Privacy.

We keep your name, email address and password (stored scrambled, never in plain text) so you can sign in, recover access and get messages about your account. A tenant has no password: they sign in with a code we email them.

We store what you add: properties, certificates, files, rent, costs, owners, tenancies, deposits, repairs, messages and letters. For a letting agency that includes landlord clients, applicants, offers, the client ledger, statements and payouts. We use it only to run your account. We do not sell it, and we do not use it for advertising. Files are kept in private storage and opened through links that are signed for the person they are for.

Some of these records are about other people, such as your tenants. You decide what to keep about them, and you should only keep what you need to manage the let.

A tenant sees only what their landlord or agency has set up for them: their rent and how to pay, their repairs, their messages and the documents shared with them. A contractor you email a job to opens a page with the address and the photos, and never the tenant's details; the link works for 60 days.

An applicant's details go only to the landlord or agency who is letting the home, to decide on the let. An applicant can withdraw, and delete their details, from their own private link.

Sign-in codes, messages about your account and billing, a Monday summary of what needs you, and reminders 60, 30 and 7 days before, and on the day of, a certificate or key date. The Monday summary and the date reminders are on to start with, and you can turn them off in your notification settings.

Emails that go to other people go because you, or someone in your agency, asked for them: a tenant invitation, a reply to a tenant, a rent reminder once you have turned chasing on, a statement, a notice of a viewing, a job for a contractor. They carry your name, and your email as the reply address. We do not send marketing emails from the app.

You can connect your own Google or Microsoft account from Settings, Connections. Each person connects their own, and nobody else on the workspace can use it. You choose what to allow: sending from your address and your calendar, and if you wish, reading your email under a label or folder you choose and from people Ownkeep knows, and reading files you pick from Google Drive or OneDrive. Ownkeep asks for read access only to mail and files, never changes your mailbox, and keeps the access keys scrambled: they are never shown, logged or exported. Disconnect forgets the connection.

You can also connect a bank through Open Banking, with TrueLayer. It is read only: Ownkeep can see accounts and transactions, and can never make a payment. Once connected, new lines are read each morning and kept for you to look at. The bank asks you to confirm the consent every 90 days. Lines already read stay in your records when you disconnect.

Each workspace has its own email address. Mail sent to it, with its attachments, is kept as a document or a conversation waiting in your inbox. Ownkeep shows who it says it came from and does not send it on.

When a tenant signs a tenancy agreement in the tenant app, we record the name they typed, the time, their IP address and browser, the wording they agreed to and a fingerprint of the exact PDF, and print them on the audit certificate page of the signed copy. The record is shown to the landlord or agency, and to the tenants who signed.

Card payments are handled by Stripe. Ownkeep never sees or stores your full card number. We keep a record of your subscription, such as its status and renewal date. Ownkeep does not take rent, deposits or client money: it records them, and the money moves through your own bank. An agency's payout file contains sort codes and account numbers only inside the download, which is never logged or stored.

These service providers handle data only so Ownkeep can run:

• Vercel hosts this website and the app.
• Neon holds the database your records are kept in, on Amazon Web Services (AWS) in the United States.
• Resend sends and receives email, from its region in the European Union.
• Stripe takes card payments and keeps your card, invoices and plan.

Your records are stored in the United States, and each of these providers may handle data there. To protect it, each one takes part in the UK Extension to the EU-US Data Privacy Framework (the UK-US data bridge), which UK law recognises as giving adequate protection. Each one's data processing terms also include the EU standard contractual clauses with the UK's International Data Transfer Addendum.

If you connect an account, Google, Microsoft or TrueLayer handle it too, as you allowed, and if you switch Keeper on, Anthropic does, with OpenRouter as a backup, as below.

Keeper, the optional agent, is a paid add-on switched on for each workspace: the owner adds it in Settings, Billing, and chooses what it may read in Settings, Keeper. When it is on, what it is asked to work with goes to Anthropic, which runs its model (Claude). If Anthropic cannot answer at that moment, the same request goes to OpenRouter instead, which passes it to the model provider it uses. Anthropic, OpenRouter and that model provider may process the data outside the UK, including in the United States.

