Privacy Policy

Effective Date: March 16, 2026

TenantFix.app is operated by Totalremoto LLC, 3140 W. Main Street, Riverton, Wyoming 82501, USA ("we", "us", or "our"). This Privacy Policy explains how we collect, use, share, and protect your personal information when you use our platform. It applies to landlords, property managers, and tenants who interact with our service.

By using TenantFix.app, you agree to the practices described in this policy. If you do not agree, please do not use the service.

1. Information We Collect

Account Information

When you register, we collect your name, email address, and phone number (linked to WhatsApp). For property managers registering on behalf of organisations, we may also collect company information.

Property & Tenancy Data

To operate the service, we store property-related information you provide, including:

• Lease documents and tenancy agreements
• Utility provider details
• Insurance policy information
• Inventory records
• Gas safety and fire safety certificates

Maintenance Request Data

When tenants submit maintenance requests (via WhatsApp or the web form), we collect:

• Issue category, title, and description
• Urgency level
• Photos of the issue
• Submission timestamp and property reference

WhatsApp Messages

We process messages sent through the TenantFix WhatsApp bot. This includes messages from both landlords and tenants relating to maintenance, reminders, and account management.

Payment Information

Payments are processed by Stripe. We do not store full card details. We retain billing metadata (subscription status, payment history, currency, amount) as necessary to manage your subscription.

Usage & Analytics Data

We use the Meta Pixel to track anonymised usage events on our website, including PageView, Lead, and Purchase events. We also use Datafast for privacy-friendly analytics. We collect standard server log data (IP addresses, browser type, pages visited, timestamps).

2. How We Use Your Information

• Providing the service: Managing your properties, tenancies, and maintenance requests
• AI-powered maintenance triage: Our AI analyses maintenance descriptions to suggest self-help fixes and prioritise requests
• Compliance reminders: Sending automated reminders for lease renewals, gas safety checks, and other regulatory deadlines
• Communications: Sending transactional emails and WhatsApp messages related to your account and properties
• Payment processing: Managing subscriptions and billing via Stripe
• Analytics and improvement: Understanding how users interact with the platform to improve our service
• Security: Detecting and preventing fraud and abuse

3. Legal Bases for Processing (GDPR)

For users in the EU, UK, and Ireland, we rely on the following legal bases under GDPR / UK GDPR:

• Contract performance (Article 6(1)(b)): Processing necessary to provide the service you have subscribed to
• Legitimate interests (Article 6(1)(f)): Analytics, security, fraud prevention, and service improvement
• Consent (Article 6(1)(a)): For marketing communications and optional tracking (e.g., Meta Pixel). You may withdraw consent at any time
• Legal obligation (Article 6(1)(c)): Where required by applicable law

4. Data Sharing

We share your data only with trusted service providers necessary to operate TenantFix:

• Polsia AI: Our platform provider, which powers the AI features of TenantFix. Data is processed under data processing agreements
• Stripe: Payment processing. Subject to Stripe's Privacy Policy
• Meta / WhatsApp: Message delivery via the WhatsApp Business API. Subject to Meta's data policies
• Cloudflare R2: Secure cloud storage for uploaded files (photos, documents)
• Address verification API: Property address lookup and country detection for compliance

We do not sell your personal data. We do not share it with third parties for their own marketing purposes.

5. International Data Transfers

Totalremoto LLC is based in the United States. Your data may be processed on servers located in the US or other countries. Where we transfer data from the EU, UK, or other regions with data protection laws, we ensure appropriate safeguards are in place, such as Standard Contractual Clauses (SCCs) or equivalent transfer mechanisms recognised under applicable law.

6. Data Retention

We retain your account data for as long as your subscription is active. If you terminate your account:

• Your data is retained for up to 30 days to allow for reactivation
• After 30 days, personal data is deleted or anonymised unless we are required to retain it by law
• You may request immediate deletion by contacting us at privacy@tenantfix.app

Some data may be retained longer where required for legal compliance, dispute resolution, or fraud prevention.

7. Your Rights

Depending on your location, you have the following rights regarding your personal data:

GDPR / UK GDPR (EU, UK, Ireland)

• Right of access (Article 15): Request a copy of your personal data
• Right to rectification (Article 16): Correct inaccurate data
• Right to erasure (Article 17): Request deletion ("right to be forgotten")
• Right to data portability (Article 20): Receive your data in a machine-readable format
• Right to restriction (Article 18): Limit how we process your data
• Right to object (Article 21): Object to processing based on legitimate interests

Other Jurisdictions

• Canada (PIPEDA): Right to access and correct personal information; right to withdraw consent
• Australia (Privacy Act 1988): Right to access and correct personal information; right to make a complaint to the OAIC
• USA: Certain state laws (e.g., CCPA for California residents) may grant additional rights, including the right to know what data we collect and the right to opt out of data sale (we do not sell data)

To exercise any of these rights, email privacy@tenantfix.app. We will respond within 30 days.

8. Cookies & Tracking

We use the following tracking technologies:

• Meta Pixel (ID: 1710742290292759): Tracks PageView, Lead, and Purchase events on our website for advertising analytics. You can opt out via Meta's ad settings
• Session cookies: Required for authentication and security. These expire when you close your browser or log out
• Datafast analytics: Privacy-friendly, cookieless analytics to understand website usage

You can control cookies through your browser settings. Note that disabling cookies may affect service functionality.

9. Children

TenantFix is not intended for use by persons under 18 years of age. We do not knowingly collect personal information from children. If you believe a minor has provided us with personal data, please contact us and we will promptly delete it.

10. Contact Us

For EU/UK/Ireland users: Our GDPR representative is Stephen McCann. You can contact the representative at privacy@tenantfix.app or by mail at Totalremoto LLC, 3140 W. Main Street, Riverton, Wyoming 82501, USA (attention: GDPR Representative).

For complaints, you may also contact your local data protection authority:

• UK: Information Commissioner's Office (ICO) — ico.org.uk
• Ireland: Data Protection Commission (DPC) — dataprotection.ie
• Canada: Office of the Privacy Commissioner (OPC) — priv.gc.ca
• Australia: Office of the Australian Information Commissioner (OAIC) — oaic.gov.au

11. Changes to This Policy

We may update this Privacy Policy from time to time. When we do, we will update the effective date above and notify you by email or in-app notification for material changes. Your continued use of TenantFix after any changes constitutes acceptance of the updated policy.

Also see our Terms of Service.