Privacy Policy

Last updated July 18, 2026

This policy explains how TenantPilot handles information for the three groups who use it: landlords and property managers who run their rentals on TenantPilot, applicants who submit rental applications, and residents who pay rent and submit maintenance requests through the resident portal.

In short: we collect what’s needed to run a rental, we never sell personal information, we send only service-related text messages, and we never share mobile opt-in data for marketing.

1. Who we are and how to reach us

TenantPilot (“TenantPilot,” “we,” “us”) provides rental management software to landlords and property managers. This Privacy Policy explains what we collect, why, and what choices you have.

2. Our two roles: platform and service provider

Understanding which role we’re playing determines who controls your information.

For landlord and property manager accounts, we act on our own behalf: we decide how account, billing, and product-usage data is handled.

For applicant and resident information, we act as a service provider to the landlord or property manager (the “Organization”) you applied to or rent from. The Organization decides what to collect and how it is used. If you are an applicant or resident and want your information corrected or deleted, contact the Organization first — we will assist them, but we generally cannot unilaterally change records they control.

3. Information we collect

Landlords and property managers

Account details: name, email address, organization name, role, and login credentials.
Business and payout details needed to receive rent, collected through our payments partner.
Product usage: pages viewed, features used, and diagnostic logs.

Rental applicants

Whatever the Organization’s application form requests — typically name, email, phone number, current and prior addresses, employment and income, identification documents, and references.
Documents and images you upload as part of the application.
Your text-message acknowledgement, including the exact wording shown and the time you agreed.

Residents

Lease details, charges, payment history, and account balance.
Payment method references. We store only a token and the last four digits — we never receive or store your full card number or full bank account number.
Maintenance requests and messages you exchange with the Organization.

Everyone

Device and connection information, such as IP address and browser type.
Cookies and similar technologies needed to keep you signed in and to measure product usage.

4. How we use information

To operate the service: accounts, listings, applications, leases, maintenance, and messaging.
To process rent and other payments, and to send receipts and payment notices.
To facilitate tenant screening when an Organization requests it.
To send service communications by email and text message (see the section on text messages).
To secure the service, prevent fraud and abuse, and troubleshoot problems.
To comply with law and enforce our agreements.

We do not sell personal information, and we do not use applicant or resident information for our own advertising.

5. Text messages (SMS)

TenantPilot sends only transactional service messages about an existing rental relationship — rent reminders and payment activity, maintenance and support ticket updates, and other account notices. We do not send marketing or promotional text messages.

You provide your acknowledgement when you submit a rental application. We record the exact disclosure text shown to you, the phone number it applies to, and the date and time you agreed, so the record is auditable.

No mobile information is sold, rented, or shared with third parties or affiliates for marketing or promotional purposes. Phone numbers and text-message consent are shared only with the messaging provider that transmits messages on our behalf, and with the Organization you rent from.

Message frequency varies — typically rent reminders around your due date and updates on any open maintenance tickets. Message and data rates may apply. Reply STOP to any message to opt out at any time, or HELP for help. Opting out of texts does not end your lease obligations; we will continue to reach you by email or other means.

6. Payment information

Rent payments are processed by Stripe. When you link a bank account, we use Plaid to verify it. Your banking credentials are entered directly with Plaid and are never visible to TenantPilot or to your Organization.

We receive and store only a payment token plus limited display details (card brand or bank name and the last four digits) so you can recognize your saved method. Card numbers and full account numbers are held by our payment partners, not by us.

Stripe and Plaid process your information under their own privacy policies, which we encourage you to review.

7. Tenant screening and consumer reports

When an Organization runs screening, credit and background checks are performed by a third-party screening provider. Those reports are consumer reports governed by the Fair Credit Reporting Act (FCRA) and comparable state laws.

The Organization — not TenantPilot — is the user of the consumer report and is responsible for obtaining your authorization and for any adverse action notice required by law. Disputes about the accuracy of a report should be directed to the screening provider that issued it.

9. How long we keep information

We keep information for as long as the Organization’s account is active and as needed to provide the service, then for the period required to meet legal, tax, accounting, and dispute-resolution obligations. Records tied to leases, payments, and consent are typically retained longer than routine product data because landlords must be able to evidence them.

10. Security

We use encryption in transit, access controls, and scoped data isolation so each Organization can reach only its own records. Sensitive payment and banking data is handled by specialized providers rather than stored by us. No system is perfectly secure, so we cannot guarantee absolute security — please use a strong, unique password and tell us promptly if you suspect unauthorized access.

11. Your choices and rights

Depending on where you live, you may have the right to access, correct, delete, or obtain a copy of your personal information, and to opt out of certain processing. California residents have specific rights under the CCPA/CPRA, including the right not to receive discriminatory treatment for exercising them.

To exercise a right, email privacy@mytenantpilot.com. If your request concerns information held on behalf of an Organization, we will refer you to them and support their response.

You can opt out of text messages at any time by replying STOP, and you can unsubscribe from non-essential email using the link in those messages. We may still send you essential messages about your account, payments, or lease.

12. Children

TenantPilot is not directed to children under 13, and we do not knowingly collect their personal information. Applications may include household members who are minors; that information is provided by the adult applicant and is treated as part of the application record.

13. Changes to this policy

We may update this policy as the product changes. We will revise the “last updated” date above and, for material changes, provide additional notice. Continuing to use TenantPilot after an update means you accept the revised policy. See also our Terms of Service.