LetKeeper privacy notice
Draft, version 0.1, [date]. Published by Streffdev Ltd.
Who we are
LetKeeper is an app for keeping a Scottish short-term let licence's evidence in order. It is made by Streffdev Ltd, a company registered in [Scotland / England and Wales] with number [company number], at [registered address]. We are registered with the Information Commissioner's Office as [ICO registration number]. Contact us about privacy at [privacy email address].
Our role, and yours
For the people who sign up to LetKeeper (hosts, co-hosts and cleaners), Streffdev Ltd decides how their account details are used, so we are the controller of that data.
For the records a host keeps in LetKeeper about their properties, their team, contractors and guests, the host decides what goes in and why. For that data the host is the controller and Streffdev Ltd processes it on the host's behalf, only to provide the app.
What we hold
| Data | Why |
|---|---|
| Your name, email address and sign-in details | To give you an account and let you sign in |
| Your business name, and which accounts you belong to and in what role | To show you the right properties and keep others out |
| Property addresses, licence details, certificates, documents and photos you add | To track your licence conditions and their evidence |
| Checks, faults and changeovers, with who did them and when | To keep the check log and evidence the licence asks for |
| A history of changes: who changed what, and when | So you can show what happened, and evidence is never silently changed |
| Notification settings and your device's push token | To send reminders the way you choose |
| Your subscription: which plan, from which store, and until when | To unlock the features you pay for. Card details stay with Apple or Google; we never see them |
| Feedback you send from the app, with your account and device type | To improve LetKeeper. [Decide how long to keep it.] |
| When a share link was opened (the time only) | So a host can see when their evidence was viewed. We don't record who opened it or their IP address |
We do not use your data for advertising, sell it, or use it to train AI. Documents and photos are never sent to an outside AI or text-recognition service: dates are read from certificates on your own phone.
Our lawful basis
We use account data to provide the service you signed up for (contract) and to keep it secure and working (legitimate interests). Hosts are responsible for having a lawful basis for the data they add about other people, such as their team and contractors.
Who processes it for us
- Google (Firebase and Google Cloud) stores and processes LetKeeper's data. Records, documents, photos and our server code run in Google's London region (europe-west2). [Check and state: where Firebase Authentication and Cloud Messaging process sign-in details and push notifications, which are not limited to one region, and the transfer safeguards in Google's data processing terms.] Google's servers may briefly log technical details such as IP addresses for security and reliability.
- Apple and Google handle subscription payments in the App Store and Google Play under their own privacy policies.
- [Email provider] sends reminder emails. [To be chosen: build plan D44.]
- [Inbound email service] receives certificates you forward by email, in the UK or EU. [To be chosen: build plan D46.]
How long we keep it
- While your account is open, we keep your records and their history, because licence evidence may be needed for years.
- When you delete a property or your account, it disappears at once and can be restored for 30 days. After that it is removed for good. [Once daily backups are on: copies in backups are deleted within [7] days after that.]
- Exports you make are deleted after 7 days.
Your rights
You can see and correct your data in the app, download everything (Settings, Export everything), and delete your account (Settings, Delete the account). You also have the right to ask us for a copy of your data, to object to how we use it, and to ask us to restrict it. Contact [privacy email address]. If you are a host's team member, contractor or guest, contact the host first; we will help them answer you.
If you are unhappy with how we have handled your data, you can complain to the Information Commissioner's Office at ico.org.uk/make-a-complaint.
Children
LetKeeper is for adults running short-term lets. It is not meant for anyone under 18.
Changes
If this notice changes in a way that matters, we will tell you in the app before the change takes effect.
LetKeeper tracks evidence against published licence conditions. It is not legal advice: the licence holder remains responsible for compliance.