AI RoomyGroup Privacy Policy

1. Introduction

AI RoomyGroup is a UK-focused landlord and property-management app. It helps landlords, property owners, and property managers organise property, tenancy, compliance, document, cost, rent, and landlord-management records.

This policy is written to explain the real information the app handles. It is not legal advice, but it is intended to be clear enough for users to understand what happens to their data.

2. Who We Are

3. Who The App Is For

AI RoomyGroup is intended for landlords, property owners, and property managers aged 18 or over. It is not directed at children.

4. Information We Collect

Account information

We may collect and store account details such as your email address, name, phone number, user ID, and device ID.

We do not use IP address or login history as core app profile data, although limited technical information may be processed in operational logs for security, debugging, and service operation.

Property and portfolio information

You may enter or upload property and landlord-management information, including property addresses, property photos, tenancy details, rent and payment records, deposit details, compliance records, maintenance records, mortgage records, cost records, and tax-related records.

Tenant and contact information

You may enter information about tenants, occupiers, contractors, agents, or other people, including names, email addresses, phone numbers, Right to Rent information, tenancy records, and related contact details.

Documents, photos, receipts, certificates, and invoices

You may upload property, tenancy, compliance, cost, receipt, invoice, and similar landlord/property-management documents. This can include gas safety certificates, EICR/electrical safety records, EPC records, uploaded receipts, uploaded invoices, and other property or tenancy documents.

AI-extracted fields and metadata

Where you use document review or extraction features, AI RoomyGroup may store extracted fields, document classifications, review metadata, and related status information.

Device information and limited technical logs

The app may use a device ID for app functionality such as device-specific settings or notifications where enabled. AWS CloudWatch logs may process limited diagnostic and technical information needed to operate, secure, debug, and monitor the service.

5. Tenant And Third-Party Information Entered By Users

AI RoomyGroup lets users manage information about tenants, occupiers, contractors, agents, and other third parties. You are responsible for making sure you have the right to enter, upload, store, and manage that information in the app.

You should not upload or enter information that you are not authorised to manage, or that is not relevant to your use of the app.

6. Uploaded Documents And AI Processing

Uploaded documents are stored in Amazon S3. Documents may be processed using Amazon Bedrock for AI-assisted document extraction and review. No non-AWS AI provider is used for document processing.

Extracted fields and document metadata are stored in Amazon DynamoDB. Original documents are retained after extraction unless you delete them or delete your account.

AI-assisted extraction is there to help you review documents more quickly. It may be incomplete, inaccurate, or misread information, so you should check extracted information before relying on it.

7. How We Use Information

We use your information to provide and operate AI RoomyGroup. This includes:

• creating and managing user accounts;
• providing property-management features;
• storing property, portfolio, tenancy, rent, deposit, compliance, maintenance, cost, and tax records;
• uploading, organising, storing, and extracting information from documents;
• supporting landlord compliance workflows and reminders;
• providing customer support;
• maintaining security, debugging, reliability, fraud prevention, and service operation;
• improving app functionality; and
• handling account deletion and data-management requests.

8. Legal Basis For Processing

Where UK GDPR applies, we rely on the following legal bases:

• Contract: to provide the app, account features, storage, document upload, and related services you request.
• Legitimate interests: for service security, debugging, support, reliability, fraud prevention, protecting the service, and improving functionality.
• Legal obligation: where we need to handle or retain records to comply with legal obligations.
• Consent: for optional permissions such as camera, photo library, biometrics, and notifications where consent is required.

9. Sharing And Service Providers

We do not sell personal data. We do not share data with advertising networks. We do not use advertising SDKs, cross-app tracking, cross-website tracking, IDFA, or ad network sharing.

We use service providers to operate and support AI RoomyGroup. These providers process data only as needed to provide, secure, or support the app. Relevant providers and services include:

• Amazon Web Services;
• Amazon Cognito for account authentication;
• Amazon API Gateway and AWS Lambda for backend API services;
• Amazon DynamoDB for app records and extracted fields;
• Amazon S3 for uploaded document storage;
• Amazon Bedrock for AI-assisted document extraction and review;
• Amazon CloudWatch for operational logs;
• Apple App Store and Google Play where applicable to app distribution;
• website/domain hosting provider; and
• email/support provider.

At launch, AI RoomyGroup does not use Firebase Analytics, Google Analytics, Crashlytics, Sentry, Amplitude, Mixpanel, PostHog, Meta/Facebook SDK, TikTok SDK, Stripe, Apple in-app purchases, Google Play billing, or payment card collection in the app.

10. International Transfers

Some service providers may process data outside the UK or EEA. Where required, we rely on appropriate safeguards for international transfers, such as contractual protections or safeguards made available by the relevant service provider.

11. Security

We use technical and organisational measures intended to protect personal data and property-management records. These include managed cloud services, authentication, access controls, and operational monitoring.

No system can be guaranteed completely secure. You should keep your login details secure and contact us if you believe your account or data may be at risk.

12. App Permissions And Capabilities

AI RoomyGroup may request permissions only where needed for app features:

• Camera: used for taking photos of documents, receipts, property condition, or other app-supported uploads.
• Photo library: used for selecting images, documents, or photos for upload.
• File picker/document upload: used for uploading documents.
• Biometrics: used only if enabled for app access/security.
• Push notifications: may be used only where enabled and permitted. Push notifications are disabled for production launch unless later enabled.

AI RoomyGroup does not use location, contacts, calendar, or microphone permissions at launch.

13. Retention

Active account data, property records, tenancy records, extracted data, and uploaded documents are retained while you keep your account, unless you delete particular uploaded documents earlier.

When you delete your account, active account data, property/portfolio records, tenancy records, extracted data, and referenced uploaded documents are deleted immediately from the active app systems.

Limited technical logs and backups may remain temporarily for up to 30 days. Support emails may be retained for up to 1 year.

14. Account Deletion And Document Deletion

You can delete uploaded documents in the app where document deletion is available. Uploaded documents are also included in account deletion.

You can delete your account in the app from Account > Privacy & help > Delete account. Account deletion removes active app account, property, portfolio, tenancy, document, and extracted-data records, and deletes referenced uploaded document files from the document vault.

If you cannot access the app, you can contact ai.roomygroup@gmail.com. We may need to verify your request before acting. More information is available on the Account Deletion page.

15. Your Rights

Depending on your location and the circumstances, you may have rights to:

• access your personal data;
• correct inaccurate personal data;
• ask for deletion of personal data;
• restrict certain processing;
• object to certain processing;
• receive data in a portable format where applicable;
• withdraw consent where processing is based on consent; and
• complain to the UK Information Commissioner's Office at ico.org.uk.

To make a privacy request, contact ai.roomygroup@gmail.com.

16. Children

AI RoomyGroup is intended for users aged 18 or over and is not directed at children.

17. Changes To This Policy

We may update this Privacy Policy from time to time. The latest version will appear on this page with the latest "Last updated" date.

18. Contact

For privacy questions, support, or data requests, contact ai.roomygroup@gmail.com.