Personal Data Protection Notice

tenansea is a community project based in Malaysia, currently in beta. The project operator is the data controller responsible for your personal data under the PDPA and can be reached at the email address below. The operator's name and registration details will be published in this notice before tenansea leaves beta. In this notice "we", "us" and "our" mean tenansea.

tenansea charges nothing for access and takes no payments. That changes neither your rights under the PDPA nor our obligations under it, both of which apply in full.

• General enquiries — tenansea@gmail.com
• Data protection enquiries, access and correction requests — tenansea@gmail.com

When you register and build your profile:

• Identity and contact data — name, username, email address, mobile number, date of birth, gender, profile photo, and your member number.
• Location data — country, state, postcode and the general location you enter — never your precise GPS position.
• Tenant profile data (all optional) — occupation, job title, employer, monthly income range, country of origin, time in Malaysia, languages spoken, number of occupants and household type, budget range, move-in timeline, pets, smoking, cooking habits, vehicles and parking needed, and a short biography.
• Emergency contact data — the name and phone number of a person you nominate. Please obtain their agreement before entering their details.

When you use the platform:

• Tenancy records — the other party to the tenancy, property, start and end dates, rent and deposit amounts, notice period, status, termination notices, and the full change history of the record.
• Tenancy agreement documents — the signed agreement you or the other party uploads. These documents routinely contain identity card numbers, addresses and signatures of both parties.
• Reviews and ratings — the ratings, sub-scores and written reviews you give and receive, any reply you submit, and files you upload as supporting evidence.
• Listing and request data — property listings you publish and rental requests you post.
• Credits data — your credit balance and the record of credits earned and spent.
• Correspondence — messages you send through our contact form, and in-app notifications sent to you.

Collected automatically when you visit:

• Technical data — IP address, browser and device type, operating system, and the pages and features you use.
• Authentication data — sign-in method, session tokens and sign-in timestamps.

We do not ask for and do not want sensitive personal data as defined by the PDPA — health information, political opinions, religious beliefs, records of offences, or biometric data. Please do not upload identity card images, and do not include such information in a biography, review or note. Where it reaches us inside an uploaded tenancy agreement, we process it only to hold the document as a record of the tenancy.

We do not process financial account data. tenansea takes no payments and handles no rent. Deposit and rent figures in a tenancy record are for record-keeping between you and the other party only.

We obtain your personal data from four sources:

• From you — everything you type or upload.
• From the other party to your tenancy — an owner, agent or tenant creating a tenancy record names you in it, uploads the agreement, and may write a review about you. They may also invite you using your mobile number before you hold an account.
• From your sign-in provider — where you sign in with Google or verify by SMS, we receive your name, email address, profile photo and verified mobile number from Google and Firebase.
• From your device — the technical data in section 2.

• To create, verify and administer your account, and to confirm your mobile number by SMS one-time password.
• To create and maintain tenancy records between you and the other party, including terminations and the change history.
• To hold tenancy agreements as evidence that a recorded tenancy is genuine.
• To operate the review and reputation system, including sealing reviews until both are in, allowing a reply to a low rating, and Game Master moderation.
• To publish your profile, listings and rental requests to the people you choose to show them to.
• To run the credits system.
• To send you notifications and transactional email about your tenancies, reviews and account.
• To detect and prevent fabricated tenancies, fraud, impersonation and misuse of the platform.
• To respond to your enquiries and support requests.
• To understand how the platform is used and to improve it.
• To comply with Malaysian law and to respond to lawful requests from authorities and the courts.

We do not use your personal data for advertising, we do not sell it, and we do not share it with data brokers or credit reporting agencies.

Supplying the following is obligatory, because we cannot operate your account without it. If you do not supply it you will not be able to register or to use the features named:

• Name, email address and mobile number — required to register and to receive account notices.
• Verified mobile number (SMS one-time password) — required before you can write a review, and required to accept an invitation sent to your number.
• Tenancy details — the other party, property and dates are required to create a tenancy record.

Everything else is voluntary. Your tenant profile, biography, photo, income range, household details, listings and rental requests are optional, and leaving a field blank only means it does not appear to others. The sole consequence is that owners and agents have less information on which to consider you.

We disclose your personal data only to these classes of recipient:

• The other party to your tenancy — an owner, agent or tenant you are connected to through a tenancy record sees your name, profile, the tenancy details and the reviews between you.
• Other platform users and the public — your username, display name, photo, biography, profile fields you complete, published reviews about you, your rating and your listings are visible on your public profile page. You choose what to complete and what to publish.
• People you send a profile or reference link to — where you generate a link to share your own record with a prospective owner or agent, that recipient sees what you selected before sending it.
• Our service providers — Supabase (database and document storage), Google Firebase (authentication and SMS one-time passwords), Vercel (hosting), and Resend (transactional email). They process your data only on our instructions and are bound by the PDPA security obligations that apply directly to data processors.
• Our Game Masters — a small number of authorised people who moderate disputed reviews and may see the review, the reply and any evidence filed with it.
• Authorities, courts and professional advisers — where we are required by law or court order, or where we need to establish or defend a legal claim.
• A successor — if tenansea is sold, merged or reorganised, under terms that keep this notice in force.

When you upload a tenancy agreement, name an emergency contact, invite someone by their mobile number, or write a review, you are giving us personal data about another person.

