Your portfolio data, treated like it matters.
TenantBay holds the operating record of a rental business: tenants, leases, payments, IDs, and conversations. This page explains, plainly, how that information is stored, who can reach it, and what we are still building toward.
Where your data lives
TenantBay data is hosted in Canadian-region cloud infrastructure. Production databases, file storage for tenant documents and IDs, and backups all sit on servers physically located in Canada.
For most Canadian landlords this avoids the cross-border friction that PIPEDA and provincial privacy regulators flag when tenant records leave the country. If a tenant or lawyer asks where their information is stored, the answer is straightforward.
- Primary database and document storage in Canadian regions of our cloud providers.
- Edge delivery via Canadian POPs where the underlying network supports it.
- Sub-processors that need to see message content (email, SMS) are listed below.
Encryption
All traffic between a browser, our app, and our backend is encrypted in transit with TLS 1.3. The marketing site and the authenticated app both redirect HTTP to HTTPS, and HSTS is enabled.
At rest, the database, document storage, and backups are encrypted using AES-256 managed by our cloud provider. Passwords stay protected at every step: they are hashed with a modern password-hashing algorithm before they reach disk, so even our own engineers cannot recover them.
Access controls
Inside TenantBay, each workspace is isolated: your tenants, leases, and documents are scoped to your account and stay sealed off from every other workspace. On the operating side, internal access to production systems is least-privilege and logged.
- Least-privilege roles for engineering: production read access is granted only when needed and revoked after.
- MFA required for every team member with access to cloud, code, or production tooling.
- Audit logs record who accessed administrative surfaces and when.
- Workspace data isolation enforced at the query layer, with keys kept separate for every operator.
Backups & continuity
The production database is backed up daily, with point-in-time recovery available within a rolling 7-day window. Backups inherit the same encryption-at-rest and Canadian-region storage as primary data.
We run periodic restore drills against an isolated environment to confirm that a recent backup can actually be brought back into a working state, because a backup only earns its keep when it restores cleanly.
Retention & deletion
We keep portfolio data for as long as the workspace is active. When an account is closed, primary records are removed from production within 30 days, and rotated out of encrypted backups as those backups age out of the recovery window.
At any time, an account owner can request a structured export of their portfolio data, or request deletion of a specific tenant or document. Email [email protected] to start either request.
For the formal legal language, covering what we collect, why, and how long we keep it, see the Privacy Policy.
Vendor trust
A short list of the sub-processors TenantBay relies on. Each vendor receives only the data it needs to perform its role, and nothing beyond that.
Cloud database & authentication
Core application database and account credentials, in a Canadian region
Holds your portfolio records and account credentials in Canadian-region infrastructure. Passwords are hashed; engineers cannot read them.
File & document storage
Document storage, plus Canadian edge delivery
Stores lease PDFs, signed documents, and uploaded images, with delivery via Canadian POPs where the network supports it.
Email delivery
Account, transactional & notification email
Account emails (sign-in, password reset) are sent through our authentication provider. Any additional notification email, where enabled, goes through an email service provider that receives only the recipient address and message body.
Stripe
Payment processing for subscription billing
Handles card data directly under PCI DSS scope, keeping card numbers entirely off TenantBay systems.
AI inference
Powers the Tenny assistant and AI features
Receives only the portfolio data needed to answer a given request. We do not allow it to train models on your data.
Web analytics (marketing site)
Anonymized marketing-site usage
Aggregated, IP-anonymized traffic on tenantbay.com only, and stays outside the authenticated app.
Form submissions (marketing site)
Contact form intake
Stores the details you submit through tenantbay.com forms in a private, access-controlled spreadsheet. Marketing site only, and stays outside the authenticated app.
Compliance roadmap
We tell you exactly where we stand today and claim only the certifications we actually hold.
PIPEDA & Ontario privacy alignment
TodayTenantBay is built to align with PIPEDA principles and Ontario privacy expectations: consent for collection, purpose limitation, retention limits, access and correction rights, and Canadian residency for primary records.
SOC 2 Type I
12-month roadmapA SOC 2 Type I assessment is on our 12-month roadmap. Certification is still ahead of us, and we say so plainly on every sales call. When the report is available, it will be shareable under NDA.
Customer Data Processing Addendum
On requestFor operators with 15+ units who need a signed DPA before rolling TenantBay out across a portfolio, contact us: we have a template ready and are happy to walk a lawyer through it.
Reporting a vulnerability
If you believe you have found a security issue affecting TenantBay or any TenantBay customer, email [email protected]. Please give us a reasonable window to investigate and remediate before any public disclosure, and avoid accessing data that is not your own while testing.
We commit to acknowledging valid reports within 2 business days, and will keep you updated as we triage and fix the issue. While a paid bug bounty is still ahead of us, we are glad to credit researchers who report responsibly.