Privacy notice

Who we are

Tenancyline is run by Voll Studios Ltd, a company registered in England and Wales (company number 09302803). Registered office: 5 Brayford Square, London, England, E1 0SG. ICO registration ZC135838. VAT number GB 529 0036 10.

Voll Studios Ltd is the controller of the personal data described here.

What we store

• Contact form submissions: what you asked for (a question or a call), your name, agency name and work email address, your phone number and office and property counts if you give them, your message, the page on this site you came to the contact form from and the time you sent it. They are stored on our server. They are not emailed, sent anywhere or passed to anyone else.
• Your account, from the start form: your name, agency name and work email address, the number of offices, your phone number and property count if you give them, the page you came to the form from and the time you sent it.
• Your orders: the plan, the number of offices, the price, VAT and total, card or invoice, your purchase order number if you give one, the order's status and, for a card payment, the reference of the Stripe checkout.
• Signing in: for each sign-in link, a scrambled copy (a hash) of its code, when it expires (15 minutes after it is made) and when it was used. For each sign-in, a hash of the code in the tl_session cookie, when it expires (30 days) and when you signed out. A hash of the code in the tl_browser cookie, kept with your account and each link, so that while email is off a link works only in the browser that made the account.
• Your workspace: the agency, offices, records and files you add after signing in. Until we connect a database, it is held in our server's memory and is lost when the server restarts; your account and orders are kept the same way.
• Card payments, once switched on, are taken by Stripe on its own checkout page. Stripe receives your email address and the order, and holds your card details under its own privacy notice; we never see or store them. On this preview no payment is taken.
• Hosting logs: the site is hosted on Vercel. Vercel records each request, including your IP address, browser type and the page asked for, to run and protect the service.
• The demo: opening the demo agency makes you a workspace, your own copy of a fictional agency, held in our server's memory. It holds only fictional data and the changes you make to it, and is not linked to your name. A strictly necessary cookie, demo_workspace, holds a random id for the workspace so it stays separate from other visitors'. The cookie lasts 2 hours from when you open the demo. The workspace is deleted 2 hours after you last use it, or sooner when the number of open demo workspaces reaches its limit. "Reset demo" replaces your changes with fresh fictional data.

The site has no third-party tracking, no advertising and no analytics scripts.

Why we use it

We use contact form submissions to reply to you. Our lawful basis is legitimate interests: you asked us a question and we need your details to answer it. We use your account, orders and sign-in records to run the account you asked for, sign you in and bill you; the lawful basis is the contract with you, or taking steps to enter into it at your request. We use hosting logs to keep the site running and secure, also on the basis of legitimate interests.

How long we keep it

We keep contact form submissions for up to 12 months after our last exchange with you, then delete them. We keep your account, workspace and orders while you are a customer; orders and invoices are then kept for six years, as UK tax law requires. Sign-in records are kept for 12 months. A demo workspace is deleted 2 hours after its last use. Vercel keeps hosting logs for a short period set by its own retention policy.

Who we share it with

Vercel hosts the site and processes hosting logs for us. Once card payments are switched on, Stripe takes them, and once sign-in email is switched on, Resend delivers the sign-in links. We do not sell personal data or share it with anyone else, unless the law requires it.

Where it is held

Your account, orders and workspace are held in our server's memory, on the hosting Vercel provides.

How files are checked, how sign-in works, and who can change or export records is on the security page.

Your rights

You can ask us to:

• give you a copy of the personal data we hold about you
• correct data that is wrong
• delete your data
• restrict or stop how we use it
• give you your data in a format you can take elsewhere

To make a request, use the contact page. We reply within one month.

Complaints

Voll Studios Ltd is registered with the Information Commissioner's Office (ICO), registration number ZC135838. If you are unhappy with how we have used your data, you can complain to the ICO at ico.org.uk/make-a-complaint.