1. Overview
Tenantgrid Inc. ("Tenantgrid," "we," "us," or "our") is committed to protecting your privacy. This Privacy Policy applies to all personal information collected through our platform at tenantgrid.ca, our applications, APIs, and all related services (collectively, the "Services").
By using our Services, you consent to the collection, use, and disclosure of your personal information as described in this Privacy Policy. If you do not agree with these practices, please do not use the Services.
Key point: Tenantgrid is a credit reporting infrastructure platform. By using our Services, you consent to the collection and reporting of your payment data to credit bureaus. This is the core function of the platform and cannot be opted out of while maintaining an active account.
2. Information We Collect
2.1 Information You Provide
| Category | Data Collected | Purpose |
|---|---|---|
| Identity | Full name, date of birth, government-issued ID (via KYC provider) | Identity verification, account creation, regulatory compliance |
| Contact | Email address, phone number, mailing address | Account management, communications, service delivery |
| Property | Property address, unit details, lease terms, rent amount (Landlords) | Platform setup, payment tracking, credit reporting |
| Financial | Bank account details (via Stripe), payment history, extension activity | Payment processing, credit bureau reporting |
| Employment | Employer name, income range (optional, Tenants) | Extension eligibility assessment (Phase 2) |
2.2 Information Collected Automatically
| Category | Data Collected | Purpose |
|---|---|---|
| Device | IP address, browser type, operating system, device identifiers | Security, fraud prevention, platform optimization |
| Usage | Pages visited, features used, session duration, clickstream data | Platform improvement, analytics, user experience |
| Location | Approximate geographic location (from IP address) | Service availability, fraud detection |
| Logs | Server logs, error reports, audit trail events | Security monitoring, debugging, compliance audit |
2.3 Information From Third Parties
- Identity verification data from KYC providers (e.g., Persona, Jumio)
- Payment processing data from Stripe
- Credit reporting confirmation data from bureau API partners
- Property and lease verification data (where applicable)
3. How We Use Your Data
We use your personal information for the following purposes:
3.1 Core Platform Services
- Creating and managing your account
- Processing and tracking rent payments
- Reporting payment activity to Equifax, Experian, and TransUnion
- Providing dashboard analytics and payment status information
- Facilitating Payment Extensions (when available)
- Generating credit progress reports for Tenants
3.2 Operational Purposes
- Verifying your identity and preventing fraud
- Processing payments and managing billing
- Communicating with you about your account, including service updates and alerts
- Providing customer support
- Enforcing our Terms of Service
- Complying with legal and regulatory obligations
3.3 Improvement & Analytics
- Analyzing usage patterns to improve the Platform
- Conducting research and analytics (using aggregated, de-identified data)
- Testing new features and functionality
- Monitoring and improving platform security
3.4 Communications
- Transactional emails (payment confirmations, reporting notifications, account alerts)
- Product updates and feature announcements
- Marketing communications (only with your consent; you may opt out at any time)
4. Information Sharing
We do not sell your personal information to third parties. Ever.
We share your information only in the following limited circumstances:
| Recipient | Data Shared | Reason |
|---|---|---|
| Credit Bureaus (Equifax, Experian, TransUnion) | Payment activity, account status, balance, identifying information | Credit reporting — the core function of the Platform |
| Stripe | Payment method details, transaction data | Payment processing |
| KYC Providers | Identity documents, verification data | Identity verification and fraud prevention |
| Credit Reporting API Partner | Payment data in Metro 2 format | Data furnishing to credit bureaus |
| Banking-as-a-Service Partner (Phase 2) | Extension-related financial data | Payment Extension processing and compliance |
| Landlords | Tenant payment status, extension requests | Property management and payment coordination |
| Tenants | Payment confirmation, reporting status | Credit monitoring and payment transparency |
| Law Enforcement | As required by law | Legal obligations, court orders, regulatory requests |
All third-party service providers are bound by data processing agreements that require them to protect your information and use it only for the purposes for which it was shared.
5. Credit Reporting Data
Because credit reporting is the core function of Tenantgrid, this section provides detailed information about how your credit data is handled.
5.1 Data Reported to Credit Bureaus
- Your name, address, and date of birth (for identity matching)
- Account open date and account type (rent tradeline)
- Monthly payment status (current, 30 days late, 60 days late, etc.)
