Privacy Policy

Last updated: 2 April 2026

Applies to: tenancy-vault.co.uk, app.tenancy-vault.co.uk, and related TenancyVault service domains

1. Who we are

TenancyVault is a product owned and operated by Pixel Funnel Ltd ("we", "us", "our"). This Privacy Policy explains how we collect, use, and share personal data when you use our website and app.

Data controller: Pixel Funnel Ltd
Contact: [email protected]

2. What this policy covers

This policy covers:

visitors to our marketing website (tenancy-vault.co.uk)
users of our landlord / agent app and tenant portal
people who contact us, request support, or submit data protection requests

It does not cover third-party websites or services we link to.

3. Personal data we collect

3.1 Marketing website visitors and enquiries

When you visit our website or send us a message, we may collect:

device and usage data, such as pages viewed, browser type, referrer, and approximate location
cookie preferences (see Cookie Policy)
contact details and message content you submit through our contact form or data request form

Marketing site enquiries and data request forms are submitted using Web3Forms and then delivered to us. We also use Google Analytics on the marketing site only, subject to cookie consent where required.

3.2 Account, authentication, and subscription data

When you create or use a TenancyVault account, we may collect:

name (if provided)
email address
password (stored as a secure hash)
account settings and plan information
authentication and security records, such as sign-in attempts, password reset tokens, email verification tokens, refresh tokens, and trusted-device tokens
browser-stored app data used to keep you signed in and complete billing flows, such as short-lived access tokens in local storage

3.3 Payments

If you pay for TenancyVault, payments are processed by Stripe. We do not store full card details on our servers. Stripe may process your payment and maintain its own records under its own privacy policy.

We may store limited payment-related data such as:

Stripe customer ID
subscription status
invoices/receipts references
payment method summary data, such as card brand, last four digits, and expiry date

3.4 Property, compliance, and document data (app content)

Depending on features you use, you may input or upload:

property details (e.g., address, notes)
compliance deadlines and records
documents (PDFs, photos, certificates) you upload
audit trail events you create (e.g., "served to tenant", "completed", "exported pack")

3.5 Tenant and tenant portal data (minimised)

TenancyVault is designed to store minimal tenant information. Depending on your use, you may store:

tenant name(s)
tenant email address (if you choose to send reminders/links)
tenancy dates and notes
tenant portal login records, magic-link tokens, and related audit events

Please avoid uploading special category data (e.g., health information) unless strictly necessary.

3.6 Support, feedback, and diagnostics

If you contact us, use support features, or an error occurs, we may collect:

your contact details
message content
attachments you provide
support and feedback submissions you send through our app or website
technical diagnostic data about errors and performance, such as device/browser data, page URLs, timestamps, and masked session replay on app errors

We use Sentry for error monitoring and diagnostic replay. Our current app configuration masks text by default and strips Cookie and Authorization headers before sending error events.

4. How we use your data

We use personal data to:

provide and secure the service (authentication, account management)
store documents and compliance records, and show reminders
operate key features (vault, audit trail, compliance pack export, notifications)
process payments and manage subscriptions
communicate with you about service updates, security, and support
respond to contact enquiries and data protection requests
monitor reliability and fix errors (e.g., via Sentry)
understand and improve the marketing website and product experience
prevent fraud, abuse, and security incidents
comply with legal obligations (e.g., accounting and tax)

5. Lawful bases (UK GDPR)

We rely on:

Contract: to provide TenancyVault and its features to you
Legitimate interests: to secure and improve the service, prevent abuse, and understand usage (balanced against your rights)
Legal obligation: where required for tax/accounting or lawful requests
Consent: where required (e.g., non-essential cookies; optional marketing emails)

6. Marketing emails

We may send product updates/newsletters if you opt in (or where otherwise permitted by law). You can unsubscribe at any time using the link in the email or by contacting [email protected].

We do not sell your personal data.

7. Who we share data with (service providers)

We use trusted vendors to run TenancyVault. Depending on your usage, we may share personal data with:

Hosting / infrastructure / database: DigitalOcean, including managed database and object storage services
Error monitoring: Sentry.io
Analytics: Google Analytics (marketing site only, with consent)
Payments: Stripe
Email delivery: Resend
Form handling: Web3Forms for website contact and data request submissions

We share only what is necessary and use contractual protections with processors.

8. Where your data is processed (UK + international transfers)

TenancyVault is intended for UK customers, but our infrastructure and subprocessors may operate in the UK, EEA, United States, or other countries depending on deployment configuration and provider location.

Some third-party providers, including Stripe, Sentry, Resend, Web3Forms, and Google Analytics, may process data outside the UK. Where international transfers occur, we rely on appropriate safeguards required by UK GDPR, such as adequacy regulations or contractual safeguards.

9. Data retention

We keep personal data only as long as necessary for the purposes described:

Account data: while your account is active, plus a reasonable period after deletion for security/audit and dispute handling.
Documents and records: until you delete them, or until account deletion (subject to retention settings and legal requirements).
Audit logs: retained to provide service integrity and evidence trails, and for security and dispute handling.
Authentication and trusted-device tokens: until they expire, are rotated, or are revoked.
Data export files: typically available for up to 14 days after generation.
Billing and invoice records: retained for as long as required for tax, accounting, and fraud-prevention purposes.
Support communications and data requests: retained as long as needed to resolve the matter, maintain records of the request, and improve support.
Analytics: retained according to Google Analytics configuration and retention settings.

You can request account deletion by contacting [email protected] (see "Your rights").

10. Security

We implement appropriate technical and organisational measures, including:

encrypted transport (HTTPS / TLS)
access controls
secure password hashing
httpOnly refresh cookies for long-lived authenticated sessions
private document storage and controlled access links (where applicable)
backups and monitoring

No system is 100% secure, but we work to protect your data and respond to incidents.

11. Your rights (UK GDPR)

You have the following rights under UK GDPR:

Access (Article 15): receive a copy of the personal data we hold about you
Correction (Article 16): have inaccurate or incomplete data corrected
Erasure (Article 17): have your data deleted where there is no lawful basis for continued processing
Restriction (Article 18): limit how we process your data in certain circumstances
Objection (Article 21): object to processing based on legitimate interests
Portability (Article 20): receive your data in a structured, machine-readable format
Consent withdrawal: withdraw consent at any time where processing is consent-based

If you have a TenancyVault account, you can export or delete your data directly from the app. To submit a formal request, or if you do not have an account, use our Data Request form. We normally respond within one month. For complex requests, we may take up to an additional two months where the law allows and will let you know. We may request identity verification before acting on a request.

12. Complaints

If you are unhappy with how we handle your data, please contact us first at [email protected]. You also have the right to complain to the UK Information Commissioner's Office (ICO).

13. Children

TenancyVault is not intended for children and we do not knowingly collect data about children.

14. Changes to this policy

We may update this policy from time to time. We will post updates on this page and update the effective date.