Privacy Policy

Effective 2026-09-21

Changes: 2026-09-21: Added masked session replay (PostHog) and what it does and does not record. 2026-09-20: Clarified that the call log is kept after audio and transcripts are deleted. 2026-09-18: Added tenant and enquiry data, and the operating entity's address. 2026-09-17: Added the cookies and analytics section, Twilio, PostGrid and hCaptcha. 2026-07-02: First published.

1. Information we collect

We collect a few distinct categories of information:

• Account data — your name, email address, and organization/team details when you create an account. Billing is handled by Stripe; we never receive or store full card numbers.
• Customer content — offering memoranda, listing details, notes, call outcomes, and other content you or your team upload or create in the app.
• Prospect/contact data — business contact information (names, titles, phone numbers, emails, business addresses) that our enrichment pipeline generates or that you import, about third-party businesses and individuals you intend to contact for tenant-rep or brokerage purposes. This category is not about you — it's data our customers process about the people and businesses they prospect.
• Tenant and enquiry data — when a tenant or their representative asks about a space through Spaces or requests a report, we hold the enquiry (name, email, phone, requirements) and forward it to the listing broker. For that enquiry the broker is an independent controller of what they receive; we do not control how they use it after delivery.
• Usage & log data — device/browser information, IP address, pages visited, and actions taken in the app, collected automatically for security and reliability.
• Non-customer data — if you request a free report, sign up for listing alerts, or are the recipient of a postcard a broker sends through us, we hold your name, email, phone, or mailing address without an account. You can ask what we hold or have it deleted by emailing privacy@tenantscout.ai (sections 5 and 6). Our internal data-handling inventory lists every table this covers and is available on request.

2. How we use it

• To provide and operate the service — highest-and-best-use analysis, lead generation, contact enrichment, CRM, and outreach tooling.
• To generate AI-assisted summaries, scoring, and outreach drafts from your uploaded content (via our language-model providers).
• To process payment and manage subscriptions.
• To secure the service, prevent abuse, and comply with legal obligations.
• To communicate with you about your account, and — only if you have not opted out — about product updates.

3. How we share it

We do not sell personal information. We share data only with service providers who process it on our behalf, under contract, to run the service:

• Supabase — database, authentication, and file storage.
• Vercel — application hosting.
• Stripe — payment processing.
• Inngest — background job orchestration for listing processing.
• Google — Gemini API (summaries, use ranking, and outreach drafts generated from your listing content) and Google Maps Platform (business lookup and geocoding). Google also provides optional "Sign in with Google"; we receive your name, email and profile picture from Google when you choose it.
• Anthropic — Claude API, used only as a fallback when Gemini is unavailable, for the same purposes.
• Resend — transactional and outreach email delivery.
• Twilio — text-message notifications you turn on for your own number, and (when enabled) a carrier line-type check on prospect phone numbers so disconnected lines are flagged before a call. Only the phone number is sent.
• PostGrid — printing and mailing postcards you send.
• Sentry and PostHog — error monitoring, product analytics and session replay. Replays and click events are structural only: all on-screen text, form input, network traffic and console output are masked or dropped on your device before anything is sent, so they show page layout and where you clicked, not your listings, prospects or notes.
• Upstash — rate limiting (account identifiers only).
• hCaptcha — bot protection at sign-up.
• Data enrichment providers (public records such as Socrata open-data portals, and business websites you are shown) — sourcing publicly available business-contact information.

AI processing. Your uploaded documents and the text generated from them are sent to the AI providers above through their commercial APIs, which by their terms do not use API inputs or outputs to train their models. We do not train models on your content either. Call recordings are transcribed only on infrastructure we control and are never sent to a third-party transcription service. Every generated statement is grounded in your document; where a fact is not stated, the product says so rather than inventing it.

We may also disclose information if required by law, to protect our rights, or in connection with a merger, acquisition, or sale of assets (with notice to affected users where required).

4. Retention & security

We retain account and customer content for as long as your account is active, plus a limited period afterward for legal and operational purposes, unless you request earlier deletion (see Section 6 and 7 below). Call audio and transcripts are deleted 90 days after the call; the call log (who was called, when, and for how long) is kept with your CRM history until your account is deleted. Requests for a free report or tenant enquiries that never become an account are deleted after 12 months, and listing-alert sign-ups that are never confirmed are deleted after 30 days. Uploaded documents are processed through our pipeline's event system, which has its own short-term retention independent of your account data. We use industry-standard technical and organizational safeguards, including encryption in transit, role-scoped database access controls, and per-tenant data isolation. No system is perfectly secure, and we cannot guarantee absolute security.

5. GDPR — rights for individuals in the EEA/UK

If you are located in the European Economic Area or the United Kingdom, we process personal data under these legal bases: performance of a contract (running your account), legitimate interests (operating and securing the service, and — for business-contact data your organization sources — B2B outreach on behalf of our customers), and consent (where required, e.g. certain marketing communications).

You have the right to:

• Access the personal data we hold about you
• Correct inaccurate data
• Request erasure of your data
• Restrict or object to certain processing
• Receive your data in a portable format
• Lodge a complaint with your local supervisory authority

Where we transfer personal data outside the EEA/UK, we rely on appropriate safeguards such as Standard Contractual Clauses. Account holders can exercise most rights directly from Settings → Privacy; for anything else, email privacy@tenantscout.ai.

6. CCPA/CPRA — rights for California residents

The table below summarizes the categories of personal information we have collected in the preceding 12 months, consistent with CCPA/CPRA disclosure requirements:

We do not sell personal information for money. We also do not "share" it, as that term is defined by the CPRA, for cross-context behavioral advertising.

California residents have the right to:

• Know what personal information we collect, use, and disclose
• Delete personal information we hold about you
• Correct inaccurate personal information
• Opt out of any sale or sharing (see Section 7 — we do not currently sell or share, but you can still register the preference)
• Non-discrimination for exercising any of these rights

You may exercise these rights yourself, or through an authorized agent. Account holders can use Settings → Privacy (brokers at /settings/privacy, tenants at /saved/settings) to opt out and to delete their data; anyone — including a business or individual who appears in a call list generated by one of our customers — can email privacy@tenantscout.ai to request deletion or an opt-out, and we will suppress that record across the platform.

7. Do Not Sell or Share My Personal Information

TenantScout does not sell personal information, and does not share it for cross-context behavioral advertising. If you would still like to register a "do not sell or share" preference on your account, or if you are not a TenantScout user but want a record suppressed from our platform (for example, because your business contact information appears on a customer's call list), you can:

• Sign in and toggle "Do not sell or share my personal information" under Settings → Privacy, or
• Email privacy@tenantscout.ai with your request.

8. Cookies and similar storage

We set strictly necessary cookies for authentication, session management and your active organization. With your browser's local storage we also keep a first-party product-analytics identifier (PostHog, ph_* keys) used to understand which features are used, and error reports (Sentry) used to fix defects; these are not used for advertising and are not shared with ad networks. PostHog honours the browser Do Not Track signal. Signed-in users can turn analytics off under Settings → Privacy.

TenantScout is intended for business use and is not directed at children. We do not knowingly collect personal information from anyone under 16.

9. Changes & contact

We may update this policy from time to time; material changes will be reflected by the "Effective" date above. Questions, requests, or complaints about this policy or your data can be sent to privacy@tenantscout.ai or by post to TenantScout LLC, 1120 Sycamore Ave. Ste 2G, Vista, CA 92081.