TenancyRenew — Privacy Policy

Last updated: 15 October 2026

This Privacy Policy explains how TenancyRenew ("we", "us", "our") collects, uses, stores and protects personal data when you use our service at tenancyrenew.com (the "Service"). TenancyRenew is operated by LHK TENANCY RENEW SERVICES (SSM No. 202603259456 / NS0328119-K). It applies to registered real estate agents, to registered property owners, and to the landlords and tenants whose information is uploaded into the Service. It is written with Malaysia's Personal Data Protection Act 2010 (PDPA) in mind.

1. What data we collect

From you (agent or property owner):

Name, phone number and email address
For agents: agency name and REN/REA registration number (if provided)
Login details (your password is never stored in plain text)
Subscription and payment status
Your referral code, and the referral code you entered at sign-up, if any
Your free trial start date (the free trial lasts 30 days)
Your choice to receive WhatsApp messages (your opt-in), and the date you gave it

From the tenancy agreements you upload:

Landlord name, phone number and address
Tenant name, phone number and address
Property address, monthly rent, deposits, start date and end date
The uploaded document itself (photo or PDF of the signed agreement)

2. How we use this data

To read your tenancy agreement and record the lease details and renewal dates
To send you renewal reminders and summaries by email and, if you have opted in, by WhatsApp
To show your records on your own account page and to let you export or delete them
To manage your account, subscription and billing
To respond to support requests and keep the Service secure

We do not use landlord or tenant data for marketing, and we do not sell personal data to anyone.

3. Why we may process this data

We process your own account data to provide the Service you signed up for. Landlord and tenant details come from agreements that you upload. By uploading, you confirm that you are allowed to share them with us for the purpose of tracking renewals, and that you will tell the landlord or tenant where the law requires it.

4. Who we share data with (our service providers)

We use trusted service providers to run the Service. They receive only the data needed for their job, and they act on our instructions. They are:

Cloud database and file storage — keeps your account and lease records. Servers are in Singapore.
Workflow and cloud hosting services — run our automated processes, such as reading agreements and sending reminders.
An AI service — reads the uploaded agreement and extracts the lease details. Under the provider's commercial terms, the content we send it is not used to train its AI models.
An email delivery service — sends account emails, renewal reminders and summaries.
WhatsApp Business Platform (Meta) — delivers WhatsApp messages, only to people who have opted in.
Website hosting — serves our website pages.

We do not sell personal data. We do not let any provider use it for its own marketing.

Some of these providers may store or process data outside Malaysia, including in Singapore.

5. Data security

Each agent and each owner can only see their own records. This is enforced in the database.
Agents and owners are kept separate: an owner's records are never shown to agents, and one owner's records are never shown to another owner.
Passwords are handled through secure sign-in and are never stored in plain text.
Access to the underlying database is limited to the business operator.

No system is 100% secure, but we take reasonable steps for a business of our size to protect your data.

6. How long we keep your data

While your account is active: we keep your records for as long as you use the Service.
Expired, untouched leases: if a lease's end date has passed and there has been no activity on the record for 24 months, we delete it.
After you cancel your account: we keep your data for 90 days in case you want to come back, and then permanently delete it.

7. Your rights

You may ask to see the personal data we hold about you, ask us to correct it, withdraw your consent where we rely on it, and ask us to stop using your data for direct marketing. You can also export your records (CSV) or delete a record yourself from your account page. To make a request, contact us using the details in section 11.

8. WhatsApp messages

We send WhatsApp messages only to people who have opted in. You can stop them at any time by replying STOP or by contacting us.

9. How to delete your data

In your account: open your records and use "Delete this record" to remove a lease.
Delete everything: email support@tenancyrenew.com from your registered email address with the subject "Delete my data". We will confirm, then delete your account and all linked records.

10. Quiz and tips sign-ups

If you take our Renewal Health Score quiz and choose to give us your email address, we keep your email, your quiz score and result level, the date, and the tick boxes you chose. If you also give a mobile number, we keep it only if you tick the box allowing us to contact you about TenancyRenew.

Why: to show you your full list of fixes, to send you occasional renewal tips and updates by email, and, only if you allowed it, to contact you about TenancyRenew.
No selling or sharing: we do not sell these details and we do not share them for anyone else's marketing.
Stop or delete: every tips email has an Unsubscribe link, and it stops the emails straight away. To have your quiz details deleted, email support@tenancyrenew.com with the subject "Delete my data".
Where kept: in the same cloud database as our other records, with servers in Singapore. Only the business operator can read them.

11. Children's data, changes and contact

TenancyRenew is for adults. We do not knowingly collect data about children. We may update this policy; we will tell registered users by email or an in-app notice before material changes take effect.

Questions or requests: support@tenancyrenew.com · +60 19-321 9289
LHK TENANCY RENEW SERVICES (SSM No. 202603259456 / NS0328119-K)

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