Legal
Privacy Policy
Learn how Tenant Check Malta collects, uses, stores, shares, and protects personal data.
Tenant Check Malta (“we”, “our”, or “us”) respects your privacy and is committed to protecting personal data. This Privacy Policy explains how we collect, use, store, share, and protect personal data when you use our website and services, including where information is submitted by landlords or property managers about tenants.
1. Data Controller
The data controller responsible for personal data processed through this website is:
Tenant Check Malta
Company Registration Number: To be updated
Registered Address: To be updated
Email: adrian@tenantcheck.mt
2. Information We Collect Directly From You
When you create an account, contact us, complete forms, make payments, or use our services, we may collect:
Personal Information
- First name and last name
- Email address
- Date of birth
- Gender
- Country of residence
- Telephone number, where provided
Account and Platform Information
- Login credentials, with passwords stored securely in hashed form
- Account activity within the platform
- Questionnaire responses and form submissions
- Messages, support requests, and communications with us or other users
Payment Information
- Payment status and transaction references
- Subscription or purchase history
- Payment data processed by third-party payment providers such as PayPal
Technical Information
- Pages or reviews visited on our website
- Device, browser, and usage information
- IP address and security logs
- Cookie and analytics information, where applicable
3. Information Submitted About Tenants by Landlords
Our platform may allow landlords, property managers, or authorised users to submit information relating to current or former tenants. In such cases, the information may not be collected directly from the tenant.
This information may include:
- Tenant name and contact details
- Rental history
- Payment history, including alleged unpaid rent or arrears
- Property damage claims
- Lease breaches, disputes, or complaints
- Questionnaire responses or review information submitted by landlords
- Supporting documents or evidence submitted by landlords
- Other information reasonably relevant to tenancy references or rental risk assessment
This section is intended to provide notice under Article 14 GDPR where personal data is not obtained directly from the individual concerned.
Landlords and users submitting information are responsible for ensuring that the information they provide is accurate, lawful, fair, and not misleading.
Where required by applicable data protection law, we will take reasonable steps to inform affected individuals that their personal data is being processed.
4. Purposes and Legal Bases for Processing
| Processing Activity | Purpose | Legal Basis |
|---|---|---|
| User accounts | Create, manage, secure, and provide access to accounts | Contract; legitimate interests |
| Tenant reviews and landlord-submitted tenant data | Enable tenancy-related checks, reviews, disputes, and platform functionality | Legitimate interests; legal obligation where applicable |
| Questionnaire data | Collect structured information for platform services, reviews, and eligibility | Contract; legitimate interests |
| Messaging and communications | Respond to users, provide support, send account notices, and handle disputes | Contract; legitimate interests; legal obligation |
| Cookies and analytics | Maintain sessions, secure the website, analyse use, and improve performance | Consent where required; legitimate interests for essential cookies and security |
| Payment data | Process payments, subscriptions, invoices, refunds, and fraud prevention | Contract; legal obligation; legitimate interests |
| Security logs | Prevent fraud, abuse, unauthorised access, and misuse of the platform | Legitimate interests; legal obligation |
| AI or automated tools, where used | Support moderation, fraud detection, safety, content review, or platform improvement | Legitimate interests; consent where required |
Where we rely on legitimate interests, individuals may object to the processing of their personal data by contacting us.
5. Tenant Disputes and Accuracy Requests
Individuals whose information appears on the platform may contact us to request access, correction, deletion, restriction, or objection to processing.
If you believe information about you is inaccurate, outdated, unlawful, or misleading, you may submit a dispute request to: adrian@tenantcheck.mt .
We may request reasonable identity verification before processing a request. Where appropriate, we may restrict access to disputed information while the matter is reviewed.
