Privacy Policy

1. Data Controller

TenantComms is the data controller responsible for your personal data. If you have any questions about this privacy policy or our data practices, you can contact us at:

• Email: privacy@tenantcomms.com
• Website: tenantcomms.com

2. What Data We Collect

We collect a minimal amount of data necessary to operate the Website and provide our services. The data we collect falls into two categories:

a) Information you provide directly

• Email address — collected when you join our waitlist.
• Date and time of sign-up — recorded automatically when you submit the waitlist form.

b) Information collected automatically

• Analytics data — we use Pirsch Analytics, a privacy-focused, cookieless analytics service based in Germany. Pirsch collects anonymised usage data including page views, referrer information, browser type, operating system, screen resolution, country, and language. This data cannot be used to identify you personally. No cookies are set by Pirsch, and no personal data is stored.

We do not collect any special category data (such as health, biometric, or genetic data).

3. Legal Basis for Processing

Under UK GDPR, we must have a valid legal basis for processing your personal data. We rely on the following:

• Consent (Article 6(1)(a)) — when you voluntarily submit your email address to join our waitlist, you consent to us processing that data to send you launch updates and early access information. You can withdraw your consent at any time by unsubscribing or contacting us.
• Legitimate interests (Article 6(1)(f)) — we use anonymised analytics data to understand how visitors use our Website and to improve its content and performance. Since Pirsch Analytics does not process personal data, this processing has minimal impact on your privacy.

4. How We Use Your Data

We use your personal data to:

• Send you updates about the TenantComms launch and early access opportunities.
• Respond to any enquiries or requests you submit via email.
• Monitor and improve the performance and content of our Website.

We will never sell, rent, or trade your personal data to third parties for marketing purposes.

5. Third-Party Processors

We share your data only with trusted third-party service providers who process data on our behalf. Each processor is contractually bound to handle your data securely and only for the purposes we specify.

• Resend — email delivery service used to send waitlist confirmation and launch update emails. Resend processes your email address on our behalf. Resend is based in the United States and operates under appropriate data transfer safeguards.
• Pirsch Analytics — privacy-focused, cookieless website analytics. Pirsch is based in Germany (EU) and processes only anonymised, non-personal data. No cookies are set and no personal data leaves your browser.
• Sanity — headless content management system used to manage and deliver our blog content. Sanity does not process any personal data collected from our visitors.
• Vercel — hosting and deployment platform for our Website. Vercel may process standard server logs (IP addresses, request metadata) as part of hosting. Vercel is based in the United States and operates under appropriate data transfer safeguards.

6. International Data Transfers

Some of our third-party processors (Resend, Vercel) are based outside of the UK. Where personal data is transferred internationally, we ensure that appropriate safeguards are in place as required by UK GDPR, including standard contractual clauses or adequacy decisions where applicable.

7. Data Retention

We retain your personal data only for as long as necessary to fulfil the purposes for which it was collected:

• Waitlist email addresses — retained until the TenantComms platform launches and you either create an account or opt out. If you do not create an account, your email will be deleted within 6 months of the platform launch. You may request deletion at any time before this.
• Analytics data — Pirsch retains anonymised analytics data in accordance with its own retention policy. Since this data is anonymised, it does not constitute personal data.
• Server logs — standard server logs held by Vercel are retained for up to 30 days.

8. Cookies and Local Storage

Our Website uses minimal cookies and browser storage:

• Consent preference — we store your cookie consent preference in your browser's localStorage. This is a strictly necessary function that remembers whether you have accepted or declined analytics. No personal data is stored.
• No tracking cookies — we do not use any third-party tracking cookies, advertising cookies, or social media cookies. Pirsch Analytics is entirely cookieless.

You can clear your localStorage data at any time through your browser settings.

9. Your Rights Under UK GDPR

Under the UK General Data Protection Regulation, you have the following rights regarding your personal data:

• Right of access — you can request a copy of the personal data we hold about you.
• Right to rectification — you can request that we correct any inaccurate or incomplete personal data.
• Right to erasure — you can request that we delete your personal data where there is no compelling reason for us to continue processing it.
• Right to restrict processing — you can request that we limit the way we use your data.
• Right to data portability — you can request a copy of your data in a structured, commonly used, and machine-readable format.
• Right to object — you can object to the processing of your personal data where we rely on legitimate interests.
• Right to withdraw consent — where we rely on your consent to process data, you can withdraw that consent at any time without affecting the lawfulness of prior processing.

To exercise any of these rights, please contact us at privacy@tenantcomms.com. We will respond to your request within one month, as required by law.

10. Data Security

We take appropriate technical and organisational measures to protect your personal data against unauthorised access, alteration, disclosure, or destruction. All data is transmitted over encrypted connections (HTTPS), and access to personal data is restricted to authorised personnel only.

11. Children's Privacy

Our Website and services are not directed at individuals under the age of 18. We do not knowingly collect personal data from children. If you believe we have collected data from a child, please contact us at privacy@tenantcomms.com and we will promptly delete it.

12. Changes to This Policy

We may update this privacy policy from time to time to reflect changes in our practices or legal requirements. Any changes will be posted on this page with an updated “Last updated” date. If we make significant changes that affect your rights, we will notify you via email where possible.

13. Complaints

If you are unhappy with how we have handled your personal data, you have the right to lodge a complaint with the UK's supervisory authority:

• Information Commissioner's Office (ICO)
• Website: ico.org.uk
• Telephone: 0303 123 1113

We would appreciate the chance to address your concerns before you contact the ICO, so please reach out to us first at privacy@tenantcomms.com.

14. Contact Us

For any questions about this privacy policy or your personal data, please contact us:

• Privacy enquiries: privacy@tenantcomms.com
• General enquiries: hello@tenantcomms.com