FolioPrivacy policy
Last updated [date]
FolioLord is a tool for UK landlords who manage their own properties. This explains what information it holds, why, who else handles it, and what you can do about it.
Who we are
FolioLord is run by [your full name], a sole trader trading as FolioLord, of [business address in the UK] ("we", "us"). We're registered with the Information Commissioner's Office, registration number [ICO number].
For anything about your information, email [support email].
Our two roles
For your own account (your sign-in, your landlord details, how you use FolioLord), we decide how that information is used, so we're the controller.
For information about your tenants and other people that you put into FolioLord (names, contact details, deposit and Right to Rent records, inventories, signatures), you are the controller and we're your processor: we only store and handle it to provide FolioLord to you, as set out in our terms. If a tenant asks about their information, they should usually contact their landlord first; we'll help you respond.
What we hold
| Information | Where it comes from |
|---|---|
| Your email address and password (the password is stored only in scrambled form by our sign-in provider, never readable by us) | You, when you create an account |
| Your landlord details: name, address, company name, logo, signature | You |
| Property, rent, expense, mortgage, compliance and tax records, notes, maintenance, notices and uploaded documents and photos | You |
| Tenant and other people's details you record: names, contact details, tenancy dates, rent, deposit and Right to Rent records, guarantor and emergency contacts | You |
| Inventory records, photos, comments and signatures | You, people you send a helper link to, and tenants who review an inventory through the link you send them |
| Invite requests: name, email, number of properties and any message | Anyone who fills in "Request an invite" |
| Messages you send us through Contact us or Ask FolioLord: your name, email, topic and message, the screen you were on and your type of device, and your conversation with Ask FolioLord if you choose to include it | You, or anyone who fills in Contact us |
| Subscription records: your plan, its status, renewal and trial dates, and your customer reference with our payment provider (never card numbers) | Our payment provider, Stripe, when you subscribe, renew or cancel |
| Questions you ask Ask FolioLord, the conversation, and the name of the screen you're on. These are sent to answer you; we don't keep them unless you include them in a message to us. | You |
| Fault reports: when something goes wrong in the app, the technical error, which part of the app it was in and your type of device and browser. They don't include the contents of your records. | Your device, automatically |
| When you created your account and when you last used it | Our records |
| Technical information: your device stores your sign-in state and a few display preferences. Our hosting and service providers keep short-lived logs including IP addresses for security. | Your device and browser |
We don't use advertising or tracking cookies, and we don't sell or share information for marketing.
Why we use it, and our legal basis
- To provide FolioLord to you: storing your records, working out rent, tax and compliance figures, producing documents. Basis: our contract with you.
- To keep it secure and working: preventing misuse, fixing faults, keeping logs. Basis: our legitimate interest in running a safe service.
- To take payment for your subscription and manage it (receipts, failed payments, cancelling). Basis: our contract with you.
- To reply to invite requests, messages and support emails. Basis: our legitimate interest in responding to people who contact us (and our contract with you, where it's about your account).
- To find and fix faults using fault reports. Basis: our legitimate interest in running a reliable service.
- To understand how FolioLord is used, in totals only (how many accounts there are, how many have added a property, how many are active or subscribed), to improve it and run the business. Basis: our legitimate interest. We don't use advertising trackers for this.
- To meet legal obligations, such as keeping business and tax records about our own service, or responding to lawful requests. Basis: legal obligation.
Who else handles it
We use these providers to run FolioLord. Each only handles information to provide their service to us.
| Provider | What for |
|---|---|
| Google (Firebase) | Hosting the FolioLord website and app, sign-in, database and file storage. Your records are stored in [Firestore location, e.g. europe-west2 (London)]. |
| Anthropic | The AI features: reading a document or receipt when you choose "Read it for me" or "Fill in from receipt", and answering questions in Ask FolioLord. Only what's needed is sent (the scanned pages, or your question, the conversation and the name of the screen you're on), for that purpose only, and it isn't used to train AI models. |
| Google Fonts, jsDelivr and Cloudflare (cdnjs) | Delivering the app's typeface and code libraries to your browser, which means they receive your IP address |
| Stripe | Taking subscription payments, sending receipts and managing billing (changing card, invoices, cancelling). Card details go straight to Stripe; we never see or store card numbers. Stripe also acts as a controller for some information, for example to prevent fraud and meet its own legal obligations. |
| Resend [once email reminders start] | Sending reminder emails and messages about your account (such as your free trial ending) to your account's email address. It receives your email address, your name and the reminder itself (for example "Gas Safety Certificate expires — 14 Larkhollow Road in 7 days"). You can turn reminder emails off in Settings › Notifications. |
Some of these providers are based in, or may access information from, the United States. Where that happens, the transfer is covered by the UK's data bridge with the US or by the UK International Data Transfer Addendum.
How long we keep it
- Your account and everything in it: for as long as your account is open. When you delete your account, it's deleted straight away; copies held in our providers' own backups are removed on their normal cycle.
- Invite requests: until we've replied, and no more than 12 months.
- Messages and support emails: up to 2 years.
- Subscription and payment records: 6 years after the payment, as tax law requires.
- Fault reports: up to 90 days.
- Invite codes record the email address that used them, kept while the account exists.
How long you keep your tenants' information is your decision as their landlord. You can delete individual records at any time.
Your rights
You can ask to see, correct, export or delete your information, to object to or restrict how we use it, and to move it elsewhere. Two of these are built in:
- Download your data: Settings, then "Download or delete your data", gives you everything in your account in one file.
- Delete your account: in the same place. It permanently removes your records, files and sign-in.
For anything else, email [support email]. We'll reply within one month. If you're not happy with how we've handled your information, you can complain to the Information Commissioner's Office at ico.org.uk.
Keeping it safe
Each account can only reach its own records; this is enforced on our database, not just in the app. Information travels encrypted, and stored files can only be opened with a link that can't be guessed. Links you send a tenant or helper only open the one inventory they're for.
No system is perfectly secure. If something went wrong that put your information at risk, we'd tell you and, where required, the ICO.
Children
FolioLord is for adults managing rental property and isn't intended for anyone under 18.
Changes
If we change this policy in a way that matters, we'll tell you in the app or by email before it takes effect.