Privacy Policy

Last updated: March 2026

Who we are

We are a small UK-based team building software for UK landlords. This platform was built by a landlord for landlords. We understand the sensitivity of the financial and personal data you trust us with because we use this system ourselves.

ICO Registration Number: [Pending Registration]

Companies House Number: [Pending Registration]

What data we collect and why

We only collect data that is necessary to provide you with the service. Here is what we store and why:

What we collectWhy
Property addressesTo organise your portfolio
Tenant names and contact detailsTo manage your tenancies
Bank transaction dataTo categorise your income and expenses for tax purposes
Document contentTo extract key dates and amounts automatically
Maintenance photosTo share with your letting agent for repairs only
Your email addressTo send alerts and notifications
Payment informationHandled entirely by Stripe — we never see your card details

Who we share your data with

We use a small number of trusted third-party services to provide the platform. Each has been chosen carefully and operates under strict data processing agreements.

  • Anthropic (Claude AI) — processes document content and maintenance descriptions. Does not train on your data. EU data processing terms apply.
  • Supabase / AWS EU — stores your data on servers in the European Union.
  • Stripe — processes subscription payments. PCI DSS compliant. We never see card details.
  • Twilio — sends SMS to tenants about maintenance updates only.
  • Resend — sends email alerts to you.
  • Sentry — receives anonymised error reports to fix bugs. No personal data included.
We do not sell your data.
We do not share your data with advertisers.
We do not share your financial data with your letting agent under any circumstances.

How long we keep your data

  • Financial records: 7 years (HMRC requirement)
  • Tenancy records: 3 years after tenancy ends
  • Maintenance records: 3 years after resolution
  • Documents: Active account plus 90 days after cancellation
  • Account data: Deleted within 30 days of a deletion request

Your rights under UK GDPR

Under the UK General Data Protection Regulation, you have the right to access your data, export it, correct inaccuracies, request deletion, and object to how we process it. We aim to make these rights easy to exercise without needing to contact us.

To access or correct your data: Use your dashboard, or contact us at the email below.

To export or delete your data: Use Account Settings in your dashboard. You can export all your data as a ZIP file or request full account deletion at any time.

How to contact us

For any questions about this privacy policy or how we handle your data, please email us at [support@propertyai.app].