Privacy Policy

Estate Ease (“we”, “us”) is an estate management service operated at myestateharmony.app. It helps letting agents, landlords and tenants manage units, tenancy agreements, rent payments and maintenance (“FixIt”) requests in one place.

This policy explains what personal information we collect, why we collect it, who we share it with, and the choices and rights you have.

Account information. When an account is created, we collect your name, email address, contact number and your role (landlord, agent or tenant). Agents may also add a sender name, agency name and reply-to email address so emails can be branded as coming from them.

Tenancy information. Agents enter estate name, unit number, block number, deposit amount, agreed rent and tenancy terms. Tenants provide first name, last name, other name, contact number, and next-of-kin name and number, which appear on the tenancy agreement.

Documents and signatures. Tenancy agreements you generate, evidence you upload, and the electronic signatures you apply to agreements are stored so all parties can access a signed copy.

Payment information. Rent card payments are processed by our payment provider, Stripe. Your full card details are entered on Stripe's checkout and are never stored on our servers. We store only payment status, amounts, currency, receipts and payout records. Landlords who connect bank payouts provide their details to Stripe during onboarding; we store only the verification status and payout balance.

FixIt requests. Maintenance tickets, including descriptions, photos, comments and status changes, are stored so agents, landlords and maintenance staff can resolve them.

Communications and notifications. We store records of invitations, reminders and agreements sent on your behalf, and push-notification tokens if you enable notifications in the mobile app.

Security and audit data. We keep logs of sign-ins, failed sign-ins, document access, agreement views, contact changes and other security-relevant events to protect accounts and detect misuse.

Device data. If you use the mobile app's unlock feature, your biometric data (fingerprint or face) is processed only by your phone's operating system. We never receive or store it. We store only whether the unlock feature is enabled.

To provide the service: create accounts, generate and deliver tenancy agreements, manage units and tenancies, process rent payments, route payouts to landlords, and handle FixIt requests.

To communicate: send invitations, sign-in links, agreement copies, rent reminders, maintenance updates and weekly reports.

To keep the service secure: verify identity, enforce role-based access, maintain audit trails, and detect or prevent fraud and abuse.

To support you: respond to questions and troubleshoot problems.

We do not sell your personal information, and we do not use it for third-party advertising.

Other users of your tenancy. Agents, landlords and tenants linked to the same unit can see the tenancy details relevant to them. Role-based access controls limit what each role can see.

Stripe. Card payments and landlord payout onboarding are handled by Stripe (stripe.com), which processes your payment and bank details under its own privacy policy.

Email delivery providers. Invitations, agreements and reminders are sent through email service providers, branded with the sender details configured by your agent.

Hosting providers. The service runs on cloud hosting (Lovable Cloud) that stores the database, files and authentication data.

Legal requirements. We may disclose information where required by law, court order or to protect the rights, property or safety of our users.

We never share next-of-kin details or tenancy documents with anyone outside the tenancy and the service providers above.

We use browser storage to keep you signed in so you do not have to enter your password every time you open the app, to remember your app-lock setting, and to queue offline FixIt drafts in the mobile app until they can sync. We do not use advertising or tracking cookies.

Account, tenancy and payment records are kept while your account is active and for as long as needed for legal, accounting and dispute-resolution purposes.

When an account is deactivated or a person is removed, their access is revoked and their data is handled according to our removal process, which may include purging personal details while retaining the records needed for the tenancy's audit trail.

Security and audit logs are kept for a limited period sufficient to investigate incidents.

You may request access to the personal information we hold about you, ask us to correct anything inaccurate, ask us to delete your information where we are not required to keep it, and object to or restrict certain processing.

Landlords, agents and tenants can exercise many of these choices directly in the app: updating profile and contact details, requesting removal from a unit, or asking the account holder to deactivate the account.

You can also contact us using the details below for any privacy request. We will respond within a reasonable time. If you are unhappy with how we handle your request, you may complain to your local data protection authority.

Data is encrypted in transit and at rest. Access to tenancy data is controlled by role-based permissions enforced in the database, so each role only sees what it should. Multi-factor authentication, optional app lock (PIN or your phone's biometrics), audit logging and signature integrity checks are built in.

No system is perfectly secure, so please keep your password safe and tell us immediately if you suspect unauthorised access to your account.

Our hosting, email and payment providers may process data in countries other than your own. Where that happens, we rely on the safeguards those providers put in place, such as standard contractual clauses.

Estate Ease is intended for adults involved in a tenancy. We do not knowingly collect information from children. If you believe a child has provided us with personal information, contact us and we will delete it.

We may update this policy as the service evolves. The effective date below shows the current version, and material changes will be communicated through the app or by email.

For privacy questions or requests, contact us at privacy@myestateharmony.app.