Draft — last updated 12 August 2026
DomusAI ("we", "us") provides a property management platform for UK letting agencies and landlords. [Registered company name, company number, and registered address to be added here.] This policy explains what personal data we process, why, and who we share it with.
We process data about several categories of people: organisation admins and staff (letting agencies and portfolio landlords using DomusAI), landlords, tenants, contractors, and — for anti-money-laundering purposes — the directors and beneficial owners of organisations that sign up.
Before an organisation can transact on DomusAI, we verify the identity of its directors and beneficial owners through our verification provider, Veriff, as part of our anti-money-laundering obligations. This involves submitting identity documents and biometric checks directly to Veriff via a hosted verification link; we receive and store the verification outcome (approved, declined, or under review), not the underlying documents themselves.
UK law requires landlords to check a tenant's right to rent in England. Where this check is done digitally through DomusAI, it is performed by Veriff's Right to Rent verification service embedded in the tenant portal. We store the outcome of the check and the date it was carried out and is next due for follow-up, not the underlying identity documents.
We use GoCardless to collect rent by Direct Debit and to bill organisations their DomusAI subscription; this involves sharing bank account details (sort code and account number) directly with GoCardless to set up a Direct Debit mandate — DomusAI does not store full bank account details itself. We use Stripe to pay contractors for completed maintenance work and to store landlords' card details for contractor payments; Stripe collects and stores this payment data directly. Where an organisation connects its own bank account for management-fee reconciliation, we use TrueLayer's open banking service to read transaction data (read-only access, re-authorised periodically) — DomusAI does not hold client funds at any point in this process.
Contractors are not tied to a single organisation on DomusAI. A contractor's profile — company details, trade, qualifications, insurance status, rating, and job history — can be visible to and used by any organisation on the platform that assigns work to them, not only the organisation that first added them. This lets contractors work across multiple letting agencies and landlords through a single DomusAI profile rather than maintaining separate records with each.
Tenancy agreements, compliance certificates, mortgage statements, and other property documents you upload are processed to extract relevant data (using AI-based document extraction) and stored in Google Drive under our account. Signed agreements (tenancy renewals, management agreements) are processed through DocuSeal for e-signature.
Our core database and authentication are hosted with Supabase. Automated workflows (reminders, document processing, payment orchestration) run through n8n. We rely on these and the providers named above as data processors acting on our instructions.
[Retention periods to be confirmed — e.g. tenancy and compliance records retained for the statutory period after a tenancy ends, KYC records retained per AML regulatory requirements, account data deleted or anonymised within a defined period after account closure.]
Under UK GDPR, you have the right to access, correct, delete, or export your personal data, and to object to or restrict certain processing. To exercise any of these rights, contact us using the details below.
Questions about this policy or how we handle your data: support@domusai.co.uk.
We may update this policy as the product changes. Material changes will be flagged on this page.