Privacy Policy

1. What we collect

• Account information: full name, email, and a hashed (never plaintext) password. An account may also be created on your behalf, with a random password only you can later set, if you submit a full review through our no-signup /quick-review form.
• Lease or verification documents: the file you upload as proof of tenancy (tenants) or of ownership/management (landlords): optional when a lease is first created, and can be added later:, plus the address, dates, rent, and apartment type provided with a lease.
• Review and note content: your ratings, written answers, and the review type you choose, plus the optional display name and comment provided with a Hearsay note (no account required for that type of note).
• Contribution activity: Voice Points/Credits ledger entries (tenants) and the equivalent points ledger (landlords), badges earned, helpful votes cast and received, saved properties, alerts, landlord replies to reviews, and content reports you submit.
• Usage data: login timestamps, your IP address, and an activity log of actions taken on your account, used for security and moderation audit purposes. A Hearsay note submitted without an account also records the originating IP address, solely for abuse-prevention purposes.
• Session cookie: a signed session cookie that keeps you logged in; a separate browser localStorage entry remembers your light/dark theme preference. Neither is used for advertising or cross-site tracking.

2. How we use it

• To operate the Service: authenticate you, display reviews, and verify leases.
• To power features you opt into: property alerts and notifications, saved properties, comparison, checklists, and Voice Points/Credits.
• To moderate content: reviewing content you or others report, and investigating policy violations.
• To maintain security: detecting abuse, keeping an audit trail of account and moderation actions.
• To communicate with you: transactional emails such as property alerts, verification decisions, landlord replies to your reviews, password resets, and account confirmations: never unsolicited promotional email.

We do not sell your personal information, and we do not use your data for third-party advertising.

3. Lease and verification documents, in detail

Your uploaded lease or verification document is stored outside any publicly served directory and can only be downloaded by staff performing verification, through an authenticated route. It is never shown to other users, never attached to a public review, and never used for any purpose other than confirming your tenancy or landlord status (and, for a lease, if you use the optional Moving Pass lease-extraction tool, generating a best-effort summary of dates/amounts/utilities for your own private view only).

4. Anonymity of public reviews

Your name and email are never shown next to a review, a comparison, a report, or a notification visible to other tenants: only your contribution tier badge and earned achievement badges appear, which do not identify you personally. Staff can see the identity behind a review or lease strictly for verification, content moderation, or legal-compliance purposes, and staff actions are themselves logged.

5. Cookies and local storage

We use one essential session cookie to keep you signed in: it's required for the Service to function and isn't a tracking or advertising cookie. Your dark/light mode preference is stored in your browser's localStorage and never leaves your device. See our Privacy Preference Center for the full breakdown.

6. Third-party resources and services

Pages load Tailwind CSS, the Iconify icon library, and Chart.js from public content-delivery networks (CDNs) so the app doesn't need a frontend build step. These are static code libraries, not analytics or advertising services, but requests for them are made directly from your browser to those CDNs, which may log standard request metadata (like your IP address) under their own privacy policies.

We also use Sentry, an error-tracking service, so we're notified when the Service hits a technical problem. Unlike the libraries above, Sentry receives data from our server (error traces and request paths) rather than being loaded by your browser. We never send it form contents, cookies, or your IP address; reports are used only to fix bugs, never for advertising or data resale.

7. Data retention

We keep your account, lease, and review data for as long as your account is active, plus a reasonable period afterward for moderation, audit, and legal purposes. Activity logs and the Voice Points/Credits ledger are kept indefinitely in an aggregated, auditable form even if related content is later hidden or deleted, so that moderation history remains accurate.

8. Your choices and rights

You can update your name, email, and password at any time from Account Settings, and export your own lease/review history as CSV from the same page (Moving Pass). You can also delete your own data yourself, at any time, from Account Settings: confirming your password and typing DELETE permanently anonymizes your name, email, and password and disables login to your account: your reviews and leases stay attached to the address they concern without being traceable back to you, so an address's history and rating don't silently change just because one person left (staff accounts must request this directly instead). For any other request to access, correct, or delete your personal data beyond what you can do yourself, contact us using the details below: we'll respond within a reasonable time and consistent with applicable law, including Quebec's private-sector personal information protection legislation.

9. Security

Passwords are hashed, never stored or logged in plaintext. Lease files are served only through authenticated staff-only routes. As with any online service, no method of storage or transmission is 100% secure, but we take reasonable measures to protect your information.

10. Children's privacy

Tenant Voice is not directed at children and is not intended for use by anyone below the age needed to form a binding contract in their jurisdiction.

11. Changes to this policy

We may update this Privacy Policy from time to time; the "Last updated" date at the top will reflect the most recent revision.

12. Contact

Privacy questions or requests can be sent to support@tenantvoice.me.