- Monthly payment amount and balance
- Extension arrangements and their repayment status
- Account closure date (when applicable)
5.2 Reporting Obligations
As a data furnisher (directly or through our API partner), Tenantgrid is obligated under the Fair Credit Reporting Act (FCRA) and applicable Canadian legislation to report accurate information. We cannot selectively report only positive data — both on-time and late payments are reported.
5.3 Dispute Process
If you believe any data reported to a credit bureau is inaccurate, you have the right to dispute it. To initiate a dispute:
- Email disputes@tenantgrid.ca with details of the alleged inaccuracy
- We will investigate within 30 days of receiving your dispute
- If the data is found to be inaccurate, we will correct it with all three bureaus
- You will receive written notification of the investigation outcome
- You may also file disputes directly with the credit bureaus
5.4 Credit Bureau Retention
Data reported to credit bureaus is retained on your credit file according to each bureau's policies, typically for 6–10 years. Tenantgrid does not control how long credit bureaus retain reported data. Closing your Tenantgrid account does not remove previously reported data from your credit file.
6. Data Security
We implement industry-standard security measures to protect your personal information:
| Measure | Implementation |
|---|---|
| Encryption at Rest | AES-256 encryption for all stored personal and financial data |
| Encryption in Transit | TLS 1.3 for all data transmission between your device, our servers, and third-party services |
| Payment Security | PCI DSS compliance through Stripe — we never store raw credit card numbers |
| Access Controls | Role-based access control (RBAC), multi-factor authentication for team accounts |
| Audit Logging | Immutable logs of all data access, modification, and reporting events |
| Infrastructure | Managed cloud hosting with automated backups, redundancy, and monitoring |
| Incident Response | Documented incident response procedures with notification protocols |
6.1 Breach Notification
In the event of a data breach that affects your personal information, we will:
- Notify affected users within 72 hours of becoming aware of the breach
- Notify the Office of the Privacy Commissioner of Canada (and applicable US authorities) as required by law
- Provide details of the breach, the data affected, and the steps we are taking to mitigate harm
- Offer guidance on steps you can take to protect yourself
7. Data Retention
We retain your personal information for the following periods:
| Data Type | Retention Period | Reason |
|---|---|---|
| Account information | Duration of account + 3 years | Legal obligations, dispute resolution |
| Payment records | Duration of account + 7 years | Financial record-keeping, tax obligations, audit requirements |
| Credit reporting records | Duration of account + 7 years | FCRA compliance, dispute resolution |
| Extension records | Duration of account + 7 years | Financial record-keeping, regulatory compliance |
| Identity verification data | Duration of account + 5 years | Anti-money laundering, KYC compliance |
| Usage analytics | 24 months (aggregated/de-identified) | Platform improvement |
| Support communications | Duration of account + 2 years | Service quality, dispute resolution |
After the retention period expires, data is securely deleted or de-identified. Some data may be retained longer if required by law or ongoing legal proceedings.
8. Your Rights
Depending on your jurisdiction, you have the following rights regarding your personal information:
8.1 All Users
- Access: Request a copy of the personal information we hold about you
- Correction: Request correction of inaccurate or incomplete information
- Deletion: Request deletion of your personal information (subject to legal retention requirements)
- Portability: Request your data in a structured, machine-readable format
- Withdrawal of Consent: Withdraw consent for marketing communications at any time
- Dispute: Challenge the accuracy of data reported to credit bureaus
8.2 Exercising Your Rights
To exercise any of these rights, contact us at privacy@tenantgrid.ca. We will respond to all requests within 30 days. We may need to verify your identity before processing certain requests.
8.3 Limitations
Certain rights may be limited where:
- We are required by law to retain specific data (e.g., financial records, credit reporting data)
- Deletion would prevent us from fulfilling contractual obligations
- Data has already been reported to credit bureaus (cannot be retroactively removed unless inaccurate)
- Ongoing legal proceedings require data preservation
9. Cookies & Tracking Technologies
We use cookies and similar technologies to operate and improve the Platform:
| Type | Purpose | Duration |
|---|---|---|
| Essential | Authentication, security, session management. Required for the Platform to function. | Session / 30 days |
| Functional | Remembering your preferences and settings. | 1 year |
| Analytics | Understanding how the Platform is used (aggregated data only). We use privacy-focused analytics. | 1 year |
We do not use advertising cookies or tracking pixels. We do not share cookie data with advertising networks. You can control cookies through your browser settings, but disabling essential cookies may prevent the Platform from functioning correctly.
