Privacy Policy

MyPropertyRecord is a service for keeping a permanent record of a property: its rooms, installed items, work carried out, and the documents that support them. It is operated by the MyPropertyRecord team. You can contact us at support@mypropertyrecord.co.uk.

Account information. Your email address and sign-in credentials, your name and phone number, and optional company details you choose to add (company or trading name, business email and phone, and address).

Property information. The properties you add, including their addresses, and the floors, rooms, installed items, work records, maintenance schedules and notes you record.

Documents and files. Files you upload, such as certificates, manuals, warranties and photographs, and their details (name, type, size and category). Files are stored privately and are not public by default.

Contractor and shared-access information. When you invite a contractor or share access to a property, we handle the invited person’s email address and name (if you provide them), the access you grant, and records of who did or changed what on that property. If you are invited to someone else’s property, information about your access and your contributions is part of that property’s record.

Property transfers. If you transfer a property to another person, we handle the recipient’s email address and the transfer’s status.

Billing information. Payments are handled by Stripe. We do not receive or store your full card details. We keep references to your Stripe customer and subscription, and your plan and subscription status, so that we can provide the right access and capacity.

Beta programme. If you take part in the beta, we keep the invitation and trial details linked to your account, such as the invited email address and the trial dates.

Security and technical information. Sign-in sessions, and records of important actions on an account or property, which help us keep the service secure. When error monitoring is enabled, technical error information may be sent to Sentry to help diagnose application problems.

Cookies. We use cookies that are needed to keep you signed in, to remember your “keep me signed in” choice, and to complete beta invitation sign-in. We have not implemented advertising or analytics cookies.

• To provide MyPropertyRecord: creating and showing your property records, storing your documents, and letting you share access with people you choose.
• To manage your account, plan, capacity and billing.
• To keep the service secure, prevent misuse and investigate problems.
• To respond to your questions, data requests and account requests.
• To improve reliability by finding and fixing errors.

We send emails that are part of running the service, such as sign-in and account verification messages, invitations (for example a contractor or beta invitation), property transfer messages, billing and plan messages, security notices, and beta trial reminders. These are service, security and operational emails rather than marketing.

We use the following providers in operating or supporting MyPropertyRecord. Each provider processes the information needed for its role in the service.

• Supabase — authentication and our database.
• Cloudflare R2 — private storage for uploaded files.
• Vercel — hosting of the application.
• Stripe — payment processing and subscriptions.
• Resend — delivery of the emails described above.
• Sentry — error monitoring, where enabled. Before anything is sent, we remove page query strings, cookies, request bodies and secret tokens in web addresses.

We provide information to a provider only when needed for the applicable service. Information you choose to share with another MyPropertyRecord user, such as a contractor you invite or a person you transfer a property to, is visible to them as you set it up.

Our service providers may process information in the UK or in other countries. Where a provider processes information outside the UK, that processing is subject to that provider’s own terms and safeguards.

Self-service data export is not currently available. If you would like a copy of your information, or have a question about how your information is handled, contact support@mypropertyrecord.co.uk and we will help with your request. We may need to confirm that the request comes from the account holder.

Automatic account deletion is not currently available. During beta you can ask for your account to be deleted by contacting support@mypropertyrecord.co.uk, or by using “Request account deletion” in Account Settings. Deletion is permanent.

The support team handles these requests so that your account and property data can be removed safely without affecting records that belong to other property owners. Some information may need to be kept or may not be able to be removed immediately, for example payment records held by Stripe, security records of actions taken on the service, and records you added to a property that belongs to someone else. We will explain what applies to your request. Requests are not always completed immediately.

Uploaded files are private by default, access to a property is limited to the people who have been given it, and access is checked on our servers as well as in the database. Important actions are recorded for security. No online service can guarantee absolute security, so please keep your sign-in details private and tell us straight away if you think your account has been misused.

We may update this policy as the service develops. The date at the top shows when it was last updated. If we make a significant change we will take reasonable steps to let account holders know.

Questions about this policy or your information: support@mypropertyrecord.co.uk.