Privacy notice

1. Who we are

Letmode is provided by Dan Peters, trading as Letmode, a sole trader based in England, of [business address] (“we”, “us”). We are registered with the Information Commissioner's Office (ICO) under registration number [ICO registration number].

This notice explains how we use personal information when you visit letmode.co.uk, create an account, use the Letmode app or ask us for help. Questions about it can be sent to hello@letmode.co.uk.

2. Our role, and information about your tenants

For your own account, billing and support we are the controller of your personal information: we decide how it is used.

When you add information about other people, such as tenants' names, rent and deposit details, or tenancy documents, you are the controller of that information and we process it on your behalf and on your instructions, to provide the Service. You are responsible for having a lawful basis to share it with us and for telling your tenants how you use their information, usually in your own privacy notice. Section 5 of our terms of business sets out what we do as your processor.

3. What we collect

• Account details: your email address and password (stored only in encrypted, hashed form by our authentication provider), and the date you joined.
• Property records: property names and addresses, purchase and value details, tenancies (including tenants' names, rent and deposit information), compliance certificates and dates, mortgages, expenses, receipts you photograph or upload, and documents you upload.
• Bank information: if you connect a bank account, read-only details of the accounts and transactions you choose to share, provided through TrueLayer. We cannot move money.
• Tax information: if you connect to HMRC for Making Tax Digital, your National Insurance number, HMRC business identifiers, the access tokens HMRC issues, and the figures you prepare or send.
• Billing: your plan, the number of properties covered and your payment status. Card details are collected and held by Stripe; we do not see or store your full card number.
• Support and registering interest: your name, email address, the number of properties you have and the messages you send us.
• Technical information: your IP address, browser and device details, and records of when you sign in, which our hosting and authentication providers log to keep the Service secure. When you use Making Tax Digital features, HMRC requires us to send certain device details with each request (see section 7).

4. How we use it, and our lawful basis

• To provide the Service you signed up for, including storing your records, matching bank transactions, sending reminders and taking payment. Lawful basis: contract.
• To answer support questions and tell you about changes to the Service or these terms. Lawful basis: contract and our legitimate interests in running a reliable service.
• If you register interest in hands-on help, to tell you when it is available. Lawful basis: legitimate interests, in replying to your request. We use your details for nothing else and delete them if you ask, or within 12 months if we do not launch it.
• To keep the Service secure, prevent misuse and fix problems. Lawful basis: legitimate interests.
• To improve the Service, for example by understanding which features are used. Lawful basis: legitimate interests. We do not sell your information or use it for advertising.
• To meet legal obligations, such as keeping our own business and tax records. Lawful basis: legal obligation.

We do not send marketing emails. If that changes we will ask for your consent first.

5. AI features

Some features use Anthropic's Claude models: reading receipt photos, suggesting expense categories for bank payments, and answering support questions. Only the content needed for each task is sent, such as the receipt image or the payment description. Suggestions are shown to you to check; they do not make decisions that have legal or similarly significant effects on you.

6. Who we share it with

We use the following service providers, who process information on our instructions:

• Supabase: database, file storage and sign-in. Data is stored in the EU.
• Vercel: hosting of the website and app.
• Stripe: subscription payments.
• TrueLayer: bank connections, authorised by the Financial Conduct Authority. You connect on your bank's own pages.
• Anthropic: the AI features described in section 5.
• Resend: sending emails, such as reminders and request updates.

HMRC receives information only when you connect your HMRC account and choose to use Making Tax Digital features. HMRC is a separate controller of the information it receives.

We may also share information if the law requires it, to protect people or property, or with professional advisers. If the business is sold or restructured, information may pass to the new owner, who would have to use it in line with this notice.

7. International transfers and HMRC device information

Some of our providers, including Vercel, Stripe, Anthropic and Resend, are based in or may access data from the United States. Where personal information leaves the UK, we rely on UK adequacy regulations (including the UK extension to the EU–US Data Privacy Framework, where the provider is certified) or on the ICO's international data transfer agreement or addendum to standard contractual clauses.

HMRC requires software that connects to Making Tax Digital to send “fraud prevention” information with each request. This includes your IP address, a device identifier stored in your browser, your browser and screen details, time zone and your Letmode user identifier. We collect it only when you use those features and send it only to HMRC.

8. Cookies and browser storage

We use only what is strictly necessary for the Service to work: cookies that keep you signed in, and, if you use Making Tax Digital features, a device identifier kept in your browser's local storage for HMRC's fraud prevention requirements. We do not use advertising or analytics cookies, so we do not show a cookie banner.

9. How long we keep it

• Your records are kept while your account is open. When you close it, we keep your data for 30 days so you can come back, then delete it.
• Billing records are kept for six years after the end of the tax year they relate to, to meet our legal obligations.
• Support messages are kept for as long as your account is open and then deleted with it, unless we need them to deal with a complaint or legal claim.
• Deleted data may remain in backups for a short period before being overwritten.

10. Keeping it secure

Information is encrypted in transit, stored with access controls so each landlord can see only their own records, and files are kept in private storage. Access by the Letmode team is limited to what is needed to provide support. No system is perfectly secure, so please use a strong password and tell us straight away if you think your account has been accessed by someone else.

11. Your rights

You have the right to ask for a copy of your personal information, to have it corrected or deleted, to restrict or object to how we use it, and to receive it in a portable format. You can export your records at any time from the Export page and change your password from Settings. To use any other right, email hello@letmode.co.uk. We will reply within one month.

If your tenant or another person asks about information you have added to Letmode, they should contact you as the controller; we will help you respond.

If you are unhappy with how we have handled your information, please tell us first. You can also complain to the Information Commissioner's Office at ico.org.uk/make-a-complaint or on 0303 123 1113.

12. Children

Letmode is for adults. You must be 18 or over to create an account, and we do not knowingly collect information from children.

13. Changes to this notice

We will update this notice when the way we use information changes, and show the date it was last updated at the top. If a change is significant, we will email account holders before it takes effect. Our terms of business explain the rest of our agreement with you.