That includes photos of receipts: when you add one, the photo is sent to Anthropic (or, as a backup, to OpenRouter) to be read for the supplier, the date, the total and the VAT, with a suggested tax category. Nothing else from your workspace goes with the photo, and nothing is saved until you check what it read and press Save. A PDF or an emailed receipt is read by Ownkeep's own rules, and goes to Anthropic only if Keeper reads it, as below. You can switch photo reading off in Settings, Keeper.

Each person has one ongoing chat with Keeper in each workspace. Recent messages, and a short summary of what came before, go with each question so Keeper remembers. A file you add in the chat is kept in Documents to sort and goes with your message: a photo as a picture, any other file as its words. If the owner lets Keeper read the documents you add, in Settings, Keeper, it also reads documents added to Documents to sort, to file them.

Unless the owner switches it off, Keeper also works on its own. It looks at your records when something happens, such as a repair being reported, rent going late or a file being added, and once a day for the morning brief. It sends the same kind of records as when you ask it something. Its own alerts and emails go only to the workspace owner, and its phone alerts name no tenants, addresses or amounts. By default it sends messages to tenants and contractors without asking first. The owner can have it ask before every change, or only before sending, in Settings, Keeper.

Anthropic's Commercial Terms of Service, which cover its API, say that Anthropic may not train models on customer content from its services.

This website has no advertising and sets no cookie until you choose. When you choose Accept or Reject on the notice at the bottom of the page, we keep one small cookie called ok_consent for about six months, so we do not ask again. It holds only your answer. If your browser sends Global Privacy Control, we treat that as Reject, show no notice and set no cookie. Cookie settings in the footer reopens the choice at any time, and a Reject stops it on the next page you open.

Only if you press Accept, the site also uses Vercel Web Analytics to see which pages are read and how often the Start free trial and demo buttons are pressed. Vercel says it does not use cookies, that it knows a visitor only by a hash made from the request, and that this cannot follow you from one day to the next or from one website to another. Each record can hold the page address, the page you came from, your country, region and city, your device type, operating system and browser, and the time. If you press Reject, none of it loads.

Apart from that, to see how many people visit, each page you open sends Ownkeep a short note of the page, and on the first page the name of the site that linked you here, such as instagram.com, and the campaign name in the link if there is one. This sets and stores nothing on your device. We keep only a count for each page and day. We do not keep your IP address, your browser's details or anything that could tell one visitor from another. If your browser sends Do Not Track or Global Privacy Control, nothing is counted.

The app asks the same question once, on its own sign-in and account pages and inside your workspace, and keeps its own answer. Before a page address is sent to Vercel, the workspace name and the numbers and codes for individual records are taken out of it. The app never loads Vercel Web Analytics on tenant pages, on pages opened from a private link, on the live demos or on Ownkeep's own admin pages.

The landlord demo, the agency demo and the tenant demo are made-up data that anyone can open with no sign-up. Each one opens a fresh copy just for you, which is deleted after 24 hours. Emails from a demo are shown on screen rather than sent. Please do not put real papers into it.

Email you send to Ownkeep, and our replies, are kept so we can help you and see what was said before. Only Ownkeep staff can read them. Files you attach are kept with the email. Ask us and we delete the conversation.

Your account is kept until you delete it, or ask us to. The records and files in a workspace stay until you remove them or the workspace is deleted. If you stop paying, nothing is deleted: the workspace becomes read-only.

A file you remove waits in the Bin for 30 days, then it is deleted for good.

When an owner deletes a workspace, its records and files are deleted for good after 30 days. Until then, the owner can change their mind.

You can download everything at any time, paid or not: every record as spreadsheets, with every stored file and photo, from Money, Exports. An owner can delete a workspace, with its records and files, from Settings. You can ask what we hold about you, and ask us to delete your account.

If you are unhappy with how we handle your data, please tell us and we will try to put it right. You also have the right to complain to the Information Commissioner's Office (ICO), the UK's data protection regulator, at ico.org.uk.

Email hello@ownkeep.co.uk.

From inside the app, press Help and choose Ask us.

Ownkeep is operated by Knight & Co Group Limited.