data Processors and Service Partners

We do not sell, rent, or monetize personal data under any circumstances. We share information only with trusted operational sub-processors:

• Twilio: Telecommunications partner providing UK virtual mobile/landline numbers, SMS relay infrastructure, and carrier delivery reporting.
• Stripe: PCI-DSS Level 1 certified payment processor handling billing and payment card credentials. TenantTalk does not store credit card details.
• Google Gemini (Google Cloud): Zero-data-retention translation processing for multilingual property SMS, translating text on the fly without model training.

4. Data Security and Safeguards

We implement robust technical and organisational security measures:

• Two-Factor Authentication (2FA): Time-based One-Time Password (TOTP) 2FA enforcement to secure agent and owner accounts.
• Transit Encryption: All web traffic and API endpoints are strictly protected by modern TLS 1.3 encryption.
• Access Controls & Role Separation: Granular Owner vs Staff permissions limit access to billing information and administrative functions.
• Privacy by Design: Tenant-to-tenant communication over the Tenant Chat Number is relayed ephemerally and is not displayed on agency dashboards or stored in general tenancy tables.

5. Data Retention

Bilateral management communication records are maintained for the duration of the agency's active subscription to provide an uninterrupted dispute-resolution audit trail. Upon account closure or property de-provisioning, data is retained only as required by statutory accounting or tenancy limitation periods.

6. Statutory Rights under UK GDPR

Under the UK General Data Protection Regulation (UK GDPR) and Data Protection Act 2018, individuals have clear statutory rights regarding their personal data:

• Right to Access: Landlords and property managers can export bilateral message histories via dashboard Access Requests.
• Right to Rectification: Phone numbers and resident assignments can be modified immediately via the manager dashboard or CRM API.
• Right to Erasure & Opt-Out: Tenants can opt out of automated messaging at any time by replying STOP to any TenantTalk message.
• Contacting Us: Data protection inquiries or requests can be directed to our data protection team at support@tenanttalk.uk.