Privacy Policy & Cookie Notice

1. Introduction

app-factory.dev Limited is committed to protecting your privacy and ensuring the security of your data. This Privacy Policy explains how we collect, use, process, and protect your information when you use our TenantMate platform.

This policy complies with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and other applicable privacy laws.

2. Data Controller

app-factory.dev Limited is the Data Controller for the personal data we collect through TenantMate.

Contact: hello@app-factory.dev
Registered Office: 12b Otley Street, Skipton, England, BD23 1DZ

3. Information We Collect

Personal Data You Provide:

Account information (name, email address)
Property addresses you search for
Photos and documents you upload (tenancy documentation)
Payment information (processed securely via Stripe)
Communications with our support team

Automatically Collected Data:

Usage data and analytics
Device information and IP addresses
Log files and error reports

Property Data:

We aggregate publicly available data about properties from official sources including the EPC Register, Environment Agency, Police UK, VOA, and Ofcom. This is public data and does not contain personal information about property owners or tenants.

4. Legal Basis for Processing

We process your personal data based on the following legal grounds:

Contract Performance: To provide our TenantMate services and generate property reports
Legitimate Interest: For security, analytics, and service improvement
Consent: For marketing communications (where required)
Legal Obligation: To comply with applicable laws and regulations

5. How We Use Your Information

Generate property verification reports
Store your tenancy documentation securely
Process payments for our services
Provide customer support
Improve our services and develop new features
Send service updates (and marketing, with your consent)
Ensure platform security and prevent fraud

6. Data Sharing

We do not sell your personal data. We may share data with:

Service Providers: Trusted third parties who help operate our platform (hosting, payment processing, email delivery, error monitoring)
At Your Request: If you choose to share reports or documentation with a landlord or dispute resolution service
Legal Requirements: When required by law or to protect our rights

Sub-processors

We use the following sub-processors under written Article 28 processor agreements. All sub-processors process data in the UK or EU region:

Render — application hosting (Frankfurt, EU)
Cloudflare R2 — evidence storage (EU region)
Stripe — payment processing
Postmark — transactional email (EU region)
Sentry — error monitoring (EU region). Tenant identifiers, addresses, evidence content, and message bodies are stripped before any event leaves our servers; only the error class, a sanitised stack trace and a request id are sent. We do not attach your account or any user identifier to an error report.

Property data sources

When you run a property report, we send the address or postcode you asked about to public and commercial data services so we can look up information about that property. We send the address or postcode and nothing else: not your name, not your account, not your tenancy.

The services are: Ideal Postcodes, Postcodes.io, the EPC Register, the Valuation Office Agency (council tax bands), Police.uk, Ofcom (broadband and mobile coverage), the Environment Agency (flood risk), Speedwatch, and Homedata.

7. Your Data is Yours

At any time, you can download all your data including property reports, uploaded photos, and tenancy documentation through our platform. You control what you share and with whom.

8. Data Retention

We retain your data for as long as:

Your account remains active
Required to provide our services
Necessary for legal, tax, or regulatory purposes (typically 6 years for financial records)

Property reports you purchase are retained indefinitely so you can access them for future reference or disputes.

9. Your Rights (UK GDPR)

Under UK GDPR, you have the right to:

Access: Request a copy of your personal data
Rectification: Correct inaccurate or incomplete data
Erasure: Request deletion of your data ("right to be forgotten")
Portability: Receive your data in a machine-readable format
Restriction: Limit how we process your data
Object: Object to processing based on legitimate interests
Withdraw Consent: Where processing is based on consent

To exercise these rights, contact us at hello@app-factory.dev. We will respond within one month.

10. How to Complain

If you have concerns about how we use your personal information, contact us at hello@app-factory.dev.

You can also complain to the Information Commissioner's Office (ICO):

Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
Helpline: 0303 123 1113
Website: www.ico.org.uk

11. Cookies and Storage on Your Device

This section covers everything TenantMate stores on your phone or computer, not only cookies. The law that applies here treats cookies, browser storage and offline databases the same way, so we describe all of it.

Cookies we set

`_tenantmate_session` — signs you in and keeps you signed in while you use the app. It is set by our server, cannot be read by scripts running in the page, is only ever sent back to us, and is cleared when you close your browser. The app cannot work without it.

`_remember` — keeps you signed in when you come back later, for 14 days. It is set when you sign in.

Those are the only two cookies we set. We use no advertising cookies and nothing that follows you to other websites.

Other things we store on your device

Your preferences. A handful of small settings: whether you have chosen light or dark theme, which tenancy you last had open, and whether you have already seen certain first-time prompts.

An offline copy of your tenancy. So that TenantMate keeps working when you have no signal, we store a copy of your tenancy information in a database inside your browser. Depending on what you have added, this can include your address, your landlord's and letting agent's details, the people you live with, documents you have uploaded, messages, repair records, deposit and dispute records, and photographs you have taken as evidence.

This copy stays on your device. It is not shared with anyone, and it is not readable by other websites. Signing out clears it from your device, and you can also clear it at any time through your browser's settings for this site.

A copy of the app itself, so it loads quickly and keeps working offline.

Website and product analytics

We do not currently use any. We do not measure how you browse the site or which features you use, and we share nothing with advertising networks.

An earlier version of this notice said we used a cookieless analytics service. That was not accurate: no such service is deployed, and this notice has been corrected. If we introduce analytics in future we will update this notice, and where the law requires your permission we will ask for it before anything is collected.

12. Data Security

We implement security measures including:

Encryption in transit and at rest
Secure hosting with reputable providers
Access controls and authentication
Regular security reviews

13. Children's Privacy

TenantMate is not intended for children under 18. We do not knowingly collect personal data from children.

14. Changes to This Policy

We may update this Privacy Policy periodically. We will notify you of significant changes through email or platform notifications.

15. Contact Information

Company: app-factory.dev Limited
Company Number: 16567409 (Registered in England and Wales)
Registered Office: 12b Otley Street, Skipton, England, BD23 1DZ
Email: hello@app-factory.dev