Who we are
Lodgic is operated by AI Finance Partners Ltd, a company registered in England and Wales, number 17128529. We are registered with the Information Commissioner's Office under reference ZC113373. Our VAT registration number is 517 2246 08.
You can reach us at [email protected].
Two different roles
This matters, because it decides who you should ask about your information.
When we are the controller
For our own customers — letting agents, portfolio landlords and holiday-let owners who sign up to Lodgic — we decide how their information is used and we are responsible for it.
When we are the processor
For tenants, guests and contractors, we hold information on behalf of the agency or landlord who manages that property. They decide what happens to it; we act on their instructions. If you are a tenant and you want your information changed or removed, ask your agent or landlord first. You can also ask us and we will pass it on.
What we hold, and why
| Information | Why we have it |
|---|---|
| Name and mobile number | So a message reaching our WhatsApp line can be matched to the right person and property |
| What you send us on WhatsApp, both directions | So there is a record of what was reported and what was said back. This is what protects both sides in a dispute |
| Photos, video and voice notes you send | To confirm a fault before a contractor is sent, and to keep evidence of the condition of a property |
| Property address and details | To manage repairs, safety certificates and access |
| Tenancy details, where your agent uses that part of Lodgic | Rent, deposits, notices and certificates |
| Email address, for customers and their staff | Signing in, and telling you about things that need attention |
We do not sell anything to anyone, ever. We do not use your information for advertising, and we do not share it between the organisations that use Lodgic. Each one is kept separate.
Our lawful basis
- Contract — for our customers, to provide the service they have signed up for.
- Legitimate interests — to manage a property, answer a repair, arrange access and keep a record of it. We think a tenant would reasonably expect their agent to keep a record of what they reported.
- Legal obligation — gas, electrical and fire safety records, and deposit protection.
- Consent — for anything optional, such as a periodic safety reminder or a summary by email. You can withdraw it at any time and we stop.
Who else sees it
We use a small number of suppliers to run Lodgic. Each is bound by contract to protect your information and to use it only to provide their service to us.
| Supplier | What they do |
|---|---|
| Cloudflare | Hosting, the database and file storage |
| Meta Platforms | Delivers WhatsApp messages to and from you |
| Anthropic | Powers the assistant that reads a message and drafts a reply. Message content is sent to them for that purpose. They do not use it to train their models. |
| Resend | Sends our emails |
We will also share information where the law requires it, or where there is a genuine risk to someone's safety.
The assistant
When you message our WhatsApp line you may be answered by an automated assistant. It tells you so in its first reply, and if you ask whether you are talking to a real person it will say plainly that you are not.
A person can take over at any point, and does so automatically for anything urgent, anything about money or a tenancy, and anything it cannot answer safely. No decision with a legal or similarly significant effect on you is made automatically.
How long we keep things
| What | How long |
|---|---|
| Messages and repair records | Six years after the tenancy ends, which matches the period in which a claim could be brought |
| Safety certificates | As long as the law requires, generally two years for gas and five for electrical |
| Guest messages and bookings | Two years after the stay |
| Contractor details | While they work with that agency, then two years |
| Anything you asked us to delete | Removed, except where we must keep it by law. We will tell you what is left and why |
Your rights
You can ask us to:
- tell you what we hold about you, and give you a copy
- correct anything that is wrong
- delete what we hold, where we are not required to keep it
- stop using it for a particular purpose, or restrict how we use it
- hand it over in a portable form
We answer within one month and it costs you nothing. If you are a tenant, guest or contractor, we will usually pass the request to the agency or landlord who manages the property, because it is their information to decide about, and we will tell you when we have.
The quickest way
Message our WhatsApp line and send the single word STOP and we will stop messaging you immediately. Send DELETE and we will stop messaging you and start the process of removing your information.
Or email [email protected]. See also our data deletion page.
Keeping it safe
- Every organisation using Lodgic is kept separate. One agency cannot see another's information.
- Two factor authentication is required on every account, with no exceptions.
- Everything is encrypted in transit, and files are encrypted at rest.
- Every change is recorded in an audit log that cannot be edited.
- Nobody at Lodgic can read your password. We never send one by email.
If something goes wrong and there is a risk to you, we will tell the ICO within 72 hours and tell you without delay.
Cookies
The Lodgic website uses only what is needed to make the site work. We do not use advertising or tracking cookies. The Lodgic application stores information in your browser so it keeps working if your connection drops; that is not tracking and it is never shared.
Complaining
Tell us first at [email protected] and we will try to put it right.
You can also complain to the Information Commissioner's Office at ico.org.uk, or call 0303 123 1113. You do not have to come to us first.
Changes
If we change anything that matters we will tell our customers by email before it takes effect, and update the date at the top of this page.