6. Data Retention
| Data Category | Retention Period |
|---|---|
| Account data | Retained while the account is active and for up to 24 months after closure or inactivity, unless longer retention is required by law. |
| Tenant reviews and landlord-submitted tenant data | Retained only for as long as reasonably necessary for the tenancy-related purpose, normally up to 24 months unless disputed, removed, anonymised, or legally required to be retained longer. |
| Questionnaire data | Retained while needed to provide the service or while the related account, review, request, or dispute remains active. |
| Messages and support communications | Retained for up to 36 months after the matter is closed, unless needed for legal, fraud-prevention, or dispute purposes. |
| Payment and transaction records | Retained for the period required under tax, accounting, anti-fraud, and legal obligations. |
| Cookie and analytics data | Retained according to cookie settings and analytics provider retention periods, unless deleted earlier. |
| Security logs | Retained for a limited period necessary to protect the platform, investigate incidents, and prevent abuse. |
| Rights requests and dispute records | Retained as necessary to evidence how the request or dispute was handled and to comply with legal obligations. |
Where data is no longer required, we will delete, anonymise, or securely archive it unless we are legally permitted or required to retain it.
7. Data Storage and Security
We use appropriate technical and organisational measures to protect personal data from unauthorised access, loss, misuse, alteration, or disclosure.
These measures may include encrypted communication, secure authentication, access controls, audit logs, and restricted access to personal data. However, no system can be guaranteed to be completely secure.
8. Sharing of Personal Data and Third-Party Processors
We may share personal data only where necessary, including with:
- Authorised users of the platform, where access is permitted by our service rules
- Payment providers such as PayPal or Stripe
- Hosting and infrastructure providers such as Microsoft Azure Cloud
- Email, communications, and support providers
- Analytics, monitoring, and security providers
- Artificial intelligence or automated moderation providers such as ChatGPT/Claude, where used
- Professional advisers, where necessary for legal, accounting, or compliance purposes
- Authorities, regulators, or courts where required by law
We require service providers to process personal data only on our behalf and subject to appropriate contractual and data protection obligations.
9. International Transfers
Some service providers may process personal data outside Malta or the European Economic Area. Where this occurs, we will take steps intended to ensure that appropriate safeguards are in place, such as adequacy decisions, standard contractual clauses, transfer impact assessments, or other lawful transfer mechanisms required under applicable data protection law.
10. Automated Decision-Making and Profiling
We do not intend to make decisions based solely on automated processing that produce legal or similarly significant effects on individuals.
If the platform displays tenancy-related information, risk indicators, review data, or AI-assisted moderation results, this should not be treated as a fully automated final decision. Users remain responsible for making their own lawful, fair, and proportionate decisions.
11. Your Rights Under GDPR
You may have the following rights under applicable data protection law:
- Right of access
- Right to rectification
- Right to erasure
- Right to restrict processing
- Right to data portability
- Right to object to processing
- Right to withdraw consent, where processing is based on consent
To exercise your rights, contact us at adrian@tenantcheck.mt .
You also have the right to lodge a complaint with the Office of the Information and Data Protection Commissioner in Malta.
12. Cookies and Tracking
We may use cookies and similar technologies to operate the website, maintain secure sessions, remember preferences, analyse usage, improve performance, and protect the platform.
- Essential cookies are used to provide core website functionality and security.
- Analytics cookies may be used to understand how users interact with the platform.
- Preference cookies may be used to remember user settings.
- Marketing cookies will only be used where permitted and, where required, with consent.
You can control cookies through your browser settings. Where required, we will request your consent before using non-essential cookies.
13. Children's Privacy
Our services are intended for individuals 18 years or older.
We do not knowingly collect personal data from individuals under 18. If we learn that we have collected data from a minor, we will delete it where required.
14. Changes to This Policy
We may update this Privacy Policy from time to time. We will update the “Last Updated” date at the top of this page when changes are made.
15. Contact Us
If you have questions about this Privacy Policy, how we handle personal data, or wish to submit a rights or dispute request, contact:
Tenant Check Malta
Company Registration Number: To be updated
Registered Address: To be updated
Email: adrian@tenantcheck.mt