Privacy Policy

Last updated: 17 July 2026

This policy explains how we collect, use, share, retain, and protect personal data when people visit our website or use the MyLet365 property management platform.

1. Who We Are

MyLet365 is an AI-powered property management platform for UK landlords and managing agents. The service is operated by Jade Capital Limited, registered in England and Wales under company number 11901408, with its registered office at 76 Canterbury Road, Croydon, Surrey, England, CR0 3HA.

For most account, billing, website, and service administration data, Jade Capital Limited is the data controller. When customers use MyLet365 to manage property, tenant, landlord, contractor, document, email, banking, and compliance records, the customer is usually the data controller and MyLet365 processes that data on the customer's behalf.

You can contact us about this policy or your personal data at info@mylet365.com.

2. Information We Collect

Account and contact information, including your name, email address, telephone number, organisation name, role, login credentials, trial status, subscription details, and preferences.
Property management information uploaded or generated in the platform, including property addresses, tenancy records, tenant and contractor details, owner records, maintenance issues, compliance certificates, invoices, documents, notes, and communications.
Financial and payment information, including billing records, subscription history, payment status, and, where you enable finance features, bank transaction data made available through authorised Open Banking connections.
Technical and usage information, including IP address, device and browser details, pages visited, features used, timestamps, log data, error reports, security events, and cookie or similar tracking information.
Communications with us, including enquiries, support requests, feedback, call notes, emails, and responses to surveys or product research.

3. How We Use Information

We use personal data to provide and administer MyLet365, create and manage accounts, deliver property management workflows, process AI-assisted automation, maintain customer support, send service notices, and manage billing.

We use uploaded property, tenant, contractor, document, email, and finance data to operate the features selected by the customer, including maintenance tracking, compliance monitoring, document extraction, communication workflows, reporting, reconciliation, and audit logs.

We use technical and usage data to keep the service secure, prevent misuse, diagnose issues, monitor performance, understand feature usage, improve the product, and develop new functionality.

We may use contact details to send relevant product updates, onboarding messages, trial information, and marketing communications where permitted by law. You can object to direct marketing at any time.

4. Lawful Bases

Contract performance, including providing the platform, support, billing, and account services.
Legitimate interests, including service improvement, fraud prevention, information security, business administration, customer communications, and product analytics, provided those interests are not overridden by your rights.
Legal obligations, including tax, accounting, regulatory, audit, and legal claim requirements.
Consent, where required, such as for optional marketing, optional integrations, certain cookies, or permissions you choose to grant. You can withdraw consent at any time.

5. AI and Automation

MyLet365 uses AI-assisted tools to classify messages, extract information from documents, draft or support communications, recommend actions, and automate property management workflows configured by the customer.

Customers control their automation settings. Depending on those settings, AI outputs may be used for draft suggestions, supervised workflows, or automated actions within customer-defined rules and limits.

We maintain logs of platform activity so customers can review actions taken through the service. AI outputs may be reviewed, corrected, accepted, rejected, or overridden by authorised users.

6. Sharing Information

We share information with trusted service providers that help us operate MyLet365, such as hosting, storage, payment processing, email delivery, communications, analytics, security, customer support, AI processing, and Open Banking providers.

Where customers choose to use specific integrations or workflows, data may be shared with parties needed to deliver those features, such as payment providers, Open Banking providers, email providers, tenants, contractors, landlord clients, team members, or professional advisers.

We may disclose information where required by law, regulation, court order, government authority, law enforcement request, or to protect the rights, safety, and security of MyLet365, our customers, users, or others.

If MyLet365 or its assets are involved in a merger, acquisition, financing, restructuring, or sale, information may be transferred as part of that transaction, subject to appropriate safeguards.

7. International Transfers

We aim to store and process customer data in the United Kingdom, European Economic Area, or other locations with appropriate data protection safeguards.

Where personal data is transferred outside the UK or EEA, we use appropriate safeguards such as adequacy regulations, standard contractual clauses, international data transfer agreements, or equivalent protections required by applicable law.

8. Retention

We keep personal data only for as long as reasonably necessary for the purposes described in this policy, including providing the service, complying with legal obligations, resolving disputes, enforcing agreements, maintaining security, and preserving audit records.

Account, billing, financial, and support records may be kept for a period required by law or for legitimate business purposes. Customer-controlled property management data is retained while the customer account is active unless deleted by authorised users or otherwise agreed.

When data is no longer needed, we delete, anonymise, or securely archive it in line with our retention processes and backup schedules.

9. Security

We use technical and organisational measures designed to protect personal data, including access controls, authentication, encryption in transit, secure storage practices, audit logging, monitoring, and least-privilege access.

No online service can be guaranteed to be completely secure. Customers are responsible for protecting their own login details, managing user access, using appropriate permissions, and telling us promptly if they suspect unauthorised access.

10. Your Rights

Depending on your location and the context of processing, you may have rights to access, correct, delete, restrict, object to processing, request portability of, or withdraw consent for your personal data.

Where we process data on behalf of a customer, we may need to refer your request to that customer as the data controller. We may ask for information to verify your identity before responding.

To exercise your rights, contact us at info@mylet365.com.

11. Cookies

We use cookies and similar technologies to operate the website and service, remember preferences, keep sessions secure, understand usage, improve performance, and support marketing or analytics where permitted.

You can control cookies through your browser settings. Some cookies are necessary for the service to work properly, so disabling them may affect functionality.

12. Children's Data

MyLet365 is intended for business users and is not directed at children. We do not knowingly collect personal data from children under 18. If you believe a child has provided personal data to us, please contact us so we can take appropriate action.

13. Complaints

If you have a concern about how we handle personal data, please contact us first at info@mylet365.com so we can try to resolve it.

You also have the right to complain to the UK Information Commissioner's Office. The ICO can be contacted at ico.org.uk or by telephone on 0303 123 1113.

14. Changes to This Policy

We may update this policy from time to time. When we make material changes, we will take reasonable steps to notify users, such as by updating this page, changing the last updated date, or sending an email notice where appropriate.