How we collect, use and protect your information

1Information we collect

• Account details: username, email address and password. If you use Google to sign in, we receive your name and verified email address from Google.
• Profile details: name, birthday, gender, phone number, address and profile photo, if you add them.
• Verification documents: for tenants, a valid ID, proof of income and a live selfie. For landlords, a valid ID, a live selfie, proof of property ownership and, if needed, an authorization letter or other supporting documents.
• Listings: property photos, descriptions, rent, property type and the pinned location on the map.
• Rental records: rental requests, leases, payment records and the receipts you upload, renewal and termination requests, and maintenance requests with their photos.
• Messages: conversations between tenants and landlords, including any files you send.
• Messages to us: your name, email address and message when you use our contact or support forms.

We do not track your device's location. The map shows the locations that landlords pin for their properties.

2How we use it

• To create your account and sign you in, including the codes we email you.
• To check that tenants and landlords are real people and that landlords can rent out the properties they list.
• To show listings on the map with the hazard layers around them.
• To run your rental: leases, rent reminders, payment history, renewals and maintenance.
• To send notifications and emails about your account and rentals.
• To look into reports, prevent fraud and keep the platform safe.
• To answer your questions and support requests.

We do not use your information for advertising, and we never sell or rent it to anyone.

3Who can see your information

• Other users see your name and profile photo. Landlords also see the contact details of tenants who apply to their property, and tenants see the details of the landlord they rent from.
• The other side of a rental sees the lease, the payment records and receipts, and the maintenance requests for that rental. No one else does.
• Verification documents can be opened only by you and by Map Aware Home administrators. They are never shown on your profile or to other users.
• Administrators may review accounts, listings and messages when verifying users or looking into a report.
• Authorities may receive information when the law requires it, such as a valid court order.

Apart from the cases above and the services listed below, we do not share your personal data with anyone without your consent.

4Services we work with

We use a few outside services, and each receives only what it needs:

• Google: sign in with Google, Google Maps (including the map on our Contact Us page) and email delivery through Gmail.
• Web3Forms: delivers the messages you send through our contact and support forms to our inbox.

These services have their own privacy policies.

5Cookies and sign-in

We use a session cookie to keep you signed in while you use the site. If you tick "Remember this device" when you log in, a secure cookie lets it skip the email code for 30 days. We do not use advertising or tracking cookies. You can clear cookies in your browser at any time; you will just need to sign in again.

6How we protect it

• Passwords are stored hashed, so no one, including our team, can read them.
• Sign-in from a new device needs a code sent to your email.
• Verification documents, receipts and message files open only through a page that checks you are allowed to see them.
• Only authorised administrators can use the admin tools.

No system is completely secure. If we learn of a breach that affects your data, we will tell you and the National Privacy Commission as the law requires.

7How long we keep it

We keep your information while your account is open. When you delete your account, your profile, listings and rental records are removed. Verification documents are deleted when you ask us to or when the Map Aware Home academic project ends, whichever comes first. Copies of emails you sent us may stay in our inbox.

8Your rights

Under the Data Privacy Act of 2012 you have the right to:

• Be informed about how your data is collected and used.
• Access the personal data we hold about you.
• Correct data that is wrong or out of date. Most of it you can edit yourself under Account.
• Object to processing, or ask us to delete or block your data.
• Get a copy of your data in a format you can use.
• File a complaint with the National Privacy Commission.

To use any of these rights, email us from the address on your account. We will reply within 15 days.

9Children

Map Aware Home is for people 18 years old and above. We do not knowingly collect data from children. If you think a child has made an account, please tell us and we will remove it.

10Changes to this policy

We may update this policy when the platform changes. The "Last updated" date at the top shows the latest version. For big changes, we will also let you know through a notification on your account.