Privacy
Privacy policy
Who we are
Property Mind is a service for self-managing landlords in England, and for their tenants. It is provided by Property Mind App Limited, a company registered in England and Wales (company number 17395872). In this policy, “we” and “us” mean Property Mind App Limited.
This policy covers our website, our web app and our iOS and Android apps.
For anything about your personal data, email contact@propertymind.uk.
Our two roles
Which role we have depends on whose data it is. It matters because it decides who you ask when you want to see, correct or delete it.
- For your account, we are the controller. This means your name, email address and phone number, your sign-in, and how you use Property Mind. We decide how this data is used, and you ask us about it.
- For what landlords record about their tenancies, the landlord is the controller and we are their processor. This means tenants' names and contact details, documents, notices and repair reports. We hold and process it only on the landlord's instructions, to provide the service to them.
If you are a tenant and want to see, correct or delete what your landlord has recorded about you, ask your landlord first. If you ask us instead, we will pass your request to them and help them answer it.
What we collect
When you create an account and sign in
- Your name, email address and, if you give it, your phone number.
- Sign-in details held by our sign-in provider: a securely hashed password (never the password itself), your account identifier, and the IP address and browser or device used at each sign-in.
When you use Property Mind as a landlord
- Your properties: address, the property reference number that goes with it, and your answers to questions about the property.
- Your tenancies: dates, rent, deposit details and who the tenants are.
- Tenants' details you enter: names, email addresses and phone numbers. You must have a lawful reason to add them. For a tenancy you manage, you normally will.
- Documents you upload, such as certificates, agreements and notices.
Photos and their metadata
Photos, for example of a repair, often carry hidden metadata: when the photo was taken, the device, and sometimes the location. We keep this metadata, because a record of when and where a photo was taken is part of what makes it useful as evidence. A location is the location of someone's home, so we treat it with the same care as the rest of the tenancy record.
The evidence record
When something is done in Property Mind, such as a document uploaded or a notice served, we record who did it, what it was and when. The record can be added to but never edited, so it can be relied on later.
Other things we collect
- Postcode lookups. When you look up an address, the postcode is sent to Ordnance Survey to find matching addresses.
- Technical logs. Our servers log requests, including IP addresses, to keep the service running and secure. We strip sign-in credentials from logs before they are written.
- Notifications. If you allow notifications in our apps, we store your device's notification token.
- Messages to us. If you email us, we keep the email so we can reply.
The website does not collect anything from you just because you visit it. There is no sign-up form and no tracking.
How we use it, and why we are allowed to
| What we do | Lawful basis |
|---|---|
| Run your account and provide the service | Contract |
| Send reminders, and send notices and invites you ask us to send | Contract |
| Keep the evidence record intact | Contract, and legitimate interests (records that can be relied on) |
| Keep the service secure, prevent misuse and fix faults | Legitimate interests |
| Keep records the law requires, such as for tax | Legal obligation |
| Reply when you contact us | Legitimate interests |
We do not sell personal data, and we do not use it for advertising.
We do not use your photos or documents to train AI models. If we ever want to, we will ask for your permission separately, only for that purpose. Saying no will not affect your use of Property Mind.
Where your data is stored
Property Mind keeps your data in the UK. The service runs on Google Cloud in London, inside a boundary that stops our data being stored in any other region. Our sign-in provider holds account details in its UK region. Emails are sent from London.
There are some limits to this, and you should know them:
- Push notifications are delivered by Apple and Google, whose systems are not limited to the UK. So our notifications carry no personal details, only a prompt to open the app.
- Support staff at our providers may be outside the UK. Our providers guarantee where data is stored, not where every engineer who might support it is based.
- Our own email is hosted by Microsoft 365. If you email us, your message is held there.
Where personal data may be accessed from outside the UK, we rely on UK adequacy regulations or the UK's approved contract terms for international transfers.
How long we keep it
- Your account details are kept while your account is open, and deleted when you delete your account.
- Tenancy records, documents and the evidence record are kept for six years after the tenancy ends. This is the period in which a claim about the tenancy could be brought. Where a tenancy was signed as a deed, that period can be longer.
- Backups are overwritten on a rolling basis. Deleted data can remain in a backup for up to 7 days before it is gone.
- Emails to us are kept for as long as we need them to deal with what you asked.
When you delete your account, some records stay for the period above, with your name and contact details replaced by a reference. Our account deletion page explains exactly what is kept and why.
Your rights
Under UK data protection law you have the right to:
- get a copy of the personal data we hold about you
- have it corrected if it is wrong
- have it deleted, subject to the records we must keep
- restrict or object to how we use it
- receive it in a format you can take elsewhere
To use any of these rights, email contact@propertymind.uk. We will reply within one month. We may ask you to confirm your identity first, so we never give your data to someone else.
If you are unhappy with how we have handled your data, you can complain to the Information Commissioner's Office at ico.org.uk or on 0303 123 1113. We would appreciate the chance to put it right first.
Security
Data is encrypted in transit and at rest. Access inside Property Mind is limited to what each person needs, and every change to a record is logged. No system is perfectly secure. If we become aware of a breach that puts you at risk, we will tell you and the Information Commissioner's Office as the law requires.
Children
Property Mind is for adults. It is not intended for anyone under 18, and we do not knowingly collect personal data from children.
Changes to this policy
When we change this policy, we will update the date at the top. If a change affects how we use your data in a way you would not expect, we will tell you in the app or by email before it takes effect.