Privacy Policy

Who this notice covers

This notice covers people using LeaseMate and people whose information a landlord records in a LeaseMate account, including tenants and team members. LeaseMate provides software to landlords; it does not collect tenant rent. The landlord is responsible for the tenant information they decide to enter and for having a lawful basis to use it. Contact hello@leasemate.co with a privacy question so we can identify the relevant account and request.

Information in an account

We handle account names, email addresses, authentication identifiers, role and team membership, and service activity. A landlord may enter property and unit details, tenant names and contact details, identity or passport details, leases, invoices, manually recorded payments, receipts and related documents. Uploaded files may contain sensitive personal information. We also process support or contact messages and technical records needed to operate and protect the service.

Google and email sign-in

Google sign-in requests basic identity information through the openid, email and profile scopes. Email sign-in sends a one-time code through the configured email delivery service. The application stores a hash of the code rather than its plain text. Server-side sessions and hashed refresh credentials support sign-in, renewal and logout. Authentication cookies are HTTP-only. Google and the email delivery service also process information under their own terms.

Purposes and account access

We use information to provide rental administration, generate and deliver documents, show account records, send requested messages, support users, prevent abuse and investigate errors. Account-scoped access checks and OWNER, MANAGER and READ_ONLY roles control what a signed-in team member can do. Account owners decide whom to invite and should remove access when it is no longer needed.

Documents and identity-document OCR

Uploaded and generated document objects are held in Cloudflare R2, with related account and document records in Cloudflare D1. Eligible identity-card and passport images can be processed by Cloudflare Workers AI OCR to extract fields for tenant records. An upload can disable that OCR step; other eligible flows may run it. Please avoid uploading information unnecessary for rental administration.

Infrastructure and sharing

The application is configured to run on Cloudflare Workers with Cloudflare D1, R2, Durable Objects and Workers AI. We share data with these services as needed to operate the product. Google receives information during Google sign-in. The configured Cloudflare email binding receives the address and content needed for sign-in codes and service messages. We do not name an unverified downstream email delivery company. A landlord may share documents or messages with their chosen tenants or team members through product actions.

Cookies and browser storage

Authentication uses cookies. Browser session storage holds a non-token sign-in summary; local browser storage holds language preference and, during payment-record recovery, an operation key and fingerprint. These are distinct from the underlying rental payment record. We found no application analytics or session-recording SDK in the inspected source, but hosted scripts and platform settings still need verification. You can clear browser storage using your browser controls, although this may interrupt a pending recovery flow.

Security and diagnostic records

The application checks signed-in account access to records, applies Origin checks to unsafe browser requests and uses operation-specific rate limits. Cloudflare observability and application error logging are configured; diagnostic records may contain request or error details. We do not claim that hosted monitoring, log retention, backup recovery or every third-party setting has been independently verified. See our Security page for the controls and limits currently known.

Retention, records and deletion

Rental payment and original receipt history is preserved to keep the record of what was issued and recorded. The application does not currently offer a self-service account export or deletion tool. Retention schedules for live data, diagnostic logs and backups, and a hosted restore process, are still being verified; we cannot promise a fixed deletion period or complete immediate erasure. Contact us to discuss access, correction or deletion requests. We will assess each request against applicable obligations to retain financial and other records.

Processing outside South Africa

Cloudflare, Google and email services may process information outside South Africa. Exact hosted storage locations, transfer arrangements and safeguards need confirmation before a specific locality promise can be made. We do not promise South African-only storage. Contact us if you need more information about a particular transfer.

Your privacy requests

Under South Africa's Protection of Personal Information Act (POPIA), you may have rights to request access to or correction or deletion of personal information, object to certain processing, and complain to the Information Regulator. The applicable process depends on whether LeaseMate or the landlord controls the information in question. Email hello@leasemate.co with enough detail to locate the record, but do not send identity documents unnecessarily in the first message.

The Information Regulator contact page explains how to make an enquiry or lodge a POPIA complaint.

Changes and contact

We may revise this notice when product features, providers or legal requirements change. The current wording will be available here. Direct privacy and information-officer inquiries to hello@leasemate.co; the formal information-officer arrangements are under review.