Legal
Privacy Policy
Last updated 27 September 2026
This policy explains how Joefergraphy Limited ("TenantTool", "we", "us"), a company registered in England and Wales with company number 16271607, handles personal information when you use TenantTool or our website.
We keep this simple: we collect what TenantTool needs to work, we do not sell personal information, and we do not use it for advertising.
1. Two kinds of information, two roles
- Information about you as a user of TenantTool (your account, your workspace membership, your billing and your messages to us). For this, we are the controller: we decide how it is used, as this policy sets out.
- Information you and your team put into a workspace about other people, such as tenants, contractors and guarantors. For this, the workspace’s owner (usually the landlord or agent) is the controller and we are their processor: we handle it only to provide TenantTool to them. If you are a tenant or contractor with a question about your information, please contact the landlord or agent first; we will help them respond.
2. What we collect
| Information | Examples |
|---|---|
| Account details | Your name, email address and, if you add one, phone number. Your password is held by our sign-in provider in scrambled form; we never see it. If you sign in with Google or Apple, we receive your name, email address and an account identifier from them. |
| Security | Your two-factor authentication settings, and when you signed in. |
| Workspace and activity | The workspaces you belong to and your role, your preferences, and a record of changes made (who did what, and when), so a workspace can see its history. |
| Workspace content | What you and your team add: property addresses, tenancies, tenants’ and guarantors’ names and contact details, rent and deposit details, certificates, documents, photos, maintenance jobs, contractors, income and expenses, notes and messages. |
| Tenant portal | If a landlord invites you as a tenant: your name, email address, login, and the repairs and messages you send through the portal. |
| Billing | Your plan, payment status and billing history. Card details go straight to our payment provider, Stripe; we never see or store your full card number. |
| Communications | Your messages and support requests to us, and records of the emails TenantTool sends (to whom, when, and whether they were delivered). |
| Technical | Your IP address, browser and device, which our hosting and security systems use briefly, for example to stop repeated failed sign-ins. |
3. Why we use it, and our legal basis
| What we do | Legal basis |
|---|---|
| Provide TenantTool: your account, your workspaces, reminders, emails you ask us to send, the tenant portal, and support | To perform our contract with you (or, for workspace content, on the workspace owner’s instructions) |
| Take payment and keep financial records | Contract, and our legal obligations (for example tax records) |
| Send service emails, such as reminders, receipts, security alerts and a few emails to help new accounts get set up | Contract, and our legitimate interest in helping you use what you pay for |
| Keep TenantTool secure, prevent misuse and fix problems | Our legitimate interests in running a safe, reliable service |
| Improve TenantTool, using information about how it is used | Our legitimate interests; we use the least personal information we can |
| Comply with the law and respond to lawful requests | Legal obligation |
We do not send marketing emails without your consent, and you can stop any we send.
4. TenantTool AI and automatic reading
When you use TenantTool AI features (such as reading a document, importing a spreadsheet, or asking a question about your portfolio), the relevant content is sent to OpenAI to be processed, and the answer comes back to TenantTool. We ask OpenAI not to store it, and OpenAI does not use it to train its models. It may keep it for a short period to monitor for abuse, as its own terms set out.
The Document inbox reads uploaded certificates in your own browser where it can, so they do not have to leave your device for that step.
We do not use TenantTool AI to make decisions about people that have legal or similarly significant effects.
5. Who helps us, and where your information is held
We use these providers to run TenantTool. Each handles personal information only to provide their service to us, under contracts that require them to protect it. We tell workspace owners before adding or replacing one.
| Provider | What for | Where |
|---|---|---|
| Google (Firebase and Google Cloud) | Sign-in, the database that holds your records, and the storage for uploaded files | Database in Europe; uploaded files in the United States |
| Vercel | Hosting the website and app | Europe and the United States |
| Stripe | Taking payments and managing subscriptions | Europe and the United States |
| Brevo | Sending emails | European Union |
| OpenAI | TenantTool AI features, when you use them | United States |
| Ordnance Survey | Looking up addresses from a postcode (only the text searched is sent) | United Kingdom |
| Accounting software you connect (such as Xero, QuickBooks, Sage or FreeAgent) | Sending the transactions you choose to your accounts, only if you connect one | As set out by that provider |
We may also share information if the law requires it, to protect people’s safety or our rights, with professional advisers under a duty of confidence, or with a buyer if TenantTool is ever sold (who would have to protect it as this policy does). We never sell personal information.
6. Information held outside the UK
Some of our providers hold information outside the UK, as the table above shows. When they do, the transfer is protected as UK law requires: to countries the UK recognises as protecting personal information adequately (including the European Union), to US organisations certified under the UK Extension to the EU–US Data Privacy Framework, or under the UK’s approved contract terms for international transfers.
7. How long we keep it
- Your account and workspace content: for as long as you have them. When you delete a workspace or your account, its records are deleted straight away and permanently. Deleted files are held by our storage provider for up to 7 days as a safeguard, then erased.
- Emails and activity records: only as long as they are useful to you and for security, then deleted.
- Billing and payment records: for 6 years after the year they relate to, as tax law requires.
- A short record that an account or workspace was deleted, and when: kept so we can show we acted on the request.
- Support conversations: for as long as needed to help you, and then for up to 2 years in case the issue comes back.
8. Keeping it safe
Information is encrypted in transit and when stored. Each workspace is kept separate, and every request is checked against the workspace and role of the person making it. You can protect your account with two-factor authentication. Access by our own staff is limited to what is needed to run and support TenantTool.
No system is perfectly secure. If a breach affects your information in a way that puts you at high risk, we will tell you without undue delay.
9. Your rights
Under UK data protection law you can ask us to:
- give you a copy of the personal information we hold about you;
- correct it if it is wrong;
- delete it (you can delete your account yourself, in Settings);
- restrict how we use it, or object to our using it on the basis of legitimate interests;
- give it to you, or another organisation, in a common format.
Email support@tenanttool.co.uk. We will respond within one month and do not charge. If your information is in a landlord’s workspace, we will pass your request to them, as they decide how it is used.
If you are unhappy with how we have handled your information, please tell us first. You can also complain to the Information Commissioner’s Office at ico.org.uk or on 0303 123 1113.
11. Children
TenantTool is not for children. You must be 18 or over to create an account.
12. Changes to this policy
We will update this policy when how we handle information changes. For important changes we will tell you in advance and ask you to agree when you next use TenantTool. The date at the top shows when it last changed.
13. Contact
Joefergraphy Limited, Cholsey Grange, Ibstone, High Wycombe, England, HP14 3XT. Email support@tenanttool.co.uk.
See also our Terms and Conditions.