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DigitalTenant
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DigitalTenant Privacy Policy

Last updated: January 9, 2026

Contents

This Privacy Policy describes how DigitalTenant LLC ("Company," "we," "us," or "our") collects, uses, and shares information about you when you use our websites, mobile applications, and other online products and services (collectively, the "Services") or when you otherwise interact with us.

DigitalTenant is a property management platform that serves landlords, property managers, tenants, and service professionals. Due to the nature of our Services, we may collect and process various types of personal information, including information related to rental applications, tenant screening, and financial transactions.

Please read this Privacy Policy carefully. By using our Services, you agree to the collection, use, and sharing of your information as described in this Privacy Policy.

Information Collection

Personal Information You Provide to Us

We collect personal information that you voluntarily provide to us when you register on our Services, express an interest in obtaining information about us or our products and services, when you participate in activities on our Services, or otherwise when you contact us.

Account Information

When you create an account, we may collect:

  • Name and contact information (email address, phone number, mailing address)
  • Username and password
  • Profile information (profile photo, bio)
  • Role type (landlord, property manager, tenant, service professional)

Property Information (Property Managers/Landlords)

  • Property addresses and descriptions
  • Rental rates and lease terms
  • Property photos and documents
  • Banking and payment information for rent collection
  • Tax identification numbers (for 1099 reporting)

Tenant Information

  • Rental application information
  • Employment and income information
  • Rental history and references
  • Payment information for rent payments
  • Emergency contact information

Communication Information

  • Messages sent through our platform
  • Maintenance requests and communications
  • Customer support inquiries
  • Feedback and survey responses

Information Automatically Collected

Some information is collected automatically when you visit, use, or navigate our Services. This information does not reveal your specific identity but may include:

  • Device and browser information (IP address, browser type, operating system)
  • Usage data (pages visited, features used, time spent)
  • Location information (general geographic location based on IP address)
  • Referring URLs and search terms
  • Click patterns and interaction data

This information is primarily needed to maintain the security and operation of our Services, and for our internal analytics and reporting purposes.

Sensitive Information

Sensitive Personal Information

In connection with certain Services, particularly our Tenant Passport screening service, we may collect or facilitate the collection of sensitive personal information, including:

  • Social Security Numbers (SSN) - For tenant screening and credit checks
  • Date of Birth - For identity verification
  • Government-issued ID - For identity verification
  • Financial account information - For payment processing
  • Credit history - Obtained through our screening partner
  • Criminal background information - Obtained through our screening partner
  • Eviction history - Obtained through our screening partner

Important: We only collect sensitive information with your explicit consent and for specific, disclosed purposes. Tenant screening information is collected and processed by our third-party screening partner (TransUnion) under their own privacy policy and the Fair Credit Reporting Act (FCRA).

We do not sell your sensitive personal information. We use this information only for the purposes for which it was collected.

Information Processing

How Do We Process Your Information?

We process your personal information for a variety of reasons, depending on how you interact with our Services:

To Provide Our Services

  • Create and manage your account
  • Facilitate property listings and rental applications
  • Process tenant screening requests (Tenant Passport)
  • Enable rent collection and payment processing
  • Manage maintenance requests and communications
  • Generate financial reports and analytics

To Communicate With You

  • Send account notifications and updates
  • Respond to your inquiries and support requests
  • Send marketing communications (with your consent)
  • Notify you of changes to our Services or policies

For Security and Compliance

  • Prevent fraud and unauthorized access
  • Verify user identity
  • Comply with legal obligations (tax reporting, subpoenas, etc.)
  • Enforce our Terms of Service

To Improve Our Services

  • Analyze usage patterns and trends
  • Develop new features and functionality
  • Conduct research and testing
Legal Bases

Legal Bases for Processing

We process your information only when we have a valid legal reason to do so. Depending on the circumstances, we may rely on the following legal bases:

  • Consent: You have given us permission to process your information for a specific purpose
  • Contract: Processing is necessary to fulfill our contractual obligations to you
  • Legal Obligation: We are required to process your information to comply with the law
  • Legitimate Interests: Processing is necessary for our legitimate business interests, provided those interests don't override your rights
Data Sharing

When and With Whom Do We Share Your Information?

We may share your information in the following situations:

With Other Users

Depending on your role, certain information may be shared with other users of the platform:

  • Tenants: Your rental application information may be shared with property managers/landlords you apply to
  • Property Managers: Your contact information may be shared with tenants at your properties
  • Service Professionals: Your business information may be visible to users seeking your services

With Service Providers

We share information with third-party vendors who perform services on our behalf (see "Third-Party Services" section below).

