Privacy Policy & Data Access Terms

1. What PortfolioIQ is and what we hold

PortfolioIQ is a portfolio tracking platform for UK property companies (SPVs). When you create an account we store your name, email address, your role on the platform, the date and version of the agreement you accepted, and your last sign-in time.

Everything you record — companies, properties, units, agent statements, maintenance items, insurance policies, tenancies, compliance certificates, tasks and charitable giving — is stored against your account as the owner, and is separated from every other account.

2. Administrator access to your portfolio data

By creating an account you grant PortfolioIQ administrators the right to view and manage your portfolio data and statement records. That access exists for three purposes only: platform administration (support, migrations, troubleshooting), audit assistance (helping you reconcile a statement or a rent figure), and technical support (fixing a calculation, restoring a record, or recovering access).

Administrator access is recorded in the platform's role system, is limited to accounts explicitly marked as administrator, and is used against your data only in the contexts above. Administrators are not granted the right to use your data for marketing, to disclose it commercially, or to alter your records other than to correct or restore them.

3. Uploaded financial statements and documents

Agent statements, insurance invoices and policy schedules, and compliance certificates are uploaded into private storage containers. They are never public: each file is stored inside a folder keyed to your own account, and only your signed-in account (or an administrator acting for the purposes in section 2) can open it. Files are opened through short-lived signed links rather than permanent public URLs.

Where a statement is read automatically, the extracted values are held alongside the document so you can review and correct them before approving. You can delete an uploaded document at any time from the record it belongs to.

4. UK GDPR and your rights

PortfolioIQ is processed in accordance with UK GDPR and the Data Protection Act 2018. The lawful bases we rely on are your consent (given at sign-up and recorded with a timestamp and version), the performance of the service you ask us to provide, and legitimate interests in securing and administering the platform.

You can request a copy of the personal data we hold about you, ask us to correct anything inaccurate, ask us to erase your account and the portfolio data attached to it, object to or restrict certain processing, and receive your data in a portable format. To exercise any of these rights, contact the platform owner using the email address on your account.

If you are unhappy with how your data has been handled you have the right to complain to the Information Commissioner's Office (ICO).

5. Security, retention and sharing

Access is protected by signed-in sessions, per-account data separation, and role checks enforced in the database rather than in the browser. Upload containers are private and file access is scoped to the owning account.

We keep your data for as long as your account is open. If you close your account, portfolio records, documents and payments attached to it are deleted. We do not sell personal data, and we do not share it with third parties other than the hosting and email providers needed to run the platform.

6. Your agreement at sign-up

At sign-up you tick an explicit agreement covering everything above, including administrator access for administration, audit assistance and technical support. We store the fact that you accepted, the date and time you accepted, and the version of this policy you accepted.

If this policy changes materially we will show you the updated version and ask you to accept it before you continue.