Privacy policy

For data about our customers (landlords, their team members and visitors to this website), Zolvra Solutions Ltd is the data controller. Company number 17321321, registered office The Junction Office 43, Charles Street, Horbury, West Yorkshire, WF4 5FH.

For data about tenants, guarantors, referees and contractors that a landlord enters or invites into Letfolio, the landlord is the data controller and we act as their data processor. We handle that data only on the landlord’s instructions and under the terms of service. The landlord is responsible for telling tenants and other people whose data they enter that Letfolio is used to manage the tenancy, and may point them to this policy to do so. If you are a tenant with a question about how your landlord uses your data, contact your landlord first; we will help them respond.

If you sign in to the tenant portal or app, we are also the controller for your login account itself: your email address, password hash or Google sign-in identifier, and the security data that keeps the account safe. Everything about your tenancy stays your landlord’s data, as above. Referees and contractors who answer a link a landlord sent them give their answers to that landlord, and we process them on the landlord’s behalf.

• Account data: name, email address, password hash or Google sign-in identifier, and profile details you add.
• Portfolio data: properties, tenancies, rent and deposit records, expenses, receipts, certificates, maintenance jobs, letters, tasks and documents you upload or generate.
• Tenant and third-party data: names, contact details, tenancy information, referencing answers, payment and issue history that landlords, tenants, referees or contractors provide through the service.
• Billing data: your subscription plan and payment status. Card details are collected and stored by our payment providers, never by us.
• Bank and payment data: if you connect Direct Debit or Open Banking, the account identifiers and transaction data needed to collect rent and reconcile payments.
• Technical data: IP address, browser and device information, and server logs needed to run and secure the service. We do not use advertising or third-party analytics cookies.

• To provide the service you signed up for, including rent tracking, compliance reminders, document storage, tenant communication and tax reporting (performance of a contract).
• To take payment and manage your subscription (performance of a contract, legal obligation to keep accounting records).
• To send service emails such as sign-in codes, invitations, rent notices and reminders you or your landlord have configured (performance of a contract, legitimate interests). We do not send marketing email without your consent.
• To read receipts and answer questions about your portfolio using AI providers, where you choose to use those features (performance of a contract).
• To keep the service secure, prevent abuse and fix problems (legitimate interests).
• To comply with law, including HMRC record-keeping duties and lawful requests from authorities (legal obligation).

We share personal data only with providers that help us run Letfolio, each under a contract that restricts them to processing on our instructions:

• Vercel (application hosting, file storage and email delivery infrastructure)
• Neon (database hosting)
• Clerk (sign-in and account security)
• Resend (transactional email)
• Google (sign-in with Google, only if you choose it)
• Stripe, Apple and Google Play (subscription payments, depending on where you subscribe)
• RevenueCat (mobile subscription management)
• GoCardless (rent paid by Direct Debit or one-off Instant Bank Pay, and Open Banking bank feeds, only if you connect them)
• Microsoft Azure (reading receipts you scan, only when you use that feature)
• Google Gemini API (answering questions about your portfolio, writing your daily briefing, and reading receipts if Azure cannot; only when you use those features)
• Anthropic (the same AI features, when we are not using Gemini for them; only when you use those features)
• AppsFlyer (mobile app install attribution, on the iOS and Android apps only, and only if you say yes when the app first opens; stopped for tenant accounts)
• Xero (accounting sync, only if you connect it)

We also share data where you direct us to, for example when you email a job sheet to a contractor, send a reference request, or share a document with a tenant. We do not sell personal data.

Two features use AI providers, and both are optional: scanning a receipt, and the assistant that writes your daily briefing and answers questions about your portfolio.

• What is sent: for a receipt scan, the image or PDF you upload. For the assistant, a summary of your own portfolio records: property names, tenant names, rent figures, dates, balances and certificate expiry dates. Nothing is sent until you use the feature, and each request contains only the data of the account making it.
• Who processes it: Microsoft Azure Document Intelligence (UK South) for receipts, and Google’s Gemini API or Anthropic’s API for the assistant (Anthropic is used when we are not using Gemini, and either may read a receipt if Azure is not in use). All act as our processors, and we use their paid API tiers, whose terms contractually exclude using the content to train their models or for any other purpose of their own. They keep request logs only for a short period to detect abuse.
• What it decides: nothing. The assistant drafts suggestions and reads figures off documents; every draft is shown to you to confirm or discard. It does not give legal, tax or financial advice, and it never decides whether to accept a tenant or take action against one.

Some providers above store or process data outside the UK, principally in the European Economic Area and the United States. Where that happens we rely on the UK International Data Transfer Agreement or the UK Addendum to the EU Standard Contractual Clauses, or on an adequacy decision, so your data keeps equivalent protection.

Landlord records are kept for as long as your account exists. Because HMRC requires landlords to retain records for at least five years after the relevant tax return deadline, a lapsed or cancelled subscription becomes read-only rather than being deleted, so you can still export your records.

You can delete your account at any time from Settings in the app (or, for landlords, in the web dashboard), or by emailing us. Billing stops straight away, and we delete your data within 30 days, except where we must keep it to meet a legal obligation, to resolve a dispute, or to enforce our agreements. Export your records first: once they are deleted we cannot give them back. Applicants a landlord declined, or who withdrew, are deleted six months after the decision. Server logs are kept for up to 90 days.

You have the right to access the personal data we hold about you, to have it corrected or deleted, to restrict or object to how we use it, to receive a copy in a portable format, and to withdraw consent where we rely on it. To exercise any of these, email info@zolvra.co.uk. We respond within one month.

If you are unhappy with how we handle your data you can complain to the Information Commissioner’s Office at ico.org.uk or on 0303 123 1113.

We use only strictly necessary cookies: those that keep you signed in and protect the service against cross-site request forgery. They do not track you across other websites and no consent banner is required for them. We do not use advertising or analytics cookies.

The iOS and Android apps store your sign-in session on the device. They can also use AppsFlyer to tell us which advert led to an install, which reads a device identifier. The first time the app opens it asks whether you agree; nothing is shared unless you say yes (your consent), and on an iPhone or iPad only if you also allow tracking when Apple asks. Your landlord account is linked to it only if you agree to that separately after signing in. You can withdraw at any time with “Advert attribution” in the app’s settings, or “Advert measurement” on the sign-in screen. It stops when a tenant account signs in.

Data is encrypted in transit and at rest. Access inside our company is limited to people who need it to support you. Third-party integration tokens are encrypted with keys we hold separately from the database. No system is perfectly secure, so if we become aware of a breach affecting your data we will tell you and, where required, the ICO without undue delay.

Letfolio is a business service and is not intended for anyone under 18. We do not knowingly collect data from children.

We will post any changes on this page and update the date at the top. If a change materially affects how we use your data we will also email account holders before it takes effect.