1. Use information only for a lawful purpose
Use the software only for legitimate property recordkeeping and related tenancy administration. Collect the minimum information needed and provide the required privacy information. Access to a tenant record does not permit unrelated use.
Do not sell tenant details, create or distribute tenant blacklists, publish identity documents, send unrelated marketing, or use the service for discriminatory screening, harassment or retaliation.
2. Respect permissions and confidentiality
Do not browse, download or share records belonging to another landlord or workspace without authority. Do not share sign-in credentials, bypass access controls, scrape personal information or test security without authorisation.
Exports, screenshots and downloaded documents remain personal information. Share them only with people who have a necessary lawful purpose and use appropriate safeguards. A prohibition alone cannot prevent someone from misusing a downloaded copy.
3. Keep records necessary, accurate and fair
Do not upload forged documents, false allegations or unnecessary sensitive details. Correct inaccurate information and distinguish owner-entered records from independently verified facts.
Do not upload another person’s identity, health or financial documents without a necessary lawful purpose and the required safeguards. Avoid children’s personal details in general-purpose notes.
4. Handle ended tenancies responsibly
When a tenancy ends, review access and the continuing purpose for each record. Delete or irreversibly anonymise information that is no longer needed, subject to legitimate legal retention and documented holds.
Do not retain a full tenant profile indefinitely for convenience. A minimal former-tenancy record containing a name is still personal data and requires a lawful purpose and a review or deletion date.
5. Reporting and enforcement readiness
The operator must establish a working abuse-reporting and privacy-request channel before real-data onboarding. It must define who investigates, how evidence is protected, how affected people are informed and when access is restricted.
The final policy should permit proportionate action, including restricting access for serious misuse, with appropriate review and applicable legal protections. This draft does not claim that an abuse-reporting channel, automatic monitoring or an enforcement workflow is already live.