Privacy and Cookie Policy

Effective Date: 1 September 2025

Last Updated: 15 October 2025

At TenePass, your privacy is central to everything we build. This Privacy and Cookie Policy explains how we collect, use, share, and protect personal data of everyone using our platform, including renters (applicants) and Screeners (landlords, agents, and hosts). We process all data in accordance with the General Data Protection Regulation (GDPR) and other applicable privacy laws.

Definitions

• “Applicant” refers to an individual who uses TenePass to perform a Quick Check, submit documents, request evaluations, receive Certificates, or manage a rental profile.
  
  
• “Screener” refers to a verified landlord, agent, or host who uses TenePass to view verified certificate information, organize applications, or manage listings.
  
  
• “Certificate” means the standardized digital record issued by TenePass that reflects an Applicant’s verified information and rental score.
  
  
• “Score” or “Rental Score” means the numerical result generated within TenePass according to the standardized scoring methodology described in this Policy and related Terms
  
  
• “Evaluation” means the structured process in which submitted Applicant information and documents are reviewed, verified, and scored using the standardized methodology applied by TenePass.
  
  
• “Service” refers to the TenePass platform, website, dashboards, mobile and desktop applications, and related tools used to evaluate, manage, and display Certificates.
  
  
• “Rental Profile” refers to the optional Applicant profile that contains personal and preference-based information such as profession, household size, pet information, accessibility needs, profile bio, profile photo, preferred locations, and intended move-in date.
  
  
• “Apply Link” refers to a secure, unique link created by a Screener that allows an Applicant to share or attach a Certificate to a specific property or application.
  
  
• “Visibility” means the Applicant-controlled setting that determines whether a Certificate and rental profile are shareable and discoverable within the TenePass screening environment.
  
  
• “Evaluation Team” refers to authorized TenePass personnel or partners who review Applicant submissions and perform scoring in accordance with standardized rules and quality controls.
  
  
• “Trusted Processors” refers to third-party service providers that support secure operation of the Service, subject to Data Processing Agreements and applicable safeguards.
  
  
• “Personal Data” means any information relating to an identified or identifiable natural person as defined under the GDPR.
  
  
• “Controller” refers to UnitedUnits B.V., which determines the purposes and means of processing Personal Data within the Service.
  
  

1. Scope

This Privacy and Cookie Policy applies to everyone using the TenePass platform, including:

1.1. Applicants: individuals using TenePass to perform a Quick Check, submit documents, request evaluations, receive Certificates, or manage their rental profiles.

1.2. Screeners (Landlords, Agents, or Hosts): individuals or organizations using TenePass to view verified certificates, organize applications, or manage listings within the platform.

1.3. This policy applies to all use of the TenePass website, dashboard, and mobile applications, including all current and future application types (desktop, web, and mobile), where cookies or similar technologies are used.

2. Who We Are

TenePass is operated by:
UnitedUnits B.V.
Galvanistraat 1807
3029 AD Rotterdam
The Netherlands
KvK: 93504748
Email: contact@tenepass.com

UnitedUnits B.V. is the data controller for all personal data processed via the TenePass platform. We collect and process personal data necessary to operate the TenePass platform for both renters and Screeners.

3. What Data We Collect

We collect and process personal data necessary to operate the TenePass platform for both Applicants and Screeners.

3.1. For Applicants

3.1.1. Account & Contact Information
First name, last name, email address, and language preference.

3.1.2. Identity & Verification Documents
Documents submitted to verify your identity, income, and rental eligibility. These may include, for example:

• Government-issued ID (such as a passport or residency permit)
  
  
• Employment or student documents (such as contracts, payslips, official employment history extracts, or guarantee forms)
  
  
• Self-employed documents (such as Chamber of Commerce extracts, profit and loss statements, or auditor reports)
  
  
• Rental history (for example, municipal registration extracts or other proof of address)
  
  
• Financial documents (such as bank statements or other affordability records)
  
  

3.1.3. Financial Input
Declared monthly income and target rent.

3.1.4. Profile & Household Information
This section includes personal and preference-based information that helps inform your evaluation or support matching with rental opportunities. You may choose to provide:

• Profession or occupation
  
  

• Household size
  
  

• Pet information
  
  

• Accessibility needs
  
  

• Profile bio
  
  

• Profile photo or avatar
  
  

• Preferred locations
  
  

• Intended move-in date
  
  

3.1.5. Data Minimization Notice
We deliberately minimize the data we collect. We do not ask for your full residential address, marital status, or number of children. We only collect what is essential for your rental evaluation.

3.2. For Screeners

3.2.1. Account & Contact Information:
Name, email address, organization name (if applicable), role, and team membership.

3.2.2. Property and Listing Data:
Property identifiers, addresses, rent ranges, and listing metadata you create in the Screener dashboard.

3.2.3. Applicant Interaction Data:
Certificates viewed, invitations sent, applicant statuses, and notes added within your dashboard.

3.2.4. Usage and Log Data:
Login activity, searches, filters, and audit logs for certificate access and property management actions.

3.2.5. Document Access Restriction:
TenePass does not collect or store any personal documents from applicants on the Screener side. Screeners can only access information explicitly shared with them by applicants through verified certificates or dashboard interactions.

4. Why We Collect Your Data

We process your data based on the following legal bases under the GDPR.

4.1. For Applicants

• To create and manage your account – contractual necessity
  
  
• To calculate and deliver your rental score – contractual necessity
  
  
• To evaluate your uploaded documents – consent (explicit at submission)
  
  
• To verify your identity (optional) – consent (explicit before ID verification, offered as an optional visibility feature after certificate issuance)
  
  
• To process payments – contractual necessity
  
  
• To communicate with you about your evaluation or certificate – legitimate interest
  
  
• To store optional profile details – consent
  
  
• To share your certificate via link or dashboard – separate consent (explicitly requested before sharing)
  
  

4.2. For Screeners

• To create and manage your account and property listings – contractual necessity
  
  
• To view and verify Applicant certificates shared with you – legitimate interest and contractual necessity
  
  
• To communicate with Applicants through in-platform features – legitimate interest
  
  
• To manage teams and assign roles within your organization account – contractual necessity
  
  
• To process subscription payments or credits – contractual necessity
  
  
• To store preferences and optional profile details – consent
  
  

All processing is performed in accordance with GDPR principles of data minimization, transparency, and purpose limitation.

5. How We Use Your Data for Evaluation

TenePass uses structured, standardized processes to evaluate applicant data and display verified results to authorized Screeners. This section explains how your data is used during and after the evaluation process.

5.1. For Applicants: Your uploaded documents and declared information are processed to generate a standardized rental score. The evaluation process follows a predefined scoring framework and is performed exclusively by trained human evaluators, not by AI. TenePass may use AI or automated systems to assist with data extraction and formatting, but all scoring decisions are made manually and independently by authorized reviewers.

Each evaluation follows a consistent and auditable logic, measuring factors such as financial stability, professional status, and rental history. The underlying methodology is proprietary to TenePass and may be updated over time to improve fairness, accuracy, and legal compliance.

5.2. For Screeners: Score and certificate data are used solely to display verified, read-only information about Applicants who have explicitly chosen to share their certificate. Screeners cannot access, download, or view any underlying documents submitted by Applicants.

6. Quick Check Feature and Anonymized Logging

The Quick Check is an optional tool that provides Applicants with an estimated rental score based on self-declared information. It can be used with or without creating an account.

6.1. Before using the Quick Check, a consent modal will appear. By accepting, you agree that we may log the values you entered (such as income, rent amount, and location), along with the estimated result provided.

6.2. Only user-provided inputs are stored. No background data is collected, and no personal documents are involved.

6.3. The stored data is fully anonymized and cannot be linked to your identity, account, or any certificate. We use it solely for internal statistics and product improvement, such as analyzing average results by rent level and location.

6.4. Quick Check results do not affect your official certificate and are never visible to landlords, agents, or the evaluation team.

6.5. This data is never shared with Screeners or any third party. Because it is anonymized, it is not considered personal data under the GDPR.

