Tenant notice template (for managers to give their tenants)

A template the manager adapts and hands to tenants, for example with the lease, by email, or on a notice in the building. It covers only the Ayla part. The manager's own privacy notice must still cover everything else they do with tenant data (GDPR Article 13). The manager fills the parts in {braces}.

How we keep your tenancy details

{Manager or agency name} keeps the records of your tenancy in Ayla, an online tool for landlords run by Ayfinity Labs S.à r.l.-S, 13A, Avenue Guillaume, L-1651 Luxembourg.

What we keep there: your name and contact details, the details of your lease (dates, rent, charges, deposit), your payments, and documents such as the lease, addenda and inventories.

Who is responsible: we are. We decide what is kept and why: to manage your tenancy and to meet our legal duties as a landlord. Ayla stores these details only for us and on our instructions, under a data-processing contract. Ayla does not use them for anything of its own: it does not contact you, build a profile of you, or use them to train AI.

AI: Ayla may use AI, running in the EU, to read lease documents and help us find information in our own records. A person at {manager name} checks the result. The AI never decides anything about you.

Sending documents: we may send your lease documents to Ayla through its website or, once Ayla offers it, on WhatsApp. WhatsApp is run by Meta.

How long: {for as long as your tenancy lasts and then {X} years, because the law makes us keep certain records}.

Your rights: you can ask us to see, correct or delete your details, or object to how we use them, at {email or address}. If you write to Ayla instead (privacy@ayla.lu), Ayla passes your request to us. You can complain to the CNPD, the Luxembourg data-protection authority, at cnpd.public.lu.

More about Ayla's role: ayla.lu/privacy, section 18.

Notes for the manager (do not hand these to tenants)

  • Give this notice when you first add a tenant to Ayla. For tenants already in the portal, send it once now.
  • It does not replace your full privacy notice. Add Ayla to your list of service providers there.
  • If you act for an owner, name the owner as the one responsible, or both of you, as your owner agreement says.
  • Do not use this notice to ask tenants to join Ayla's flatmate service. That is a separate, optional invitation, paused today.
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