Privacy Policy

TenantFort is operated by TenantFort, Inc. (a Delaware corporation, registered at 1209 Orange St, Wilmington, DE 19801, USA) — referred to in this policy as "we," "our," or "us." We operate the tenantfort.com website and platform. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our services. Please read this policy carefully. By using TenantFort, you agree to the collection and use of information in accordance with this policy.

Privacy questions or requests: contact info@tenantfort.com or write to us at the address above.

1. Information We Collect

Personal Information You Provide

When you create an account, use our services, or communicate with us, we may collect:

• Account information: Name, email address, phone number, company name, and password.
• Billing information: Payment card details (processed securely by Stripe; we do not store full card numbers), billing address, and transaction history.
• Property information: Property addresses, unit details, and screening criteria you configure.
• Organization information: Business name, portfolio size, and team member details.

Applicant Information

When applicants submit rental applications through TenantFort, we collect on your behalf:

• Full name, date of birth, Social Security Number / Social Insurance Number (encrypted), and contact information.
• Employment history, income information, and employer contact details.
• Rental history and previous landlord contact information.
• Uploaded documents (pay stubs, bank statements, government IDs, tax notices) and the data extracted from them by AI vision analysis.
• Sex offender registry lookup results obtained from free public registries (NSOPW.gov for US, provincial sites for Canada).
• Publicly available web information cross-referenced against the data the applicant provided (e.g., confirming a stated employer or address is publicly findable).

Automatically Collected Information

• Device information (browser type, operating system, device identifiers).
• Log data (IP address, access times, pages viewed, referring URL).
• Usage data (features used, actions taken, screening volumes).
• Cookies and similar tracking technologies for session management and analytics.

2. How We Use Your Information

We use the information we collect to:

• Provide, maintain, and improve the TenantFort platform and services.
• Process tenant screening applications and generate screening reports.
• Perform AI-powered document fraud analysis and scoring.
• Facilitate automated employment and landlord verifications.
• Generate screening decision notices and compliance documentation.
• Process payments, manage subscriptions, and track usage.
• Send transactional emails (application status updates, verification requests, billing receipts).
• Send optional notification digests and product updates (with your consent).
• Respond to customer support requests.
• Detect and prevent fraud, abuse, and security incidents.
• Comply with legal obligations, including the Fair Credit Reporting Act (FCRA) and Fair Housing Act.

3. How We Share Your Information

We do not sell your personal information. We may share information with:

• Service providers: Third parties that help us operate our platform, including cloud hosting (Vercel, Supabase), payment processing (Stripe), email delivery (Resend), and AI processing (Anthropic). These providers are contractually bound to use your data only for the services they provide to us.
• Public records sources: Free public registries (sex offender registries, public web search) are queried using the applicant's provided identity data, as authorized by applicants. TenantFort does not use paid consumer reporting agencies for credit, criminal, or eviction reports — those services are not part of the platform.
• Verification contacts: Employer and landlord contact information provided by applicants is used to send verification requests on your behalf.
• Legal compliance: We may disclose information when required by law, court order, or government request, or when necessary to protect our rights, safety, or property.
• Business transfers: In connection with a merger, acquisition, or sale of assets, your information may be transferred as part of the transaction.

4. Data Security

We implement industry-standard security measures to protect your information:

• AES-256 encryption for data at rest.
• TLS 1.2+ encryption for data in transit.
• Row-level security for tenant data isolation.
• Role-based access controls.
• Full audit logging of data access and modifications.
• Regular security assessments and monitoring.

While we strive to protect your information, no method of electronic storage or transmission is 100% secure. We cannot guarantee absolute security but are committed to following best practices and promptly addressing any incidents.

5. Screening Decisions & FCRA Responsibilities

TenantFort is a first-party screening tool: scores and recommendations are based on the information applicants provide and free public records, not on consumer reports purchased from a consumer reporting agency. TenantFort does not furnish credit, criminal, or eviction history reports. If you separately obtain a consumer report from a consumer reporting agency for an applicant, you remain solely responsible for complying with the Fair Credit Reporting Act (FCRA) — including permissible purpose, applicant authorization, and sending any required adverse action notice that names the agency. TenantFort provides tools to document your screening decisions consistently, but that compliance responsibility rests with you as the end user.

6. Data Retention

We retain your account information for as long as your account is active or as needed to provide services. Applicant screening data is retained in accordance with FCRA requirements and applicable state laws. You may request deletion of specific applicant data through the dashboard. Upon account closure, we securely delete or anonymize your data after any legally required retention period, which is typically 5 years for FCRA-related records.

7. Your Rights

Depending on your jurisdiction, you may have the right to:

• Access the personal information we hold about you.
• Correct inaccurate or incomplete personal information.
• Request deletion of your personal information (subject to legal retention requirements).
• Object to or restrict processing of your personal information.
• Data portability — receive your data in a structured, machine-readable format.
• Withdraw consent for optional data processing (such as marketing emails).
• Opt out of the sale of personal information (we do not sell personal information).

To exercise any of these rights, submit a request via tenantfort.com/data-request or email us at info@tenantfort.com. We respond within 30 days, subject to identity verification and legal retention requirements.

8. Cookies

We use essential cookies for session management and authentication. We may also use analytics cookies to understand how our platform is used and improve the experience. You can control cookie preferences through your browser settings. Disabling essential cookies may prevent you from using certain features of the platform.

9. Children's Privacy

TenantFort is not directed to individuals under the age of 18. We do not knowingly collect personal information from children. If we learn that we have collected information from a child under 18, we will promptly delete it.

10. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of material changes by posting the updated policy on our website and updating the "Last updated" date. Your continued use of TenantFort after changes are posted constitutes acceptance of the updated policy.

11. Contact Us

If you have any questions about this Privacy Policy or our data practices, please contact us at: