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Council extends Ptolemy software contract for rental registration; privacy language flagged for revision
Summary
Council authorized the city manager to approve an amendment keeping the rental-registration and rent-stabilization database platform through Feb. 28, 2026, with an option to extend to June 30, 2026. Staff and a volunteer privacy reviewer concluded the vendor—s safeguards are acceptable but council asked staff to tighten privacy-transfer language.
The city authorized an amendment to its contract with Ptolemy, the software vendor that provides the city—s rental registration and rent-stabilization platform, extending the contract through Feb. 28, 2026, for $16,666.67 with an option to extend to June 30, 2026, for a total not-to-exceed amount of $25,000.
City staff said the software provides web-based registration and payment tools for landlords and an administrative dashboard for staff. The current contract had expired in June; staff said the extension would preserve the platform while the council reviews the pilot programs and their budgetary and operational impacts.
Several council members raised privacy concerns about vendor template language, asking staff to seek stronger contractual limits on sharing personal data, opt-in/opt-out clarity and protections in the event of a vendor merger or acquisition. Councilmember Penrose recommended removing or tightening clauses that would permit public disclosure of user-posted information or automatic transfer of data in an asset sale. Staff said they had consulted an experienced local privacy reviewer, Evelyn D—Souza, who reviewed the vendor practices and recommended improvements but concluded the vendor—s overall safeguards were acceptable.
City staff committed to negotiating clearer privacy language with the vendor to require express consent before sharing personal data and to clarify that data would remain city property and not be transferred without explicit city approval.
The council approved the amendment in a roll-call vote. Staff said a more comprehensive report on program costs, staffing impacts and enforcement results will return to council in six months.
