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 use the collected information for specific operational purposes:

• To provide and maintain our service, including routing SMS.
• To process your subscription via Stripe.
• To provide automatic translation services via Google Cloud or OpenAI.
• To maintain an immutable ledger of communications for your professional records.
• Non-Emergency Use: Data is processed for routine property management. The service is not a substitute for emergency services (999) and is monitored during office hours.

3. Data Sharing and Disclosure

We do not sell personal data. We share information with service providers only as necessary to provide the platform:

• Twilio: To provide dedicated UK phone numbers and process SMS.
• Stripe: To handle secure payment processing.
• Translation Providers: Text content may be processed by Google Cloud or OpenAI for translation only.

4. Data Security

We implement industry-standard security measures, including:

• Two-Factor Authentication (2FA): TOTP-based 2FA to protect your manager account from unauthorized access.
• Encryption: Sensitive data is encrypted at rest in our database and in transit via TLS 1.3.

5. Data Retention

We retain management message logs and account information for as long as your account is active or as needed to provide you the service.

Tenant-to-tenant messages sent via the Tenant Chat Number are relayed via Twilio but are not stored in the TenantTalk application database or visible in the dashboard.

6. Your Rights (GDPR)

Under UK GDPR and the Data Protection Act 2018, you and your tenants have statutory rights including the right to access, rectify, or request erasure of personal data.