• Only upload a tenancy agreement you are a party to.
• Only name an emergency contact who has agreed to be named.
• Only invite a mobile number you obtained lawfully from its owner.
• Write only what you honestly experienced, and keep out anything about a person's race, religion, nationality, health or family circumstances.

We process data you supply about others in order to keep the record of the tenancy, and we will act on a request from that person to access or correct it.

A published review cannot be edited or deleted, by you or by the person reviewed. This is deliberate: it stops reviews being swapped, withdrawn or scrubbed under pressure, and it is what makes the record worth anything.

Because of that, the PDPA right to correct your personal data works through a review procedure rather than by overwriting what someone wrote:

• A rating of three stars or below is shown to you before publication, and you have seven days to submit a reply, with evidence, which is published alongside it.
• A Game Master then decides whether the review is published or rejected, and records the reason, which both parties see.
• You may ask us at any time to correct a factual error in a tenancy record — dates, amounts, the property, the parties.
• Where we decline a correction request we will tell you in writing and give our reasons, as section 36 of the PDPA requires.

We treat a review as the reviewer's honest opinion, not as a statement of fact we can verify. A correction request will not be used to remove an unfavourable opinion that is honestly held.

We keep personal data no longer than is necessary for the purposes in section 4:

• Account and profile data — for as long as your account is open. If you close your account we delete or de-identify it within 30 days.
• Tenancy records — seven years after the tenancy ends, so that either party can still rely on the record within the limitation period for a contract claim under the Limitation Act 1953.
• Tenancy agreement documents — twenty-four months after the tenancy ends, then permanently deleted from storage. The tenancy record itself is kept, noting that an agreement was held.
• Reviews, ratings and replies — for as long as both accounts exist. If you close your account, reviews you wrote remain but are detached from your name.
• Review evidence files — twenty-four months after the review is published or rejected.
• Credit transaction records — seven years.
• Notifications and technical logs — twelve months.

We may keep data longer where the law requires it, or where it is needed for an active dispute or a fraud investigation, and only for as long as that reason lasts.

Your personal data is stored on servers operated by our service providers in [SUPABASE REGION] (database and documents) and [FIREBASE REGION] (authentication). Hosting and email delivery may also involve servers outside Malaysia.

Where we transfer your personal data out of Malaysia we do so on the basis permitted by section 129 of the PDPA, satisfying ourselves that the place of destination has a law substantially similar to the PDPA or otherwise ensures an adequate level of protection, and that our provider is contractually bound to protect it.

• All traffic to and from tenansea is encrypted in transit (HTTPS).
• Tenancy agreements and review evidence are held in private storage. They are never publicly addressable and are released only through short-lived signed links to a party entitled to see them.
• Our database rejects all access from the browser. Every read and write passes through an authenticated server-side route.
• Access to production data is limited to the people who need it to run the service.

No system is completely secure. Please use a strong, unique password, keep your one-time passwords to yourself, and tell us immediately if you think your account has been accessed by someone else.

If a breach of your personal data occurs we will notify the Personal Data Protection Commissioner as required by the PDPA, and we will notify you directly without undue delay where the breach is likely to cause you significant harm, telling you what happened, what data was affected, and what you should do.

Under the PDPA you have the right to:

• Access — ask what personal data we hold about you and receive a copy.
• Correct — ask us to correct personal data that is inaccurate, incomplete, misleading or out of date — see section 8 for how this works with reviews.
• Withdraw consent — withdraw your consent to our processing. We will stop, except where we must keep processing to meet a legal obligation or to maintain a tenancy record the other party relies on.
• Limit processing — ask us to stop processing for a purpose that is causing you distress, and to stop direct marketing at any time.
• Data portability — ask us to transmit your personal data to another data controller, where that is technically feasible and formats are compatible.

You can do much of this yourself: edit or clear any profile field in Settings, unpublish a listing, revoke a sharing link you created, or close your account. For anything else, write to us and we will respond within 21 days.

• Access, correction and portability requests — tenansea@gmail.com

We may ask you to verify your identity before we act on a request, and the PDPA allows us to charge a prescribed fee for an access request.

• Every field in your tenant profile is optional and can be cleared at any time.
• You decide whether to publish a listing or a rental request, and can unpublish it.
• You decide what a profile or reference link contains before you send it, and you can revoke the link afterwards.
• You can turn off non-essential email while keeping notices about your account and your tenancies, which we must be able to send you.

We use only the cookies and local storage needed to keep you signed in, hold your session, and remember what you have typed into a form so it is not lost. We do not use advertising or cross-site tracking cookies. Blocking them will prevent you signing in.

tenansea is for people aged 18 and over, because a tenancy record concerns a contract. We do not knowingly process the personal data of anyone under 18. If you believe a person under 18 has registered, write to us and we will close the account and delete their data.

We may update this notice. Where a change is material we will tell registered users by email or by a notice in the platform before it takes effect. The date at the top shows when it was last changed.

Please come to us first — write to us by email and we will respond within 21 days. Email is our only channel for data protection requests, as tenansea has no office.

• Email — tenansea@gmail.com

If you are not satisfied with our response you may complain to the Personal Data Protection Commissioner at the Department of Personal Data Protection (Jabatan Perlindungan Data Peribadi), Ministry of Digital, Malaysia.

This notice is issued in Bahasa Malaysia and English as section 7(3) of the PDPA requires. In the event of any inconsistency between the two versions, the Bahasa Malaysia version prevails.