Who we are and what this covers
Tenantly is a Canadian commercial leasing platform. This policy covers tenantly.ca, app.tenantly.ca, and everything connected to your account.
Tenantly ("Tenantly", "we", "us") operates a commercial real estate matching platform that connects tenants looking for space with the brokers who list it. This policy applies to our website (tenantly.ca), our application (app.tenantly.ca), our account services (accounts.tenantly.ca), and any communications we send you.
We handle personal information in accordance with the Personal Information Protection and Electronic Documents Act (PIPEDA) and applicable provincial privacy legislation, including British Columbia's Personal Information Protection Act.
Tenantly is built for business use. It is not intended for anyone under 18, and we do not knowingly collect information from minors.
What we collect
Your account details, your space requirements (if you're a tenant), your listings and client requirements (if you're a broker), and standard usage data. That's it.
Account information. Name, email address, password (stored by our authentication provider, never by us in plain text), company name, and — for brokers — your brokerage and professional details.
Tenant mandates. If you search as a tenant, we collect the requirements you set: property type, locations, size range, budget, timing, and any notes you add. This is the core of how matching works.
Broker data. If you use Tenantly as a broker, we collect the listings you manage, the client requirements you track, and the data you choose to sync from your CRM (see section 05).
Activity on the platform. Listings you view and save, alerts you receive, and messages you exchange through Tenantly.
Technical data. IP address, browser type, device information, and pages visited — standard logs that help us keep the service running and secure.
We do not collect government IDs, financial account numbers, or payment card details on our own systems; payments are handled by a dedicated payment processor.
How we use it
To match tenants with spaces, alert the right people at the right time, and run the service. We don't sell your data. Ever.
We use your information to:
- Match tenant mandates against live listings and send alerts when something fits;
- Notify listing brokers when a tenant saves or matches with their listing;
- Operate, maintain, and improve the platform;
- Send service communications — alerts you asked for, account notices, and important updates;
- Prevent fraud, abuse, and unauthorized access;
- Comply with legal obligations.
We may send occasional product updates by email. Every marketing email includes a working unsubscribe link, as required by Canada's Anti-Spam Legislation (CASL). Service messages — like a listing alert you configured — are not marketing and continue as long as you keep the feature on.
We do not sell or rent personal information to anyone.
CRM sync for brokers
CRM sync is opt-in, two-way, and under your control. You connect it, you choose what syncs, you can disconnect it any time.
Brokers can connect a CRM (such as Pipedrive, Salesforce, or HubSpot) to sync listings and leads. When you connect a CRM:
- You authorize the connection yourself through your CRM provider's own authentication flow — we never see your CRM password;
- Data flows both ways only for the record types you enable;
- You are responsible for having the authority to sync any client data your CRM contains;
- Disconnecting the CRM stops all syncing immediately. Data already synced to your CRM stays in your CRM; data synced to Tenantly can be deleted on request.
Where your data lives
Our vendors' servers may be in the United States. Different laws can apply there — this is standard, and we contract for protection.
Some of our service providers store or process data in the United States or other jurisdictions outside Canada. While your information is outside Canada, it is subject to the laws of that jurisdiction, which may allow access by local authorities. We use providers with strong security practices and contractual data-protection commitments.
How long we keep it
As long as your account is active, plus a short wind-down period. Delete your account and we delete your data.
We keep your information while your account is active and for up to 12 months afterward, in case you return. If you ask us to delete your account, we delete or anonymize your personal information within 30 days, except where we are legally required to keep records (for example, billing records for tax purposes).
Your rights and choices
Ask us what we have, ask us to fix it, ask us to delete it. Email works.
Under Canadian privacy law, you can:
- Access — request a copy of the personal information we hold about you;
- Correct — ask us to fix inaccurate or incomplete information;
- Delete — ask us to delete your account and personal information;
- Withdraw consent — turn off alerts, disconnect your CRM, or close your account at any time;
- Complain — contact us first, and if you're not satisfied, you may contact the Office of the Privacy Commissioner of Canada.
To exercise any of these rights, email privacy@tenantly.ca. We respond within 30 days.
Security
Encryption in transit and at rest, least-privilege access, and a dedicated auth provider. No system is perfect; we'll tell you if something goes wrong.
We protect your information with encryption in transit (TLS) and at rest, access controls that limit who at Tenantly can see personal data, and a dedicated authentication provider for account security. If a breach occurs that creates a real risk of significant harm, we will notify you and the Privacy Commissioner as required by PIPEDA.
Changes to this policy
If we change something meaningful, we'll tell you before it takes effect — not after.
We may update this policy as the product evolves. For material changes, we will notify you by email or an in-app notice before the change takes effect. The "Last updated" date at the top always reflects the current version.
Contact
A human reads this inbox.
Questions about privacy, or want to exercise your rights?
Email privacy@tenantly.ca — we respond within 30 days.
Tenantly · Vancouver, British Columbia, Canada