Privacy notice

1. Who we are

PropertyGuard AI is provided by Brilliant Beacon Services (company number [to be confirmed], registered address [to be confirmed], ICO registration [to be confirmed]). For your account data we are the controller. Contact us about privacy at info@brilliantbeaconservices.co.uk.

If you use PropertyGuard AI to keep records about other people — for example tenants, contractors or inspectors named in your repairs, documents or notes — you are the controller of that information and we process it on your behalf, only to provide the service to you.

2. What we collect

• Account details: your name, email address, the account type you choose (owner, landlord or manager), optional phone number and company name, and your settings.
• Your records: properties, rooms, photos, documents, repairs, inspections, compliance items, costs, receipts, notes and AI assistant conversations that you add.
• Billing: your plan, its status and renewal date, and the identifiers Stripe gives us. Card details are entered on Stripe’s pages; we never see or store your card number or security code.
• Devices: if you turn on push notifications, a push token for your phone and its name.
• Security and service logs: sign-in events, error codes and limited technical data (such as IP address and browser) kept to protect accounts and keep the service working.

We do not use advertising or analytics trackers, and we do not sell personal data.

3. Why we use it, and our lawful basis

• To provide the service you signed up for — storing and showing your records, reminders, AI features you choose to use, and your subscription (contract).
• To keep accounts and the service secure — preventing abuse, rate limiting and investigating problems (legitimate interests).
• To send service messages — verification, password reset, reminders you have switched on, and billing notices (contract; you can turn reminder types off in Settings).
• To meet legal obligations — for example keeping billing records (legal obligation).

4. AI features

When you ask the AI assistant a question or ask it to read a document, the relevant records or file are sent to our AI provider (OpenAI) to produce an answer. We ask the provider not to store these requests. AI output is labelled, can be wrong, is never presented as legal advice, and you can review and correct it. You can use PropertyGuard AI without the AI features.

5. Who we share it with

We use these service providers (processors), under contracts that protect your data:

• Supabase — database, file storage and sign-in (data hosted in [to be confirmed]).
• Cloudflare — hosting and delivery of the web app.
• Stripe — subscription payments.
• OpenAI — AI assistant and document reading, only when you use them.
• Resend — sending emails.
• Expo — delivering push notifications to phones.

Some providers are based in, or may access data from, the United States. Where data leaves the UK we rely on safeguards recognised under UK data protection law, such as the UK International Data Transfer Addendum or the UK Extension to the EU–US Data Privacy Framework, as applicable to each provider. [To be confirmed per provider.]

6. How long we keep it

We keep your records for as long as you have an account. When you delete your account, your records and files are deleted straight away and any paid plan is cancelled; copies in encrypted backups are removed as backups expire (within [to be confirmed] days). Billing records may be kept for up to six years where the law requires it.

7. Your rights

You can:

• get a copy of your data — download it at any time from Settings → Your data;
• correct it — edit your profile and records in the app;
• delete it — delete your account in Settings;
• object to or restrict some uses, or ask us about any of the above, by emailing info@brilliantbeaconservices.co.uk.

If you are unhappy with how we handle your data you can complain to the Information Commissioner’s Office at ico.org.uk. We would appreciate the chance to put things right first.

8. Security

Data is encrypted in transit, each account’s records are isolated by database-level access rules, files are private and only shared through short-lived links, and secret keys are kept on our servers only. See our security page.

9. Children

PropertyGuard AI is for adults managing property. It is not intended for anyone under 18.

10. Changes

We will update this notice when our practices change and show the date at the top. Significant changes will be announced in the app or by email.