Privacy Policy

1Who we are

In short: we're responsible for the personal data described here, and we're easy to reach.

LetResolve is run by [legal entity name and registered address]. For the personal data described in this policy we are the “data controller” — except where section 2 explains that you are. We're registered with the UK Information Commissioner's Office (ICO) under registration number [ICO registration number].

Questions, requests or worries about privacy: privacy@letresolve.com. We aim to reply within a few working days, and always within one month.

2Whose data is it?

In short: your account details are our responsibility. The details you store about your properties and tenants are yours — we look after them for you.

If you're a tenant and your details are held in LetResolve, your landlord or letting agent is responsible for them, so please contact them first. If you'd like our help, email privacy@letresolve.com and we'll support them in responding to you.

3What we collect

In short: only what we need to run LetResolve — and nothing bought in from anyone else.

What we don't collect: we don't buy data about you, we don't use advertising or analytics trackers, and we don't build marketing profiles.

4Photo date, time and location

In short: we keep the date, time and GPS location stored in your photos, because you may need them. You can switch location off if you'd rather.

Most phone cameras save hidden information inside every photo, including when it was taken and — if location is switched on — where. When you upload a photo, LetResolve reads this information and keeps it alongside the photo.

5How we use your data

In short: to run LetResolve for you, keep it safe, and support you. Nothing else.

• To provide LetResolve: storing your records, showing them to you and your team, producing reports and exports, and answering your Ask LetResolve questions.
• To keep it secure: protecting accounts, detecting and preventing misuse, fraud and attacks, and investigating problems.
• To support you: answering your questions and helping when something goes wrong.
• To bill you: managing your plan and payments.
• To keep you informed: sending essential messages about your account, its security, or changes to our terms and this policy. We'll only send product news if you've asked for it, and every one of those emails has an unsubscribe link.
• To improve LetResolve: using your feedback and simple, aggregated statistics (such as how many issues are logged each month) — never by reading your records.
• To meet legal obligations: such as keeping financial records for tax.

6Our legal reasons

In short: UK data protection law requires a lawful basis for every use of personal data. Here are ours.

7What we'll never do

In short: some lines we simply don't cross.

• Sell your data
• Share it with advertisers or data brokers
• Show you personalised adverts — there are no adverts at all
• Use your records or photos to train AI models
• Let one landlord see another landlord's data
• Look through your records out of curiosity

8Who else handles your data

In short: a small number of trusted services run LetResolve for us, under contract. They can't use your data for their own purposes.

We don't share your data with anyone for their own use. To run LetResolve we rely on a few carefully chosen providers (“sub-processors”). They process data only on our instructions, under contracts that require them to keep it confidential and secure.

We'll update this list before adding or replacing a provider, and tell account owners about the change in advance. The only other times we'd ever share data:

• If the law requires it. We'll check every request is valid, share only what's legally required, and tell you about it unless we're legally prevented from doing so.
• To protect someone. If there's a genuine risk of serious harm to a person, we may share the minimum information needed to prevent it.
• If LetResolve changes hands. If LetResolve were ever sold or merged, your data would only move under the same protections as this policy, and we'd tell you before it happened.

Microsoft publishes its own commitments about the data it processes for us:

• Microsoft Privacy StatementHow Microsoft handles personal data
• Microsoft Data Protection AddendumMicrosoft's contractual data protection commitments to us
• Data, privacy and security for Azure AI modelsWhy your questions aren't used to train AI models
• Microsoft Trust CenterSecurity, compliance and privacy across Microsoft's cloud

9Administrator access

In short: our team doesn't browse your data. On the rare occasions we need to look, it's recorded where you can see it.

We only access an account's data when you've asked us for help, or when it's genuinely needed to keep LetResolve secure and working — for example, to investigate an error.

Every time a LetResolve administrator accesses any of your data, an entry is written to your account's audit log, saying who it was, when, what they looked at, and why. The audit log is append-only — entries are added, never edited — and account owners can see it at any time.

Administrator access is limited to as few people as possible, and each of them is personally accountable for every access.

10Every account kept separate

In short: no landlord can ever see another landlord's data.

