Privacy Policy

Introduction

LetCore ("we", "our", or "us") is operated by Operium Ltd ("Company"). This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our platform at letcore.co.uk.

1. Information We Collect

We collect information in the following ways:

• Account Information: Name, email address, phone number, company details
• Property Data: Property addresses, compliance certificates, tenant information
• Usage Data: How you interact with our platform (analytics, logs)

Our Starter plan is free. Professional and Portfolio plans are paid subscriptions billed through Stripe, our payment processor; Enterprise plans are arranged directly with our team. Card details are entered on Stripe's hosted pages and are not stored on our own servers. We store only the billing metadata needed to run your subscription: your Stripe customer and subscription identifiers, your plan, subscription status and billing dates.

2. How We Use Your Information

We use collected information to:

• Provide and maintain the LetCore platform
• Communicate with you about your account, including billing once self-serve billing is introduced
• Send compliance reminders and alerts
• Improve and optimize our service
• Comply with UK property management regulations
• Protect against fraud and security threats

3. Third-Party Services and Optional AI Features

We use third-party providers to host and run parts of the platform: Supabase for our database and authentication service, Vercel for application hosting, and Resend for the emails we send directly from the app. Account emails such as sign-up confirmation and password reset are sent by Supabase's authentication service. Resend sends compliance reminders and, where you use these features, contact-form submissions and the tenancy/utility correspondence you send through LetCore — which can include names, email addresses, property or tenant details, and the message content itself.

Optional sign-in providers: if you choose to sign in with Google or Microsoft instead of email/password, that provider shares basic account information with us — typically your name and email address, plus whatever additional profile fields the provider's default sign-in scopes return — to create and authenticate your account. We don't request access to anything else in your Google or Microsoft account beyond what's needed to sign you in.

Optional AI features: LetCore only sends data to a third-party AI provider if an AI feature is in use:

• The AI daily briefing feature, where available, sends aggregate counts of overdue compliance items, maintenance requests, inspections and tenancy changes — not the underlying property, tenant or document records — to OpenAI to generate a short plain-language summary.
• The AI chat feature, if you connect your own OpenAI or Anthropic account in Settings, sends the messages you type into that chat to your chosen provider using the API key you supplied, which we store encrypted and use only to make that request on your behalf.

If you do not use these optional features, no data is sent to an AI provider.

4. Data Protection & Security

We implement security measures including encryption in transit and access controls designed to protect your data. However, no method of transmission over the Internet is 100% secure.

We process your data in accordance with the UK Data Protection Act 2018 and UK GDPR, and are working toward verifying and closing any remaining gaps in that compliance posture.

5. Data Retention

We retain your personal data for as long as necessary to provide the service and comply with legal obligations. You can request data deletion at any time by contacting us.

6. Your Rights

Under UK GDPR, you have the right to:

• Access your personal data
• Request correction of inaccurate data
• Request deletion of your data
• Object to processing of your data
• Request restriction of processing
• Data portability (receive your data in a portable format)

7. Contact Us

For privacy inquiries or to exercise your data rights, contact:
Operium Ltd
Email: info@letcore.co.uk

8. Changes to This Policy

We may update this Privacy Policy from time to time. Changes will be posted on this page with an updated revision date.