Business Transfers

We may share or transfer your information in connection with, or during negotiations of, any merger, sale of company assets, financing, or acquisition of all or a portion of our business to another company.

Legal Requirements

We may disclose your information where required by law, such as to comply with a subpoena, court order, or similar legal process, or when we believe disclosure is necessary to protect our rights, your safety, or the safety of others.

With Your Consent

We may share your information for other purposes with your consent or at your direction.

Third-Party Services

Third-Party Services We Use

We use third-party services to help provide, improve, and protect our Services. These third parties may have access to your information only to perform specific tasks on our behalf and are obligated to protect your information.

Tenant Screening

TransUnion - We partner with TransUnion to provide tenant screening services (credit reports, criminal background checks, eviction history). When you request a Tenant Passport or a landlord requests screening, your information is shared with TransUnion and processed under their privacy policy and the Fair Credit Reporting Act (FCRA).

TransUnion Privacy Policy

Payment Processing

Stripe - We use Stripe to process rent payments and other financial transactions. Payment information is collected and processed directly by Stripe under their privacy policy. We do not store complete credit card numbers on our servers.

Stripe Privacy Policy

Analytics

Google Analytics - We use Google Analytics to understand how users interact with our Services. Google Analytics collects information about your use of our website, including your IP address (anonymized), pages visited, and time spent.

Google Privacy Policy

Advertising

Google Ads & Meta (Facebook) - We may use these platforms for advertising and to measure the effectiveness of our marketing campaigns. These services may use cookies and similar technologies to track your interactions with our ads.

Cloud Infrastructure

Amazon Web Services (AWS) - Our Services are hosted on AWS infrastructure. Your data is stored and processed on AWS servers in accordance with their security and privacy standards.

AWS Privacy Policy

Tracking Technologies

Cookies and Tracking Technologies

We use cookies and similar tracking technologies (like web beacons and pixels) to gather information when you interact with our Services. These technologies help us:

  • Remember your preferences and settings
  • Keep you logged in to your account
  • Understand how you use our Services
  • Improve our Services based on usage patterns
  • Deliver relevant advertising

For detailed information about the cookies we use and how to manage your preferences, please see our Cookie Policy.

Social Authentication

Social Logins

Our Services offer you the ability to register and log in using your third-party social media account details (like your Google or Facebook account). Where you choose to do this, we will receive certain profile information about you from your social media provider.

The profile information we receive may vary depending on the social media provider concerned, but will often include:

  • Your name and email address
  • Profile picture
  • Other information you choose to make public

We will use the information we receive only for the purposes described in this Privacy Policy. We recommend that you review the privacy policy of your social media provider to understand how they collect, use, and share your personal information.

International Transfers

International Data Transfers

Our Services are hosted in the United States. If you access our Services from outside the United States, please be aware that your information may be transferred to, stored, and processed in the United States where our servers are located.

If you are a resident in the European Economic Area (EEA), United Kingdom (UK), or Switzerland, please note that these countries may not have data protection laws as comprehensive as those in your country. However, we will take all necessary measures to protect your personal information in accordance with this Privacy Policy and applicable law.

Data Retention

How Long Do We Keep Your Information?

We retain your personal information for as long as necessary to fulfill the purposes outlined in this Privacy Policy, unless a longer retention period is required or permitted by law.

Specific retention periods:

  • Account information: Retained while your account is active and for 7 years after account closure (for legal and tax purposes)
  • Financial records: Retained for 7 years (tax and legal requirements)
  • Tenant screening reports: Retained for 3 years or as required by law
  • Communications: Retained for 3 years after the communication
  • Usage data: Retained for 2 years

When we no longer need to process your personal information, we will either delete or anonymize it. If deletion is not possible (for example, because information has been stored in backup archives), we will securely store your information and isolate it from further processing until deletion is possible.

Data Security

How Do We Keep Your Information Safe?

We have implemented appropriate technical and organizational security measures designed to protect the security of your personal information. These include:

  • Encryption: Data is encrypted in transit (TLS/SSL) and at rest
  • Access controls: Access to personal information is limited to employees who need it
  • Secure infrastructure: Our Services are hosted on AWS with industry-standard security
  • Regular security assessments: We conduct regular security reviews and updates
  • Payment security: Payment processing is handled by PCI-DSS compliant providers

However, no method of transmission over the Internet or electronic storage is 100% secure. While we strive to use commercially acceptable means to protect your personal information, we cannot guarantee its absolute security.