7. How We Store and Protect Your Data

Your personal data is protected through strict technical and organizational safeguards that comply with GDPR and recognized industry standards.

7.1. All communication between your browser or app and our servers is encrypted using HTTPS (TLS 1.2 or higher).

7.2. Uploaded documents are stored in private, access-controlled S3 buckets hosted by Hetzner (EU).

7.3. Document access is strictly limited to authorized members of the TenePass evaluation team and designated platform administrators.

7.4. Screeners (landlords, agents, or hosts) never have access to any uploaded documents. They can only view verified certificate information that you have explicitly chosen to share.

7.5. Evaluation team members cannot be contacted directly. All communication takes place through the TenePass platform to maintain privacy and neutrality.

7.6. Transactional emails are sent via Resend, which uses encryption and complies with GDPR through Standard Contractual Clauses (SCCs) and the EU–U.S. Data Privacy Framework.

7.7. The platform uses secure authentication, password encryption, and access-control mechanisms to protect all accounts and user roles.

7.8. TenePass includes multiple layers of visibility control such as rental profile settings and certificate enable or disable options. These are designed to give Applicants full control over when and how their information is shared.

7.9. You are responsible for keeping your login credentials secure and must notify TenePass immediately in case of suspected unauthorized access.

8. How Long We Keep Your Data

We retain personal data only as long as necessary to operate your account, deliver TenePass services, and fulfill specific legal obligations.

8.1. Draft uploads are deleted automatically after 14 days if not submitted.

8.2. Submitted documents remain accessible in your dashboard for 30 days after your certificate expires to support certificate integrity. They are then securely deleted.

8.3. Evaluation data (such as certificate number, score, and timestamps) is retained for up to 3 months after certificate expiry to maintain platform functionality. After that, the data is anonymized and may be stored in non-identifiable form for statistical and performance analysis.

8.4. Screener data (including listings, certificate views, and notes) is deleted within 30 days after account closure.

8.5. Backups and legal records: Technical or billing data may remain in encrypted backups for up to 90 days. Accounting data may be retained for up to 7 years to comply with tax regulations.
After these periods, data is automatically removed.

8.6. TenePass never sells, repurposes, or uses uploaded data to train models. Once deletion or expiry occurs, identifiable data cannot be recovered.

9. Account Deletion

You can delete your TenePass account at any time through your dashboard or by contacting support. Account deletion applies to both Applicants and Screeners.

9.1. Applicants
If you never created a certificate, your account and all related data, including drafts, will be permanently deleted within 30 days. If you hold an active or expired certificate, identifiable data will be deleted within 30 days of your request. Limited anonymized records may remain to preserve certificate integrity and continuity for any Screeners who previously viewed your certificate.

9.2. Screeners
When your account is deleted, all associated data, including property listings, notes, and certificate views, is permanently deleted within 30 days. Team and organization data connected to your account are also removed unless other active members still use them.

9.3. General Rules
Once deletion is complete, your account is closed and login access is removed. Encrypted backups may temporarily retain technical traces for up to 90 days, after which they are automatically overwritten. Billing and accounting data are retained as required by law for up to 7 years. After deletion, your data cannot be restored.

10. Sharing Your Data

We share personal data only when necessary to operate the TenePass platform, perform evaluations, or meet legal and contractual obligations.

10.1. Evaluation Team
Authorized members of the TenePass evaluation team have secure access to submitted documents solely for the purpose of reviewing and issuing certificates. All document access is logged, controlled, and monitored. Evaluation staff are contractually bound to handle documents confidentially and must delete any temporary copies immediately after use.

10.2. Screeners
Screeners can only view verified certificate information and related metadata that an Applicant has explicitly chosen to share. This access is only possible when the Applicant has enabled certificate and rental profile visibility in their dashboard. Screeners never have access to uploaded documents or any underlying financial or identity data.

10.3. Trusted Processors
TenePass works with carefully selected service providers that support secure platform operations. These include:

• Hetzner (EU), which provides hosting and encrypted data storage
  
  
• Resend (US), which handles transactional emails and complies with the Standard Contractual Clauses and the Data Privacy Framework
  
  
• Stripe (US and EU), which processes payments and optional identity verifications, accessing only minimal billing or verification details

All third-party processors act under signed Data Processing Agreements and follow strict data protection and confidentiality obligations.

