Privacy Policy

This Privacy Policy explains how TenTotal ("TenTotal", "we", "us" or "our") collects, uses, shares and protects personal information through the TenTotal website, the TenTotal application and our related sales and support activities (together, the "Service"). We are based in Calgary, Alberta, Canada. We follow Canada's Personal Information Protection and Electronic Documents Act (PIPEDA) and Alberta's Personal Information Protection Act (PIPA), and, where they apply to us, other privacy laws such as the EU and UK General Data Protection Regulation (GDPR).

Two roles: our own information and our customers' records

TenTotal is software that landlords and property managers ("customers") use to keep records about their properties, tenants, owners, leases, invoices and payments.

When we decide why and how information is used, such as our website visitors, people who contact us, and the people who sign in to TenTotal, we are responsible for that information, and this Privacy Policy applies.
When we hold records on a customer's behalf, such as a tenant's name, contact details, lease and payment history entered by their landlord, the customer is responsible for that information and decides how it is used. We process it only on the customer's instructions, under our Data Processing Addendum. If you are a tenant or owner and have questions about your records, please contact your landlord or property manager first. We will help them respond.

Personal information we collect

Information you give us

Contact information, such as your name, e-mail address, phone number, company name and job title.
Account information, such as your sign-in e-mail, password (stored only in a protected, hashed form) and your role in your company.
Agreement records: when you accept our terms in the app, we keep the name you typed, the version you accepted, the date and time, your IP address and your browser, as proof of acceptance.
Messages, such as what you send through our contact form or to our support team.
Billing information for your company's subscription. Card details, if used, are handled directly by our payment processor and are not stored by us.

Information collected automatically

Device and log information, such as IP address, browser type, operating system, pages viewed, times of access and error logs, used to run and secure the Service.
Cookies and browser storage. See our Cookie Notice. We do not use advertising or cross-site tracking cookies.

Information from others

Your company, when an account owner invites you or sets up your access.
Sign-in providers, such as Google, if you choose to sign in with them (your name, e-mail address and profile picture, according to your settings there).

How we use personal information

We use personal information to:

provide, operate, maintain and secure the Service, including signing you in and keeping each company's records separate;
send service messages, such as security alerts, invoices and receipts for your subscription, and notices about changes;
respond to your questions, demo requests and support requests;
understand how the Service is used so we can fix problems and improve it;
keep records of agreements and protect our legal rights;
prevent, detect and investigate fraud, abuse and security incidents; and
comply with the law and with lawful requests from authorities.

We will only send you marketing e-mails with your consent, as Canada's Anti-Spam Legislation (CASL) requires, and every marketing e-mail has an unsubscribe link. We do not sell personal information, and we do not use it for targeted advertising.

Artificial intelligence

If a customer turns on the optional "Ask TenTotal" AI helper, the question asked and the records needed to answer it are sent to our AI provider to produce the answer. We contractually require our AI provider not to use this information to train its models. We do not use customer records to train AI models.

We share personal information only as described here:

Service providers who host, store, secure and deliver the Service for us, such as cloud hosting, database, e-mail delivery and AI providers. They may use it only to provide services to us. Our current list is on our Subprocessors page.
Your company. If you use TenTotal through your employer or a client, that company's account owner can see your account and activity in its workspace.
Professional advisers, such as lawyers, accountants and insurers, under duties of confidentiality.
Authorities, when the law requires it, or to protect the rights, property or safety of TenTotal, our customers or others.
Business transfers: if we are involved in a merger, sale or financing, personal information may be transferred as part of that deal, subject to this Privacy Policy.
With your consent, or at your direction.

Where information is stored

We are based in Canada. Some of our service providers store or process information in the United States and other countries. When information is outside Canada, it is subject to the laws of that country and may be accessible to its courts and authorities. We use contracts and other safeguards to protect information wherever it is processed.

How long we keep information

We keep personal information only as long as we need it for the purposes above, including legal, accounting and reporting requirements. For example, we keep agreement records for as long as the account exists and for a reasonable period afterwards, and contact-form messages for up to two years after our last exchange. Customer records are kept and deleted as set out in our agreement with the customer. When we no longer need information, we delete it or make it anonymous.

How we protect information

We use administrative, technical and physical safeguards appropriate to the sensitivity of the information, including encrypted connections, access rules that keep each company's records separate, role-based permissions, hashed passwords and audit records. No system is perfectly secure. If a breach of security creates a real risk of significant harm to you, we will notify you and the Privacy Commissioner as the law requires.

Your rights and choices

Subject to the law, you can:

ask whether we hold personal information about you and for a copy of it;
ask us to correct information that is inaccurate or incomplete;
withdraw your consent to a use of your information, subject to legal or contractual limits (this may mean we can no longer provide some services);
unsubscribe from marketing e-mails at any time; and
update some account information yourself in the app's Settings.

To make a request, e-mail privacy@tentotal.ca or use our contact form and choose "Privacy request". We will respond within 30 days and may ask you to confirm your identity. If your request is about records a landlord keeps about you in TenTotal, we will pass it to them and help them respond.

If you are not satisfied with our response, you may contact the Office of the Information and Privacy Commissioner of Alberta (oipc.ab.ca) or the Office of the Privacy Commissioner of Canada (priv.gc.ca).

Visitors from Europe and the United Kingdom

If the GDPR applies to our processing of your information, we rely on these legal bases: performing our contract with you or your company; our legitimate interests in running, securing and improving the Service and responding to you; complying with legal obligations; and your consent where we ask for it (you can withdraw it at any time). You also have the rights to restrict or object to processing, to data portability, and to complain to your local data protection authority. Canada benefits from an adequacy decision of the European Commission for organizations subject to PIPEDA. Where information is transferred to countries without such a decision, we use safeguards such as the European Commission's standard contractual clauses.

Children

The Service is for businesses and is not intended for anyone under 18. We do not knowingly collect personal information from children. If you believe a child has given us personal information, please contact us and we will delete it.

Changes to this policy

We may update this Privacy Policy. We will change the date at the top and, if the change is significant, tell you by e-mail or by a notice in the Service before it takes effect.

Contact us

Privacy questions and requests: privacy@tentotal.ca

Mail: TenTotal, Attention: Privacy Officer, Calgary, Alberta, Canada

Our Privacy Officer is responsible for our compliance with this policy.

Adapted from attorney-drafted templates by General Legal, PC, released under CC0 1.0. This document is provided for the use of TenTotal and its customers; it is not legal advice to you.