How we handle data

• Landlord account data — name and email via Clerk so you can sign in and manage your portfolio.
• Property and tenancy records — addresses, tenancies, rent, inspections, maintenance, compliance, and notices — so you can run the tenancy in one place.
• Documents you upload — agreements, reports, and notices — stored privately for your account.
• Tenant applications — details applicants submit on an apply form (identity, contact, employment, references, and similar) so you can assess applicants.
• Tenant screening reports (Centrix) — when you (the landlord) choose to run a check and the applicant has consented:
  • Credit / adverse file (Centrix AdverseReport)
  • Court fines — a separate Centrix product that returns Ministry of Justice overdue fines information
  • Tenancy Tribunal information — included as an add-on on the adverse/tenancy report, not a standalone Centrix product
  • NZ driver licence verification (optional) when a licence is supplied
• Bank feed data (Akahu) — available to select landlords during rollout. If you connect your bank, we sync settled transactions and related account metadata so you can reconcile rent and expenses. This is a landlord connection, not a tenant open-banking flow.
• MBIE bond lodgement — if you use RealMe-connected bond lodgement, we send the bond, tenancy, landlord, and tenant details MBIE requires to lodge or manage a bond, and keep a local submission record.

Centrix — Centrix treats the landlord as the subscriber. TenancyIQ runs the check as the landlord’s agent and holds a report summary (and retrieval of the Centrix PDF) for that tenancy decision. Applicants see Centrix’s privacy statement before consent. We do not use Centrix reports for TenancyIQ’s own credit decisions.

Akahu — Available to select landlords during rollout. You authorise Akahu to share your bank connection with TenancyIQ. Access tokens are stored encrypted. Synced transactions are stored like other bank imports so you can match rent and expenses. Disconnecting Akahu revokes the connection; historical imported transactions are not automatically wiped unless you delete that data through normal account or data-deletion paths.

MBIE (Tenancy Services bond APIs via RealMe) — OAuth tokens are stored encrypted. Lodgement payloads include landlord MBIE id, property, tenant contacts, bond amounts, and payment method details required by MBIE. We keep a redacted local snapshot of the request for audit and status (sensitive bank or token-like fields redacted).

• App database — a managed database on our Railway infrastructure for account and tenancy records.
• Files and documents — private object storage (Cloudflare R2 in our production architecture).
• In transit — HTTPS/TLS.
• At rest — encrypted at rest by our infrastructure providers. Selected integration secrets (for example Akahu and MBIE OAuth tokens) and Centrix report material we encrypt before storage receive additional application-level encryption.

See also Security & Trust.

Centrix summaries stay on the application while you need them for that tenancy decision. Deleting a report removes it from your account view and deletes our stored Centrix summary cache and encrypted PDF copy for that check. Consent records are kept for audit. Applicants can also email [email protected]. Account-level deletion follows the process on our Data deletion page and Privacy Statement.

This page is explanatory. Rights, retention, and legal detail are in the Privacy Statement. Questions: [email protected].