TURBOLEASE / RENTAL MANAGEMENT
Rental management privacy
Version: October 17, 2026
This supplement explains the information used for an existing tenancy’s rent records, tenant portal and optional monthly rent-confirmation emails. It adds this purpose to the main privacy policy; it does not authorize using an applicant-screening file for ongoing income monitoring.
The landlord controls the tenancy records it enters and must provide this notice to its tenants. TurboLease handles those records on the landlord’s instructions under the processing agreement. We separately handle account authentication, service security, billing and our own required business records. The first creation under the current agreement records the landlord organization, accepting account, agreement version, language and time; it does not record a tenant’s consent on their behalf.
Rental records use Canadian application hosting through Fly.io in Toronto and the Canadian database region described in the main policy. Cloudflare handles security and requests in transit; account authentication uses the configured service infrastructure. Resend processes recipient addresses and portal links for email delivery in the United States. Notes and rent amounts are excluded from those reminder emails. These providers handle data for service purposes; Canadian hosting does not mean that every processing step remains in Canada. For provider details and privacy questions, use the contact below.
Signed leases and renewal planning
When you upload a signed lease, you instruct TurboLease to keep that document in your private landlord workspace. Store only relevant lease pages you are authorized to provide. Uploaded PDFs remain original files; photos are normalized and their embedded camera metadata is removed. Files are encrypted in storage with a server-held key and are downloaded through authenticated workspace access. They are not published, sent to an AI service, used for face recognition or checked for signature authenticity. The tenant portal does not expose these attachments. Keep your signed original independently.
We record the uploading account, document name, type, size, content fingerprint, storage-purpose version and time. You can remove an attachment from the workspace. Remaining attachments follow the tenancy’s deletion schedule and are removed when the linked tenancy or organization is deleted. A lease’s stated term-end date alone does not trigger ending or deletion.
Renewal planning records the lease dates and reminder date you confirm, the jurisdiction you select, task history, and a tenant’s stay, leave or undecided response and optional note. That response is visible to the landlord. Tenant renewal emails have a separate choice from monthly rent emails, with a recorded version and withdrawal history. Landlord task and response notifications contain a workspace link, without the lease, tenant note or rent amount. A planning response is not a statutory notice, an acceptance of changed lease terms or an instruction to end a tenancy.
1. Information and purpose
The landlord provides a unit label, tenant name and email, country, currency, timezone, agreed rent, due day and tenancy dates. We store the invitation and acceptance status, account identifiers, monthly request dates, tenant declarations and optional notes, landlord-entered payment dates and amounts, and reminder consent and withdrawal records. These records organize the tenancy and deliver the chosen monthly reminders.
This rental management feature does not collect bank credentials, connect a tenant’s bank, accept bank-statement uploads or assess employment, income or housing eligibility. Avoid unnecessary sensitive information in the free-text notes.
2. Who can see it
The authorized landlord workspace can access its tenancy’s records. A tenant who accepts a private invitation using the invited verified email can access their own tenancy’s portal and responses. Tenant declarations and notes are shared with that landlord. Invitation links should be shared only with the intended tenant. The public demo contains fictional records, not production tenant data.
Our service infrastructure processes stored records and authentication. Resend sends opted-in monthly email notifications, with the recipient address and a portal link; the email does not contain tenant notes, rent amounts or bank information. Where a new subscription is purchased, Stripe processes billing information and technical subscription identifiers. Our main privacy policy describes the infrastructure providers and international processing. Rental notes and payment records must not be sent to advertising tools.
3. Monthly choice and withdrawal
Accepting a tenancy invitation does not by itself opt you into monthly emails. You choose that separately in the portal. The consent text, version and time are recorded. You can stop future rent-confirmation emails in the same portal. Withdrawal preserves earlier responses and the landlord’s manual ledger; it does not change the lease. Ending a tenancy also stops future monthly requests.
Rent follow-up choices
Additional rent follow-ups require a separate tenant choice and the landlord’s follow-up setting. We record the choice, its version, language and time, withdrawals, the landlord setting, and the period and delivery stage of each follow-up. Before sending, the service checks the monthly reply and the total payments recorded for that period. Any reply or a fully recorded payment stops further follow-ups for that month. These checks use the workspace records, not a bank connection. You can stop follow-ups in the tenant portal without withdrawing monthly emails; stopping monthly emails also stops follow-ups.
Follow-up delivery metadata is removed after 30 days. A minimal period-and-stage record is kept for up to 365 days to prevent duplicate sends, including the due date, agreed rent and currency at scheduling, and delivery outcome. Settings and consent history follow the linked tenancy’s deletion schedule.
4. Retention
- Monthly rent-confirmation requests, tenant declarations and their notes are scheduled for deletion once they are more than 365 days old.
- Landlord payment notes are removed after 365 days. The numerical payment ledger is retained while the tenancy remains active.
- An ended tenancy and its remaining linked records are scheduled for deletion 365 days after the recorded end. Ending the tenancy does not delete its history immediately.
- Email delivery metadata is scheduled for deletion after 30 days. Deleting the landlord organization or its account removes the related tenancy records; separate billing and legal records follow their applicable requirements.
These deletions run through the service’s scheduled retention process. Cancelling a subscription stops future paid activity after the paid period; it does not immediately erase rental history. Keep any records you need for your own legal, tax or accounting obligations before their scheduled deletion.
5. Access, correction and privacy requests
Use your portal to view your tenancy and change your monthly email choice. For access, correction, consent withdrawal, deletion or a privacy concern, contact our privacy officer at the address below. We verify the requester’s identity and assess the request under the applicable law, including any required retention. A request is not a promise to delete another party’s lawful records immediately.