11. Certificate Visibility and Access

TenePass enables controlled sharing of certificates and rental profiles between Applicants and Screeners. The following rules apply:

11.1. Certificates and rental profiles are private by default. When a certificate is first issued, its visibility is disabled.

11.2. A certificate only becomes visible after the Applicant explicitly enables sharing via their dashboard and consents to make it visible.

11.3. Once visibility is enabled, the certificate and rental profile are considered public within the TenePass screening environment. They may appear in Screener dashboards, listings, or search results designed for applicant discovery.

11.4. Applicants may also share their certificates directly with Screeners through:

• Apply Links
  
  
• Certificate links
  
  
• Manual sharing of the certificate number
  
  

When an Applicant uses an Apply Link, the certificate and rental profile are automatically shared with the Screener who created that link and appear in their dashboard.

11.5. Screeners can only access shared certificates through the official methods described above. They never have access to uploaded documents or raw data.

11.6. A certificate or rental profile remains visible until the Applicant disables visibility or the certificate expires. If visibility is later re-enabled, the certificate and profile will reappear as before, with no changes to content or visibility history.

11.7. By sharing a certificate, the Applicant also consents to being contacted directly by Screeners for legitimate rental-related purposes, such as viewings or application follow-ups.

11.8. Applicants retain full control and can disable sharing at any time. Once visibility is turned off, new access is blocked. However, Screeners who previously viewed the certificate may retain access logs or history.

12. International Data Transfers

TenePass minimizes data transfers outside the European Economic Area (EEA).
When such transfers are necessary, one or more of the following safeguards are applied:

• Standard Contractual Clauses (SCCs)
  
  
• Adequacy decisions, such as the EU–U.S. Data Privacy Framework
  
  
• Signed Data Processing Agreements with approved subprocessors
  
  

These measures apply to service providers such as Resend and Stripe.

13. User Rights

13.1. All TenePass users, including renters and Screeners, have rights under the General Data Protection Regulation (GDPR). These include the right to:

• Access personal data held by TenePass, including information stored in secure archives after a case is closed.
  
  
• Rectify inaccurate or incomplete information during the correction window before a case is under review.
  
  
• Request deletion of an account and related data at any time after evaluation or account closure.
  
  
• Object to or restrict processing that goes beyond what is necessary for platform functionality or legal compliance.
  
  
• Request data portability, to receive personal data in a structured, machine-readable format (CSV or JSON).
  
  
• For renters: request a reevaluation if there is disagreement with a certificate outcome. Reevaluations follow platform policy and may involve a separate fee. Scores cannot be altered except through this process.
  
  

13.2. Users can review most personal data, profile details, evaluation results, and submitted documents directly in their dashboard. To obtain a full export of data or archived materials, users may contact contact@tenepass.com. TenePass responds to all requests within 30 days, in line with Articles 15 and 20 of the GDPR on access and portability.

14. Cookies and Tracking

TenePass uses cookies to keep the platform functional and to understand how visitors use it. A limited set of analytics cookies may also help measure the effectiveness of advertising campaigns. Cookies are never used for personalized advertising or retargeting.

Users can manage cookie preferences at any time through the in-app cookie banner. Essential cookies cannot be disabled because they are required for login sessions and platform functionality. No personal documents or sensitive data are ever stored in cookies.

15. Support

Support is available through the in-app ticketing system or by email at support@tenepass.com. Assistance is limited to the use of the TenePass platform and does not include legal, financial, or rental advice.

16. Policy Updates

This Privacy and Cookie Policy may be updated from time to time to reflect changes in law, regulation, or platform functionality. Users will be notified of significant updates through the dashboard or by email. The latest version is always available on this page.

17. Language

This Privacy and Cookie Policy is provided in English. Translations may be offered for convenience, but the English version prevails in case of conflict.

18. Contact

For privacy-related inquiries or GDPR requests, contact contact@tenepass.com using the subject line: GDPR Request – Access, Erasure, or Other.