Legal
Data Protection & Security
Property inspections contain important information. Protecting that information is part of how LetsCheck is designed.
LetsCheck is being built to help property professionals capture, organise and maintain reliable inspection evidence while supporting responsible handling of personal information.
1. Data protection by design
Data protection is considered as part of the design and development of LetsCheck.
We aim to collect and process only information that is appropriate for the inspection, property-management or service purpose for which it is required.
Our approach is guided by applicable UK data-protection law, including the UK GDPR and Data Protection Act 2018.
2. Customer and LetsCheck responsibilities
Organisations using LetsCheck may process information relating to tenants, occupiers, landlords, employees, contractors and other individuals.
In many circumstances, the customer will determine why inspection information is collected and how it is used. Where LetsCheck processes personal information on behalf of that customer, appropriate data-processing terms will govern that processing.
Data-protection roles can vary according to the processing involved, and they should be established as part of the customer relationship.
3. Property and inspection evidence
LetsCheck is designed to maintain a structured record of property inspections.
Depending on how the platform is used, inspection records may include:
- property and room information;
- photographs and video;
- audio or inspector dictation;
- inspection observations;
- condition and issue histories;
- maintenance-related evidence;
- inspector information; and
- completed inspection reports.
This evidence helps create a clearer history of what was observed at a property and how its condition changed between visits.
4. Human-led, AI-assisted
LetsCheck uses AI to assist inspectors rather than replace them.
AI-assisted functionality may help organise evidence, identify relevant information and draft inspection observations.
Inspection content remains subject to human review. Inspectors can review and edit relevant observations before approving the final report.
This human-led approach is an important part of how LetsCheck is designed.
5. Access and organisations
LetsCheck is designed as a multi-organisation platform.
Customer information is associated with the relevant organisation and access is controlled through authorised user accounts and roles.
The platform is designed so that organisations work within their own environment rather than having routine access to another customer's property and inspection information.
6. Security
We take appropriate technical and organisational measures designed to protect information against unauthorised access, loss, misuse, alteration and disclosure.
Security is considered across areas including user access, application development, infrastructure and the third-party services used to operate LetsCheck.
Security arrangements are reviewed as the platform develops and as risks, technology and regulatory requirements change.
7. Technology providers
LetsCheck uses specialist technology providers to operate parts of the website and platform, which may include hosting, database, authentication, email, AI and other infrastructure or software services.
Where a provider processes personal information, we consider the nature of that processing and the appropriate data-protection arrangements required.
8. International processing
Some technology providers may process information outside the United Kingdom.
Where personal information is transferred internationally, appropriate safeguards will be used where required by applicable data-protection law.
9. Retention and deletion
Information should not be retained for longer than necessary for the purpose for which it is processed.
Appropriate retention and deletion arrangements may differ according to the type of information, customer requirements, contractual obligations and applicable legal requirements.
Customer-specific retention arrangements may also be addressed in the relevant customer agreement or data-processing terms.
10. Individual rights
Individuals have rights under UK data-protection law in relation to their personal information.
Where LetsCheck processes information solely on behalf of a customer, requests concerning inspection information may need to be handled in conjunction with that customer as the relevant controller.
Further information is available in our Privacy Policy.
11. Data incidents
LetsCheck takes suspected loss, unauthorised access or disclosure of personal information seriously.
Suspected data-security incidents will be investigated and appropriate action taken according to the circumstances and applicable legal and contractual requirements.
Where required, this may include notifying affected customers and/or the appropriate regulatory authority.
12. Developing responsibly
LetsCheck is an evolving platform. Our security, privacy and data-governance arrangements will continue to be reviewed as the service develops.
We will update our policies and contractual arrangements where necessary to reflect changes to the platform, technology, regulation and the way our customers use LetsCheck.