TANENTROS
1. Who we are
1.1 Tanentros is operated by NBAI LLC, a Wyoming limited liability company, filing number 2026-001875732, 75 E 3rd St, Sheridan, WY 82801, USA ("we", "us").
1.2 Privacy contact: [email protected]. No data protection officer or local representative is appointed.
1.3 The service consists of the website tanentros.com, the application at app.tanentros.com, our Telegram bot host, a central Telegram verification bot (TanentrosVerifyBot) and one Telegram bot per workspace, whose token the customer supplies.
2. Our role and the customer's role
2.1 A workspace is the account of one property-management company (the "customer"). Every business record in the service belongs to a workspace.
2.2 We decide how and why we process the data of the people who hold accounts with us, of visitors to our website and of people who send us an enquiry. For the records a customer keeps inside its workspace about its landlords, employees and guests ("Workspace Data"), the customer decides why that data is collected; we process it on the customer's instructions under our Data Processing Agreement, available on request.
2.3 We are a United States company under the laws of Wyoming. This policy describes what we do with data; where the law of your own country gives you rights beyond it, those rights are yours.
3. Whose data
- Workspace staff with a login: admins and accountants.
- Landlords with a portal login.
- People who use a workspace's Telegram bot: admins, employees, landlords.
- Guests of the properties a workspace manages.
- Our own operator account.
- Visitors to tanentros.com, people who send us an enquiry, and recipients of our e-mails.
4. What we collect
4.1 Account holders (admins, accountants, operator)
a) E-mail address and password, handled by our authentication service. Our own code never stores a password. Seat accounts created for you get a throw-away password that is not kept; you set your own through the sign-in link.
b) Company details given at sign-up: company name (required), website, phone, Telegram handle, address and country, stored on the workspace record.
c) Profile: role, language, whether the e-mail and Telegram are verified, Telegram user id, whether two-factor authentication is enrolled, active flag. The account record has no name field.
d) Login trail: each successful login stores a short hash of your browser's signature, so that a sign-in from a browser we have not seen before triggers a "new device" notice to you. The signature itself is not stored. Failed logins are recorded with the identity, the login surface and the time; unlocks with who unlocked; login-link sends per account and time. Our code does not write IP addresses into the database; IP addresses appear in server access logs (clause 4.8).
e) Notification preferences and the notices we send you by web, Telegram or e-mail.
f) Messages exchanged with us in the support thread.
g) An audit log of actions in the workspace: writes, logins, credential views and resets, visibility settings, support sessions, hide and unhide with the reason, Telegram and webhook entries, statement freezes, lockout unlocks. The audit log is append-only: no role, not even ours, can change or delete an entry.
4.2 Landlords (Workspace Data, entered by the customer)
a) Name and contact details (e-mail, phone), display currency, time zone, Telegram-notification and auto-freeze settings.
b) Portal account: the e-mail the customer supplies. The password is generated on the server, kept in an encrypted vault and never returned to the caller; a workspace admin may reveal it through one audited path.
c) Booking and block requests the landlord files, including a guest name and contact when the request is a booking.
d) Statements, settlements and the running balance. Money never moves through the platform; settlements are records only.
e) Chat with the workspace admin; Telegram id and display name if the landlord links Telegram.
4.3 Employees and other Telegram users (Workspace Data)
a) Telegram user id, a display name built from the Telegram name or username, and the Telegram language code.
b) Expense entries submitted through the bot: a photo of the receipt, amount, property, payment method, who entered it and whether it was flagged. Receipt photos are downloaded from Telegram and stored in a private bucket of the workspace.
c) The bot's conversation state per user, kept for 24 hours.
d) Employees have no dashboard login; review results reach them through the workspace's bot.
4.4 Guests (Workspace Data, entered by the customer, a landlord, or an OTA calendar feed)
a) Guest name, guest contact (a phone number field), check-in and check-out dates, amounts, cancellation reason and notes.
b) Payment records: direction, method label (cash, card, bank, crypto, QR, by platform), amounts and currency. No card numbers are stored anywhere in the service.
c) Deposits and damage events, including photos of damage.
d) Calendar imports from OTA feeds the customer configures create blocks named after the feed's summary text. Our outbound calendar feed carries dates and a "Reserved" or "Not available" label only, never guest data.
4.5 Files
Private buckets hold receipts, damage photos and invoices; files are reachable through short-lived signed links only and cannot be altered from the client. One public bucket holds the customer's logo and banner, reachable by anyone who has the address.
4.6 Billing
a) Card payments run on Stripe's hosted checkout page; the app hands you over to Stripe. We send Stripe the workspace id, the kind of purchase and the amounts; Stripe collects the card and billing details on its own page. We store the Stripe subscription id and the id and type of each Stripe event we receive. We never see or store card numbers.
b) Bank and crypto prepayment: the request (plan, months, method, coin, amounts) is recorded and a card with the workspace name and those details is sent to our operator's Telegram account. The receiving address is inserted by the operator per request; none is stored ahead.
c) Invoices are generated as PDF, kept in the private invoices bucket and e-mailed to you.
4.7 Enquiries about the President plan
a) The enquiry form on tanentros.com collects: company, first and last name, Telegram number, number of properties under management, e-mail, country, city, the management tools you use today, and optionally the number of landlords, your needs and a message.
b) After sending, you confirm the enquiry by opening a link to our Telegram verification bot and pressing Start. Only then are we notified. Confirming shares your Telegram user id and username with us, so that we can answer you on Telegram.
c) To limit abuse, the form counts requests per sending address and per e-mail for a short period; those counters are stored as salted hashes, not as the address or the e-mail, and are deleted after two days.
d) Enquiries are deleted 90 days after they are sent. You can have yours deleted sooner by writing to [email protected].
4.8 Website visitors and e-mail recipients
a) tanentros.com is a static site. Apart from the enquiry form (clause 4.7), it sends us no data, and it sets no cookies. Fonts are served from our own site.
b) The app loads scripts and fonts only from its own address and talks only to our database host. Search engines are asked not to index it. We run no analytics and no advertising trackers on either site.
c) Both sites are served through Cloudflare, which protects them against attacks and sees the requesting IP address and the request in doing so. Our own server writes access logs holding the requesting IP address and the request line; they are kept for 30 days.
d) Our e-mails contain no tracking pixel. When opened they load one image, our letterhead, from our own storage host, and nothing from third parties. Open and click tracking at our e-mail provider is switched off. If we ever switch it on, we tell account holders first.
5. Where the data comes from
From you; from your workspace's admins (landlords, employees, guests); from Telegram when you use a bot or confirm an enquiry (id, name, language); from OTA calendar feeds the workspace configures, which we fetch on a schedule; from Stripe (payment outcomes). Exchange-rate feeds carry no personal data.
6. Why we use it
a) To run the service: calendars, expenses, statements, portal, bots, exports.
b) To authenticate and protect accounts.
c) To bill and to send billing, renewal and account notices by web, e-mail and Telegram.
d) To support you: our operator can open a support session on a workspace; the workspace's admins can see those sessions, and every access is audited.
e) To publish announcements to all workspaces.
f) To answer an enquiry you send us.
We do not sell personal data. We do not use it for advertising. Every e-mail we send today is a service, billing, security, support or enquiry message. If we ever send marketing e-mails, they go only to people who hold an account with us, never through a third party, and you can opt out.
7. Who can see what
a) Workspaces are isolated from each other at the database level; a hidden or blocked workspace is denied at that level too. An automated test of that isolation runs before every release.
b) Landlords see only their own properties through fixed views; the workspace decides whether they see guest names, guest contact, notes, expense lines and receipts, and the commission breakdown. Guest names, guest contact and the commission breakdown are off by default. A landlord's receipt link is valid for five minutes, one file per request.
c) Accountants read finance data and cannot write; their chat is limited to admin-accountant threads.
d) Employees see only their own bot conversation.
e) Our operator sees aggregates only, and workspace records only during a support session that the workspace's admins can see. Hiding a workspace requires a recorded reason.
f) The vendors in clause 8 receive what that clause describes.
8. Vendors
- Supabase hosts the database, authentication, files and server functions, in the AWS Tokyo region (ap-northeast-1).
- Stripe handles card payments on its own pages.
- Resend delivers our e-mails.
- Telegram carries bot messages and enquiry confirmations.
- Kamatera provides the virtual server in Tokyo that runs the bots and serves the app and the website.
- Cloudflare provides DNS and the protective proxy in front of our sites.
- GitHub holds our source code and runs our automated tests.
Each vendor receives only what its task needs. The detailed list of what each receives is part of our Data Processing Agreement, available on request. No other recipient exists today: no advisers, authorities or other third parties receive personal data from us, except where the law compels us.
9. Where data is processed
The database and the server sit in Tokyo, Japan; Stripe, Resend, Cloudflare and GitHub operate from the United States and their own global infrastructure; Telegram operates its own infrastructure. If the law of your country requires specific safeguards for data leaving it, write to [email protected]; our Data Processing Agreement is available on request.
10. Security
All traffic is encrypted (HTTPS with HSTS and hardening headers). Our server accepts web traffic only through Cloudflare. Admins and the operator sign in with a password and a code from an authenticator app, enrolled at the first sign-in. Logins lock for 30 minutes after three failures; sessions end after seven days and on password change; login links are single-use and capped per hour, day and month; disposable e-mail domains are refused at sign-up; bot tokens and portal passwords live in an encrypted vault; the audit log cannot be changed. The platform is reviewed for security and privacy in passes, and findings are fixed. No system is perfectly secure. If a breach affects you, we tell you directly, within 72 hours of learning of it.
11. How long we keep data
| Data | Kept |
|---|---|
| Login sessions | 7 days at most; an issued access token stays valid up to 1 hour after the session ends |
| Telegram link and verification tokens | 15 minutes, single use |
| Enquiry confirmation links | 12 hours, single use |
| Invite links | 7 days |
| Failed-login and login-link records | 30 days |
| Bot conversation state | 24 hours |
| Notices you have read | 90 days |
| Stripe event ledger | 24 months |
| Chat text between admin and landlord | 1 year; 2 years with extended storage; a notice 2 days before the text is emptied |
| Chat attachments | 120 days; 1 year with extended storage |
| Workspace records older than 12 months | moved to archive (hidden, restorable, not deleted) after 12 paid months plus 3 months' grace, unless extended storage or an annual plan applies |
| Enquiries about the President plan | 90 days |
| Server access logs | 30 days |
| Audit log | kept; append-only |
| A workspace after its subscription ends | one free cycle on Keeper, then archived; 166 days after archiving the admins are offered an export; 180 days after archiving the personal fields (guest and landlord names and contacts, Telegram display names, sign-in addresses, the company's phone, address and Telegram) are replaced by placeholders and the originals sealed; the sealed copy is destroyed twelve months later. Financial records (ids, amounts, dates, invoices, statements, receipts) are never altered. A dispute or an open balance holds that clock. |
| Data held by vendors | per their own policies |
| Backups | our database host takes a backup of the database every day and keeps each for 7 days (the Pro plan of Supabase); the backup schedule and retention are also stated in the Data Processing Agreement, available on request |
12. Your rights and how to use them
a) You can ask what we hold about you, have it corrected or deleted, receive a copy, or object to a use. Which of these rights the law gives you depends on your country; we honour requests in good faith regardless.
b) If you are a landlord, employee or guest, the workspace that entered your data is the party that decides on it. Send your request to that company. If you write to us instead, we forward your request to that workspace within 5 business days and help it answer.
c) If you hold an account with us, or sent us an enquiry, write to [email protected]; we answer within 30 days.
d) Self-service today: a workspace admin can export the workspace ledger from the dashboard; landlords and accountants can export what their screens show.
e) There is no self-service account deletion. Workspace deletion follows the archive clock in clause 11 or a written request; a sealed copy is destroyed at once on request, which is how a person's own deletion request is answered.
f) Complaints: write to [email protected]. If we cannot resolve it, the courts named in our Terms of Service decide.
13. Cookies and browser storage
a) Our code sets no cookies. The app keeps the following in your browser's local storage, which stays on your device and is not sent to us: your login session; a sign-up stash removed once the workspace is created; display preferences (currency lens, workspace skin, dashboard radar, layout offsets, section folds, page sizes); and, for the tab only, colour tones.
b) The website stores nothing in your browser. Because no cookies are set and no third-party fonts or trackers are loaded, no consent banner is shown.
14. Age and audience
The service is offered to businesses only, not to consumers. Account holders must be at least 18 years old.
15. Changes to this policy
We post changes on the site and notify account holders through the in-app announcement channel or by e-mail. Each version carries its date at the top.
16. Contact
[email protected] ยท NBAI LLC, 75 E 3rd St, Sheridan, WY 82801, USA.