10. Third-Party Services
We use the following categories of third-party services:
- Stripe — payment processing (PCI DSS Level 1 certified)
- Credit Reporting API Provider — data furnishing to credit bureaus
- KYC / Identity Verification Provider — identity document verification
- Cloud Infrastructure Provider — application hosting and data storage
- Email Service Provider — transactional and account-related emails
- Analytics Provider — privacy-focused, aggregated usage analytics
Each third-party provider is selected based on their security practices, compliance certifications, and data protection standards. All providers are bound by data processing agreements that restrict the use of your data to the purposes for which it was provided.
The Platform may contain links to third-party websites. We are not responsible for the privacy practices of external sites and encourage you to review their privacy policies.
11. Children's Privacy
The Services are not intended for individuals under the age of 18 (or the age of majority in your jurisdiction). We do not knowingly collect personal information from minors. If we become aware that we have collected personal information from a minor, we will take steps to delete that information promptly. If you believe a minor has provided us with personal information, please contact us at privacy@tenantgrid.ca.
12. Cross-Border Data Transfers
Tenantgrid is based in Calgary, Alberta, Canada. Your personal information may be processed and stored in Canada and, where necessary for credit reporting and payment processing, in the United States.
When personal information is transferred across borders, we ensure appropriate safeguards are in place, including:
- Contractual data protection clauses with all service providers
- Compliance with PIPEDA requirements for cross-border data transfers
- Encryption of data in transit and at rest regardless of jurisdiction
- Selection of service providers with recognized security certifications (SOC 2, PCI DSS, ISO 27001)
By using the Services, you consent to the transfer of your information to Canada and the United States for the purposes described in this Privacy Policy.
13. Canadian Privacy Law (PIPEDA)
For Canadian users, our data practices comply with the Personal Information Protection and Electronic Documents Act (PIPEDA) and applicable provincial privacy legislation, including Alberta's Personal Information Protection Act (PIPA).
Under PIPEDA, you have the right to:
- Know what personal information we hold about you and how it is used
- Access your personal information upon written request
- Challenge the accuracy and completeness of your information and have it corrected
- Withdraw consent for non-essential uses of your data (note: consent for credit reporting is essential to Platform use)
- File a complaint with the Office of the Privacy Commissioner of Canada if you believe your privacy rights have been violated
Our Privacy Officer can be reached at privacy@tenantgrid.ca.
14. US Privacy Rights
For users located in the United States, additional rights may apply depending on your state of residence.
14.1 Fair Credit Reporting Act (FCRA)
As a data furnisher, Tenantgrid complies with the FCRA. You have the right to:
- Know what information is in your credit file
- Dispute incomplete or inaccurate information
- Have inaccurate information corrected or deleted
- Receive notice when information in your file has been used against you
14.2 California Residents (CCPA/CPRA)
If you are a California resident, you have additional rights under the California Consumer Privacy Act (CCPA) and the California Privacy Rights Act (CPRA), including:
- The right to know what personal information we collect and how it is used
- The right to delete personal information (subject to exemptions)
- The right to opt out of the sale of personal information — we do not sell personal information
- The right to non-discrimination for exercising your privacy rights
To exercise these rights, contact privacy@tenantgrid.ca.
15. Changes to This Policy
We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or business operations. When we make material changes:
- We will update the "Last Updated" date at the top of this page
- We will provide notice via email or through the Platform at least 30 days before material changes take effect
- For changes affecting credit reporting data practices, we will provide at least 60 days' notice
We encourage you to review this Privacy Policy periodically. Your continued use of the Services after changes take effect constitutes acceptance of the updated policy.
16. Contact Us
If you have questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us:
Tenantgrid Inc. — Privacy Office
Calgary, Alberta, Canada
Privacy Officer: privacy@tenantgrid.ca
Credit Disputes: disputes@tenantgrid.ca
General Support: support@tenantgrid.ca
If you are not satisfied with our response, you have the right to file a complaint with:
- Canada: Office of the Privacy Commissioner of Canada — priv.gc.ca
- Alberta: Office of the Information and Privacy Commissioner of Alberta — oipc.ab.ca
- United States: Federal Trade Commission — ftc.gov