Privacy Policy

1. Introduction

Avertex ("we", "us", or "our") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use Avertex, a platform built so self-managed landlords can stay on top of tenants, maintenance, documents, and communication in one place.

We comply with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

Data Controller:

The data controller responsible for your personal data is Avertex Limited, 74 Central Cross Apartments, 2 Southend, Croydon, United Kingdom. You can contact us about data protection at support@avertex.io.

2. Information We Collect

Personal Information:

• Name, email address, and phone number
• Property addresses and details
• Tenant information (for landlords)
• Tenancy agreements and related documents
• Maintenance and repair requests
• Profile photos and avatars

Automatically Collected Information:

• IP address and browser/user-agent, recorded with your login sessions for account security
• Strictly necessary cookies required to keep you signed in

We do not use analytics, advertising, or third-party tracking technologies, and we do not build behavioural profiles.

3. Legal Basis for Processing

Under UK GDPR, we process your personal data based on:

• Contract: To provide the services you have requested
• Legitimate Interest: To improve our services and communicate with you
• Legal Obligation: To comply with applicable laws and regulations
• Consent: For marketing communications (where applicable)

4. How We Use Your Information

• Providing and maintaining the property management platform
• Managing user accounts and authentication
• Processing and tracking repair and maintenance requests
• Facilitating communication between landlords and tenants
• Storing and organizing property documents
• Sending service-related notifications
• Improving our services and user experience
• Compliance with legal obligations

We do not carry out automated decision-making that produces legal or similarly significant effects, and we do not use your data for profiling or advertising.

5. Data Sharing and Disclosure

We may share your information with:

• Other Users: Landlords and tenants within the same tenancy as necessary for the service
• Service Providers: Third-party vendors who assist in operating our platform (e.g., cloud hosting, email services)
• Legal Authorities: When required by law or to protect our rights

We do not sell your personal data to third parties.

6. Data Storage and Security

Your data is stored securely using industry-standard encryption and security measures. We use Cloudflare R2 for document storage and implement appropriate technical and organizational measures to protect your personal data.

Data may be processed in the UK and European Economic Area (EEA). Some of our service providers (for example payment and email providers) are located outside the UK; where personal data is transferred internationally we rely on UK adequacy regulations or the UK International Data Transfer Agreement (IDTA) / Standard Contractual Clauses as appropriate safeguards.

7. Data Retention

We retain your personal data for as long as your account is active or as needed to provide the Service. When you delete your account, your personal data and uploaded files are erased. We retain only a minimal set of billing records (such as payment and subscription identifiers) for up to 6 years to meet UK accounting, tax, and legal-claim obligations; these are deleted automatically once that period ends.

8. Your Rights (UK GDPR)

Under UK GDPR, you have the right to:

• Access: Request a copy of your personal data
• Rectification: Correct inaccurate personal data
• Erasure: Request deletion of your personal data
• Restriction: Limit how we process your data
• Portability: Receive your data in a portable format
• Object: Object to certain processing activities
• Withdraw Consent: Withdraw consent at any time

You can download a copy of your data at any time from Settings → Privacy & Data → Download my data, and you can permanently delete your account from Settings → Danger Zone. To exercise any other right, or if you need help, contact us at support@avertex.io.

9. Cookies

We use only strictly necessary cookies — those required to authenticate you and keep your session secure. We do not use analytics, advertising, or tracking cookies, so there are no optional cookie preferences to manage. Because these cookies are essential, blocking them in your browser may prevent you from signing in or using the Service.

10. Children's Privacy

Our Service is not intended for individuals under 18 years of age. We do not knowingly collect personal data from children.

11. Changes to This Policy

We may update this Privacy Policy periodically. We will notify you of significant changes via email or through the Service. The "Last updated" date at the top indicates when the policy was last revised.

12. Contact Us

If you have questions about this Privacy Policy or wish to exercise your data rights, please contact our Data Protection team:

Email: support@avertex.io

You also have the right to lodge a complaint with the Information Commissioner's Office (ICO) if you believe your data protection rights have been violated.