Privacy & POPIA notice

Tenantly is a product of Optimised-AI, a business based in South Africa. Reach us about anything in this notice at info@optimised-ai.com.

How responsibility is split. Tenantly is a tool. For the personal information you enter or upload (a tenant's details a landlord adds, or a document a user scans), you are the “responsible party” under POPIA: you decide what to put in and you are responsible for having a lawful reason to hold it. Optimised-AI acts as the “operator”, processing that information on your instruction to run the service for you. For the way the platform itself runs (your account, security, and the operations described here), Optimised-AI is the responsible party.

We only collect what the service needs to work:

• Your account: your name, email address, the country or region whose law you want us to use, and your chosen language. If you are a landlord, the business details you add (company name, address, phone) so your documents can be filled in.
• Documents you scan or create: the lease or other document text (or file) you paste or upload to be reviewed, and any documents you build in the landlord tools.
• Tenant records (landlords only): if you use the tenant tools, the details you add about your tenants (name, contact details, property address, rent, and any notices or notes you log).
• Basic technical data: standard information your browser sends and minimal data needed to keep the service secure and running.

If you use the free scan without an account, your document is analysed in the moment and is not stored afterwards. If you are logged in, your scan (and, for pasted text, the document text) is saved to your own account so you can return to it. It is your data, visible only to you, and you can delete any scan, or your whole account, at any time.

We use your information only to provide the service you asked for: to review documents against the law of your chosen region, to produce and store the documents and records you create, and to manage your account. We do not sell your personal information, and we do not use your documents to train AI models.

Under POPIA, we process your information on the basis of your consent and because it is necessary to provide the service you have signed up for (performance of our agreement with you). Where the law requires it, we rely on your consent, which you can withdraw at any time.

To run Tenantly we use a small number of trusted service providers (“operators” under POPIA) who process data on our behalf under contract. Some of them, and therefore some of your information, are located outside South Africa:

• Supabase stores your account, saved scans, documents and tenant records (database hosting, located in the United Kingdom / EU).
• Vercel hosts and serves the application.
• Anthropic provides the AI engine that reads and analyses the document text you submit, to produce your review (processing in the United States). Document content sent for analysis is used only to generate your result and is not used to train models.

POPIA allows this cross-border processing where the receiving party is bound by comparable data-protection rules, where it is necessary to provide the service, or with your consent. By using Tenantly you consent to your information being processed by these providers for the purposes described above.

We keep your account information and the documents and records you save for as long as your account is active, so the service is there when you return. Anonymous scans (without an account) are not stored. When you delete your account, your profile, saved scans, documents and tenant records are deleted with it. You can do this yourself at any time in Settings.

Your connection to Tenantly is encrypted (HTTPS). Your data is protected by database-level access rules so that each account can only ever see and touch its own information. Our own team's access is limited and described in section 8 below. No online service can promise perfect security, but we take reasonable, up-to-date steps to safeguard your information as POPIA requires.

Leases and related documents can sometimes contain sensitive personal information (for example ID numbers, or details about health or finances). Please upload only what is needed for the review. We treat whatever you submit with care and use it only to produce your result. If you are a landlord adding tenant records, please make sure you have a lawful reason to hold that information and share this notice with your tenants where appropriate.

Under POPIA (and comparable laws) you have the right to:

• Be told what personal information we hold about you, which this notice sets out.
• Access your information. You can download a copy of your data at any time in Settings.
• Correct or update your information, which you can do directly in Settings.
• Delete your account and all its data, which you can do yourself in Settings.
• Object to processing or withdraw consent, by contacting us.
• Complain to the Information Regulator (details in section 11).

Our team's access: to run the service and help you when you ask, the Optimised-AI support team can view account activity and switch an account's access on or off. Our team does not edit inside your documents or act on your behalf. This limited access exists only to operate Tenantly and support you.

Tenantly is for adults (18 and over). We do not knowingly collect the personal information of children. If you believe a child has given us information, contact us and we will remove it.

We may update this notice as the service grows or the law changes. We will change the “last updated” date above, and for significant changes we will make the update clear in the app.

For any privacy question, or to exercise a right above, contact our Information Officer at info@optimised-ai.com.

You also have the right to complain to South Africa's data-protection authority: