Security and data storage
What is held, where, and who can change it.
How records and files are stored, how people sign in, and how you take your records out.
Where data is held
Records, files and the region they are held in.
Until we connect a database, workspaces are held in our server's memory and lost on a restart. Then records and files are held in EU (Ireland).
Evidence files
Each file is checked, then hashed.
Accepted files: PDF, PNG, JPEG, WebP or HEIC, up to 10 MB. The contents have to match the file type, and a file read back is refused if it does not match the SHA-256 hash kept with its record.
Right to rent checks
Dates and a reference, no document copies.
A right to rent check holds its dates, the check type and a reference. The product refuses any file attached to one.
Sign-in
A single-use link, with no password.
Until email is switched on, your own link is shown on screen and works only in your browser, and a link for a person you add is shown to you to pass on. Each link works once, for 15 minutes; a session lasts 30 days in a cookie page scripts cannot read, and only hashes of the codes are stored.
Roles
Four roles, each with its own actions.
Every change and export is checked against the person's role before anything is written. The full table is on the product page.
Negotiator
Records proof of service on their own office's tenancies.
Property manager
Also adds, edits and ends tenancies, and changes properties and certificates, at their own office.
Head of lettings
Works at every office, and also imports, exports, adds people and renames offices.
Director
Has the same actions as a head of lettings.
Audit trail
Every change is written down.
Each entry records who made the change, when, and each field before and after. An entry is written with its change, and cannot be edited or removed.
Export and leaving
Your records come out as files.
Every register and the audit trail download as CSV files, and each property has a PDF evidence pack. When a subscription ends, records are deleted within 30 days unless you ask us to keep them longer, as the terms say.