Privacy Policy

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.

2. Information We Collect

2.1 Information You Provide

2.2 Information Collected Automatically

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 share your information only in the following limited circumstances:

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:

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:

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:

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:

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