Privacy Policy

Who we are

TenureFolio is an Irish software service that helps landlords create structured property condition reports. The service is operated as a sole trader based in Ireland. This policy covers personal data collected on our public website and within the landlord application itself.

What we collect

Mailing list: if you ask us to keep you informed (for example by joining a mailing list), we collect your email address and the time you signed up. We do not collect payment details for this purpose.

Landlord account: when you create an account, we collect your email address and any profile information you provide. We store the properties, tenancies, inspections, condition records, and photos you create within the application.

Tenant signing: when a tenant signs a report via a magic link, we collect their name, IP address, and signing timestamp as part of the inspection record. Tenants do not create accounts.

Subscriptions: if you subscribe to a paid plan, our payment processor (Stripe) handles your card details. We do not see or store your full card number. We receive and store limited billing data linked to your account — your Stripe customer and subscription identifiers, the plan (price) you chose, your subscription status, and the current billing period dates. See “Payment processing” below.

Feedback: if you submit feedback through the app, we collect your message and email address (if you provide it).

How we use it

We use your data to provide and improve the service — including generating condition reports, enabling tenant signing, and storing inspection records on your behalf.

We use any mailing-list emails to notify you about product updates and news. We use account emails for transactional and service communications. We do not sell your data or use it for unrelated marketing.

Where data is stored

All data — including inspection records, photos, and user accounts — is stored in the EU region via Supabase (our data storage provider, acting as a data processor under a Data Processing Agreement). We aim to keep all personal data within the European Economic Area at all times.

Payment processing (subscriptions)

Paid subscriptions are processed by Stripe, our payment processor and a subprocessor acting on our behalf. When you subscribe, your card details are entered directly into Stripe's secure checkout — they are never sent to or stored on TenureFolio servers. Stripe is a PCI-DSS Level 1 certified payment provider.

From Stripe we receive and store only the limited billing data needed to give you access to your plan and show your billing status: your Stripe customer ID, subscription ID, the plan (price ID) you selected, your subscription status (for example active, past due, or canceled), and your current billing period start and end dates. We do not receive your card number, CVC, or expiry.

Stripe processes payment data as an independent controller for its own compliance purposes and as our processor for the subscription. Stripe may transfer and process data outside the EEA under appropriate safeguards (such as Standard Contractual Clauses). Stripe's own handling of your data is described in the Stripe Privacy Policy.

How long we keep it

Mailing-list emails are kept until you ask us to remove them or until they are no longer needed for these communications.

Landlord account data (properties, tenancies, inspections, and photos) is retained while your account is active. If you wish to close your account and have your data deleted, contact us at the address below.

Tenant signing data (name, IP address, and timestamp) forms part of the inspection record and is retained for as long as the associated landlord account and tenancy record exist.

Subscription and billing records (the limited Stripe data described above) are retained while your subscription is active and afterwards for as long as required to meet our legal, tax, and accounting obligations. Invoices and payment records are also held by Stripe under its own retention policy.

Feedback messages and associated email addresses are kept for up to 12 months or until the underlying issue is resolved, then deleted.

Legal basis (GDPR)

For landlord account holders, we process data on the basis of contract (providing the service you signed up for, including managing your subscription and payments) and legitimate interests (maintaining the security and integrity of the service). We retain billing records to comply with our legal obligations (legal obligation basis). For mailing-list emails, we rely on your consent at the point of sign-up.

For tenant signing data (name, IP address, and signing timestamp), the legal basis is legitimate interest — specifically the landlord's legitimate interest in maintaining a legally defensible tenancy record. Tenants are informed of this collection at the point of signing via the consent disclosure shown on the signing page.

Cookies and tracking

We use only essential cookies required for authentication and session management. We do not use advertising tracking cookies.

The public Blog page loads a third-party script from Soro (trysoro.com/ app.trysoro.com) to display articles. Your browser's request to that service may expose standard technical data (for example IP address, user agent, and referrer). How Soro processes that data is governed by their own privacy policy. We do not use the blog embed for advertising.

Where we use privacy-friendly first-party web analytics (for example page-view metrics on our host), that is not advertising tracking and is separate from the blog embed.

Your rights

Under GDPR, you have the right to: access your personal data; correct inaccurate data; request deletion; restrict processing; data portability; withdraw consent; and object to processing based on legitimate interests. To exercise any of these rights, or to unsubscribe from mailing-list communications, email us at privacy@tenurefolio.ie.

You also have the right to lodge a complaint with the Irish Data Protection Commission (dataprotection.ie) if you believe your personal data has been handled unlawfully.

Product claims

TenureFolio is designed to help landlords document property condition and support deposit-related evidence. It does not guarantee any particular outcome in a deposit dispute or RTB adjudication.

Changes to this policy

We may update this policy as the product develops. Material changes will be reflected on this page with an updated date.

Contact

For any privacy-related questions or requests, contact us at privacy@tenurefolio.ie.