Every record in LetResolve belongs to exactly one account. The system checks this on every request, at its core — not just by hiding buttons on the screen — so no landlord can see, search or access another landlord's properties, tenants, photos, documents or audit log.

People you invite can see your account only, and only what their role allows. They can never see any other landlord's data.

11Keeping your data safe

In short: modern, layered security on Microsoft Azure — and honesty if anything ever goes wrong.

• Encryption: your data is encrypted in transit (HTTPS, TLS 1.2 or higher) and at rest.
• No passwords to leak: sign-in is handled by Microsoft Entra, so we never see or store your password. Our own systems connect to each other using managed identities rather than stored passwords.
• Private files: photos and documents are kept in private storage with no public access, and are only opened through secure links that expire after a short time.
• Resilience: your data is backed up automatically, and your files are also copied to a second UK region.
• Least access: each part of LetResolve can reach only what it needs, and every change to your records is recorded in your audit log.

No system is perfectly secure, and we won't pretend otherwise. If a breach ever puts your data at risk, we'll tell affected account owners without undue delay, explain what happened and what we're doing about it, and report it to the ICO within 72 hours where the law requires.

12Where your data is stored

In short: in the UK.

Your LetResolve data — records, photos, documents and audit log — is stored in Microsoft Azure's UK South region (London), with backup copies of files in UK West (Cardiff).

Some supporting services, such as sign-in and Ask LetResolve, may process data in Microsoft's European data centres, which the UK recognises as giving personal data adequate protection. If data ever needed to go further, we'd put appropriate safeguards in place first — such as the UK's International Data Transfer Agreement — and update this policy.

This website (letresolve.com) is a set of plain pages. It doesn't collect any personal data.

13How long we keep it

In short: for as long as your account is open. Then we delete it, apart from the few things the law requires us to keep.

When you delete an individual record, it disappears from view straight away. We keep a copy linked to your audit log while your account is open, so mistakes can be undone and your history stays complete. Closing your account removes everything.

14Your rights

In short: it's your data. You can see it, correct it, take it with you, or ask us to delete it.

Under UK data protection law, you have the right to:

• Access — get a copy of the personal data we hold about you.
• Rectification — have inaccurate data corrected.
• Erasure — ask us to delete your data.
• Restriction — ask us to limit how we use your data.
• Objection — object to uses of your data that rely on our legitimate interests.
• Portability — receive your data in a reusable format. You can do most of this yourself, any time, with Export.
• Withdraw consent — wherever we rely on your consent, you can withdraw it at any time.

To use any of these rights, email privacy@letresolve.com. It's free, and we'll respond within one month. We may need to confirm your identity first. If you're a tenant whose details a landlord has stored in LetResolve, please contact your landlord or agent first — we'll help them respond.

If you're unhappy with how we've handled your data, please tell us so we can put it right. You also have the right to complain to the Information Commissioner's Office at ico.org.uk/make-a-complaint or on 0303 123 1113.

15Cookies

In short: this website uses no cookies at all. The app uses only the ones it needs to keep you signed in.

• This website (letresolve.com): no cookies, no analytics, and no advertising or tracking pixels. Everything on it, including the fonts, is served from our own site, so your visit isn't shared with any other company.
• The LetResolve app: only strictly necessary cookies, which keep you securely signed in. They're set by our sign-in service (Microsoft Entra) and by LetResolve, they're never used for tracking or advertising, and the app can't work without them — which is why UK law doesn't require us to ask for your consent.

Because we don't use any optional cookies, you'll never see a cookie banner from us.

16Children

In short: LetResolve is for adults.

LetResolve is for adults managing property, and isn't intended for anyone under 18. We don't knowingly collect personal data from children. Landlords' records may sometimes mention members of a household; please only add what's genuinely needed to deal with a repair.

17Changes to this policy

In short: if we change anything important, you'll know before it happens.

We'll update this policy when our practices or the law change. If a change materially affects how we use your data, we'll tell account owners at least 30 days before it takes effect and summarise what's changed in plain English. The date at the top of this page always shows the latest version.

18Contact us