If you believe your account has been compromised, please contact us immediately at privacy@digitaltenant.com.

Children's Privacy

Information Concerning Minors

Our Services are not intended for individuals under 18 years of age. We do not knowingly collect personal information from children under 18. If you are a parent or guardian and believe your child has provided us with personal information, please contact us immediately.

If we learn that we have collected personal information from a child under 18, we will take steps to delete such information as quickly as possible.

User Rights

Your Privacy Rights

Depending on your location, you may have certain rights regarding your personal information:

  • Right to Access: Request access to the personal information we hold about you
  • Right to Correction: Request correction of inaccurate personal information
  • Right to Deletion: Request deletion of your personal information (subject to legal exceptions)
  • Right to Portability: Request a copy of your data in a portable format
  • Right to Opt-Out: Opt out of certain data processing activities
  • Right to Withdraw Consent: Withdraw consent where processing is based on consent

To exercise these rights, please contact us at privacy@digitaltenant.com. We will respond to your request within 45 days (or sooner if required by law).

Note: We may need to verify your identity before processing your request. We will not discriminate against you for exercising your privacy rights.

California Rights

California Privacy Rights (CCPA/CPRA)

If you are a California resident, you have specific rights under the California Consumer Privacy Act (CCPA) and California Privacy Rights Act (CPRA):

  • Right to Know: You can request information about the categories and specific pieces of personal information we have collected, the sources of that information, our business purposes for collecting it, and the categories of third parties with whom we share it.
  • Right to Delete: You can request that we delete your personal information, subject to certain exceptions.
  • Right to Correct: You can request that we correct inaccurate personal information.
  • Right to Opt-Out of Sale/Sharing: You can opt out of the "sale" or "sharing" of your personal information for targeted advertising. Note: We do not sell your personal information.
  • Right to Limit Use of Sensitive Information: You can limit our use of sensitive personal information to what is necessary to provide the Services.
  • Right to Non-Discrimination: We will not discriminate against you for exercising your privacy rights.

To submit a request, contact us at privacy@digitaltenant.com or call 303-381-4483.

Colorado Rights

Colorado Privacy Rights (CPA)

If you are a Colorado resident, you have specific rights under the Colorado Privacy Act (CPA):

  • Right to Access: Confirm whether we are processing your personal data and access that data.
  • Right to Correct: Correct inaccuracies in your personal data.
  • Right to Delete: Delete your personal data.
  • Right to Data Portability: Obtain a copy of your personal data in a portable format.
  • Right to Opt-Out: Opt out of targeted advertising, sale of personal data, or profiling.

To exercise your rights, contact us at privacy@digitaltenant.com. If we deny your request, you may appeal by contacting us within 45 days.

Tracking Preferences

Do-Not-Track Controls

Most web browsers and some mobile operating systems include a Do-Not-Track ("DNT") feature or setting you can activate to signal your privacy preference not to have data about your online browsing activities monitored and collected.

At this time, no uniform technology standard for recognizing and implementing DNT signals has been finalized. As such, we do not currently respond to DNT browser signals. However, you can manage your cookie preferences through our Cookie Policy.

If a standard for online tracking is adopted that we must follow in the future, we will inform you about that practice in a revised version of this Privacy Policy.

Policy Changes

Updates to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or other factors. The updated version will be indicated by an updated "Last updated" date at the top of this Privacy Policy.

If we make material changes to this Privacy Policy, we will notify you by:

  • Posting a prominent notice on our website
  • Sending you an email notification (if you have an account)
  • Displaying a notice when you log in to your account

We encourage you to review this Privacy Policy periodically to stay informed about how we are protecting your information.

Contact Information

How to Contact Us

If you have questions or comments about this Privacy Policy or our privacy practices, please contact us:

Data Access

How to Access, Review, or Delete Your Data

You have several options to access, review, or delete your personal information:

Through Your Account

You can access and update most of your personal information by logging into your DigitalTenant account and visiting your account settings.

By Contacting Us

For requests that cannot be handled through your account, or to request deletion of your data, please contact us at privacy@digitaltenant.com.

When submitting a request, please include:

  • Your full name and email address associated with your account
  • A description of what data you want to access, correct, or delete
  • Any information that will help us verify your identity

We will respond to your request within 45 days (or sooner if required by applicable law). If we need additional time, we will notify you of the extension and the reasons for it.