Privacy Policy

1. Roles and contact

REMI SOFTWARE LTD provides Remi for letting agencies. We are controller for our business enquiries, agency relationship, billing administration and service-security purposes where we determine the purpose and means. The agency is normally controller for its tenant, landlord, contractor, property and imported operational records; Remi processes those records on its documented instructions under /dpa.

The same person may appear in both contexts. Contractors may have authentication accounts while their job records are agency-controlled. Provider roles vary by processing purpose; Stripe may act as an independent controller for some payment and regulatory activities. We do not treat all suppliers or all staff records as processor data.

Contact hello@remi.properties for privacy requests. Published company particulars are provided below but have not been independently verified in this release. No claim of ICO registration, certification, approved international transfer or appointed DPO is made.

2. Data and collection contexts

Account and agency data includes names, work email, contact details, roles, agency association, authentication identifiers, permissions and service activity. Clerk provides authentication and handles credentials and sessions according to enabled methods; Remi stores application identity references, not a local account-password database.

Prospect and founding-programme enquiries include the contact and agency information, portfolio information and message you submit. We use these to answer and administer your enquiry. An enquiry is not blanket permission for unrelated marketing.

Tenant maintenance intake includes name, email, property address, issue title and description, optional photographs and subsequent job communications. Agencies may also supply landlord/tenant/contractor contacts, tenancy dates and terms, rent/deposit history, maintenance events, notes, quotes, invoices, inspections, compliance certificates, communications and documents/media.

Smart Migration may retain original CSV/XLSX files, multi-sheet source rows, unknown fields, source identifiers, mappings, reconciliation information, provenance, decisions, conversion/undo history and supporting attachments. Supported operational conversion varies; unmapped data may remain in secure source archives rather than becoming live records. Archive or undo is not erasure.

Technical information may include IP address, browser/device information, authentication/security events, audit trails, request identifiers and delivery records. Contractor mobile push uses device push tokens and sends job title and property address through Expo. Billing data includes customer/subscription identifiers, invoices and property-count snapshots; card details are processed by Stripe rather than stored by Remi.

Avoid irrelevant sensitive information, health/disability details, identity documents and images of other people. Such information can nevertheless appear in repair narratives, photographs and imported files. The agency must assess any applicable special-category condition and minimise/redact material; Remi does not infer that uploading it supplies lawful consent.

3. Purposes and lawful bases

For controller activities we use business contact and account information to administer the agency relationship, enquiries and support, on legitimate interests in providing a requested business service and maintaining business relationships; contract applies where the individual is personally party to the contract. Service security and abuse prevention rely on legitimate interests; financial/statutory records may be required by legal obligation. These bases must be mapped to the actual processing, not applied indiscriminately to employees.

Agency-controlled records are used to operate reporting, triage, review, coordination, notifications, migration, recordkeeping and authorised support under the agency's instructions. The agency determines its purposes, lawful basis and any Article 9 condition. Remi does not independently select a new purpose for tenant data.

Marketing beyond requested enquiry follow-up requires a separately assessed lawful basis and compliance with PECR, including any required consent and unsubscribe/suppression controls. This Privacy Policy and accepting the Terms do not provide marketing consent. We do not claim a marketing campaign or optional analytics system is enabled by this notice.

4. AI processing and human review

Maintenance title and description text is submitted through Replit AI Integrations to Anthropic Claude Haiku 4.5 for triage suggestions. Photographs are currently stored for human use and are not sent for AI assessment. Do not assume an image has been analysed.

Suggested priority, trade and compliance observations require human review. Remi does not claim that these outputs establish liability, satisfy a statutory duty or constitute a legally significant solely automated decision. Agencies must assess their actual use, provide meaningful review and consider a DPIA where required.

Supplier processing locations, retention and any training-use restrictions must be verified from applicable supplier terms. No unverified 'never used for training', zero-retention or UK-only claim is made.

5. Recipients and international processing

Authorised agency users and assigned contractors receive the job information needed for their role; tenant contact disclosure depends on the agency's authorised workflow. Remi personnel may access records for authorised support, security and administration. We may disclose information where legally required.

