Last updated: January 2025
Summary: We collect only what we need to provide our service, store your data securely in the EU, never sell your data, and give you full control over your information.
LettingShield, operated by VECTISFLOW LIMITED ("we", "our", or "us"), is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our property compliance management platform.
We are registered in England and Wales. For data protection purposes, we act as the data controller for the personal information we collect through our platform.
Under GDPR, we process your data based on the following legal grounds:
| Processing Activity | Legal Basis |
|---|---|
| Providing our services | Contract performance (Art. 6(1)(b)) |
| Processing payments | Contract performance (Art. 6(1)(b)) |
| Compliance reminders | Contract performance (Art. 6(1)(b)) |
| Analytics cookies | Consent (Art. 6(1)(a)) |
| AI hazard analysis | Contract performance (Art. 6(1)(b)) |
| Security and fraud prevention | Legitimate interests (Art. 6(1)(f)) |
| Legal compliance | Legal obligation (Art. 6(1)(c)) |
We use artificial intelligence to help assess damp and mould reports submitted through our platform. This AI analysis:
Important: AI assessments are advisory only. Final decisions about property maintenance remain with you. You can request human review of any AI assessment by contacting our support team.
We never sell your personal data. We share data only with trusted service providers who help us operate our platform:
| Provider | Purpose | Data Location |
|---|---|---|
| Neon (PostgreSQL) | Database hosting | EU (AWS eu-west-1) |
| Clerk | Authentication | US (with EU SCCs) |
| Stripe | Payment processing | US (with EU SCCs) |
| Google Cloud (Vertex AI) | AI image analysis | EU (europe-west1) |
| Cloudflare R2 | File storage | EU |
| Vercel | Application hosting | Global (Edge) |
| Google Analytics | Website analytics | US (with consent) |
| Scaleway | Transactional email | EU (France) |
We may also share data with legal authorities when required by law or to protect our rights.
Your primary data is stored in the EU. Where we use services based outside the EU/UK, we ensure appropriate safeguards are in place:
We implement robust security measures to protect your data:
| Data Type | Retention Period |
|---|---|
| Account data | Duration of account + 30 days |
| Property & compliance records | Duration of account + 30 days |
| Billing records | 7 years (legal requirement) |
| Support communications | 2 years |
| Analytics data | 26 months (anonymised) |
| Audit logs | 3 years |
You have the following rights regarding your personal data:
To exercise these rights, contact us at privacy@lettingshield.com. We will respond within one month.
We use essential cookies and optional analytics cookies. For full details, see our Cookie Policy. You can manage your cookie preferences at any time via the "Manage Cookies" link in our website footer.
Our service is not intended for individuals under 18 years of age. We do not knowingly collect personal data from children.
We may update this Privacy Policy from time to time. We will notify you of significant changes via email or through a notice on our platform. The "Last updated" date at the top indicates when the policy was last revised.
If you have questions about this Privacy Policy or our data practices, please contact us:
Data Controller:
VECTISFLOW LIMITED
Company Registration No: 14990157
Registered Address: 43 Fairfoot Road, London, England, E3 4EG
Data Protection Contact:
Email: privacy@lettingshield.com
Supervisory Authority:
Information Commissioner's Office (ICO): ico.org.uk