Privacy Policy
Last updated: March 7, 2026
1. Who we are
TenantDesk ("we", "us") is a service by Agentic Workflows that provides AI-powered tenant support for rental property managers. Contact: privacy@tenantdesk.io
2. What data we collect
- Tenant messages: Text, voice notes, and photos sent via Telegram or WhatsApp during support conversations.
- Contact information: Name, phone number, and address voluntarily provided during intake.
- Technical identifiers: Chat IDs (Telegram user ID or WhatsApp phone number) for session management.
- Agent accounts: Email and hashed password for dashboard login.
3. Why we process data (legal basis)
We process tenant data based on legitimate interest (GDPR Art. 6(1)(f)) to provide maintenance support services on behalf of property management agencies. For agent accounts, processing is based on contractual necessity (Art. 6(1)(b)).
4. How we use data
- Handling and routing maintenance requests to the appropriate agency and specialist.
- AI-powered language detection, translation, and issue categorization.
- Voice message transcription (via OpenAI Whisper).
- Storing photos and documents for issue documentation.
- Notifying property agents about new cases.
5. Data storage and security
- Database: Neon PostgreSQL (EU - Frankfurt), encrypted at rest, SSL connections.
- File storage: Cloudflare R2 (EU region), encrypted at rest.
- Server: Hetzner Cloud (Germany), TLS/HTTPS for all connections.
- Passwords: Hashed with bcrypt (never stored in plaintext).
- Authentication: httpOnly secure cookies with JWT tokens.
6. Data retention
Conversation history and uploaded files are retained for 90 days after case closure, then automatically deleted. Active (open) cases are retained indefinitely until closed. Agent account data is retained while the account is active.
7. Third-party processors
| Processor | Purpose | Location |
|---|---|---|
| Neon | Database hosting | EU (Frankfurt) |
| Cloudflare | File storage (R2) | EU |
| Hetzner | Server hosting | Germany |
| OpenAI | AI processing, voice transcription | US (SCCs) |
| Telegram | Messaging platform | UAE/UK |
| Meta (WhatsApp) | Messaging platform | US/EU (SCCs) |
8. Your rights (GDPR)
You have the right to:
- Access your personal data.
- Rectify inaccurate data.
- Erase your data ("right to be forgotten").
- Restrict or object to processing.
- Data portability (receive your data in a structured format).
To exercise these rights, contact privacy@tenantdesk.io. We will respond within 30 days.
9. Cookies
We use only essential httpOnly authentication cookies. No tracking cookies, no analytics, no third-party cookies. No consent banner is required.
10. Changes to this policy
We may update this policy. Changes will be posted on this page with an updated date.