Providers include Replit hosting/database/storage, Google Cloud-backed App Storage, Replit AI Integrations, Anthropic, Clerk, Resend, Stripe, Expo mobile push and Google Fonts. See /sub-processors for purposes, data and verification gaps. Some providers may act as controllers for particular activities.

Some processing may occur outside the UK. Exact legal entities, regions, onward transfers and applicable safeguards require supplier-contract and configuration verification. This notice does not assert that a UK IDTA, UK Addendum, adequacy route or other mechanism has been executed or applies. Obtain the verified transfer record before approving relevant processing; location information alone is not a transfer safeguard.

6. Cookies, browser storage and external resources

Source inventory for this release: Clerk uses authentication/session technology; exact cookies, browser-storage keys and lifetimes depend on the enabled Clerk environment and must be confirmed in a browser audit. Authentication/security storage is used to deliver the requested signed-in service, not as marketing consent.

Remi's sidebar now uses in-memory UI state and does not write the previous seven-day sidebar_state preference cookie. This change does not itself remove a legacy cookie already stored in a browser. No optional analytics, advertising pixel or replay tool was found in the reviewed public/app source; this is not a guarantee about provider-controlled pages or future integrations.

Google Fonts is requested remotely to render typography and receives ordinary network request information, including IP address. A remote resource request is not itself proof that a cookie is set. Clerk and Stripe may load their own service resources. Their actual storage behaviour and PECR exemptions must be verified.

No optional-tracking consent banner is presented because this release does not add optional tracking. Non-exempt storage/access must remain disabled until a prior-consent mechanism with equally accessible rejection and withdrawal is implemented. A notice alone is not consent. Browser settings can clear storage but disabling essential authentication may prevent sign-in.

7. Retention and offboarding: verified behaviour and unresolved periods

We retain data only for the service, documented instructions, applicable legal obligations and justified security/dispute needs. The following is a behaviour schedule, not an unverified deletion SLA. Exact periods, ownership and legal holds require agency and operator approval before paid activation.

Active operational records: retained while required for the instructed service. Archive actions preserve linked maintenance history rather than automatically erasing it. No approved automatic age-based deletion period is implemented or promised.

Smart Migration originals, source rows, provenance and conversion/undo history: retained for reconciliation and evidence subject to minimisation and approved instructions. Undo revokes or compensates conversion where safe; it does not erase original files or all historical records. A retention period and shared-document redaction process remain to be agreed.

Privacy export/erasure: the self-service export provides core records and a migration inventory, not all attachment bytes, communications, audit records, provider data or backups. Erasure requests enter manual identity, agency, legal-hold, shared-record and file review; they do not authorise automatic deletion. Request-review dates are not guaranteed erasure dates.

At cancellation/termination: contact hello@remi.properties to agree an authorised export and return/deletion instruction. Export scope, continued access, file transfer, deletion verification and cost if any must be agreed. There is no verified automatic export window, offboarding deletion deadline or complete self-service agency export.

Financial records, security logs, notification records and backups: statutory/justified periods, supplier retention, restore procedures and backup expiry require verification. Where lawful retention is necessary, restrict use and access. Restoring a backup must reapply approved deletion/redaction instructions before normal use; no tested restore or deletion guarantee is claimed.

8. Rights, security and children

Depending on the processing and applicable exemptions, individuals may request access, correction, erasure, restriction, objection and portability, and withdraw consent where processing actually relies on consent. Contact the agency first for agency-controlled records; Remi will assist it. For Remi-controller activities contact hello@remi.properties. Identity verification and lawful third-party redaction may be necessary.

We handle requests within applicable legal deadlines, including the usual one-month response period subject to lawful extensions/exceptions; a review ticket or partial download is not a completed subject-access response. You may complain to the Information Commissioner's Office at https://ico.org.uk.

Security measures include agency-scoped permissions, private-file access controls and encrypted transport. Operational deployment, supplier access, scanner/worker configuration and backup readiness need verification; no absolute security, GDPR certification or proven recovery guarantee is made.

The service is not directed at children as account holders. Tenant records or attachments may incidentally concern children; the agency must apply appropriate safeguards. Material notice changes will be communicated to agency contacts; this does not replace notices needed for affected data subjects.