Privacy Policy
PropCheck RM Last updated: 16 June 2026
1. Who we are
PropCheck RM (“we”, “us”, “our”), part of Ivarmie Ltd, provides a property management application that helps landlords, letting agents, and tenants manage tenancies, rent payments, maintenance, and related communications.
We are the data controller for the personal data described in this policy.
Contact details: PropCheck RM (part of Ivarmie Ltd) Email: ivarmieltd@gmail.com
This policy explains how we collect, use, store, and share personal data when you use our app, in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
2. The personal data we collect
Depending on whether you are a tenant, landlord, or agent using the app, we may collect:
Identity and contact data Full name, email address, phone number, date of birth, and postal address.
Tenancy and property data Property address, tenancy agreement terms, rent amount and payment schedule, lease start/end dates, and inventory or condition reports.
Financial data Bank account details or payment card information (processed securely by a third-party payment provider, if you use the app to process rent or deposit payments), rent payment history, arrears records, and deposit information.
Right to Rent / identity verification data Where required by law, copies of passports, visas, residence permits, or other documents used to verify identity and immigration status before a tenancy begins.
Communications and support data Maintenance requests, messages exchanged through the app between tenants, landlords, and agents, and any correspondence with our support team.
Technical and usage data Device type, IP address, app version, log files, and analytics data generated when you use the app.
Marketing preferences Your choices about receiving marketing communications from us, where applicable.
We do not knowingly collect special category data (such as health or biometric data) unless you provide it voluntarily, for example as part of a maintenance request describing an accessibility need.
Local storage of your data Your tenancy, property, and financial records are stored locally on your own device and are not uploaded to, or stored on, our servers or any third-party cloud storage. We do not hold a central copy of this data. This means you are responsible for backing up your own data, and that data may be lost if your device is lost, damaged, reset, or has the app uninstalled.
3. How and why we use your data
| Purpose | Legal basis |
|---|---|
| Setting up and managing your account | Performance of a contract |
| Processing rent and other payments | Performance of a contract |
| Verifying identity and Right to Rent status | Legal obligation |
| Responding to maintenance requests and support queries | Performance of a contract / legitimate interests |
| Preventing fraud and money laundering | Legal obligation / legitimate interests |
| Sending service updates (e.g. payment confirmations, tenancy notices) | Performance of a contract / legitimate interests |
| Sending marketing communications | Consent (you can withdraw this at any time) |
| Improving and securing the app | Legitimate interests |
| Resolving disputes or responding to legal requests | Legal obligation / legitimate interests |
4. Who we share your data with
We share personal data only where necessary, and only the data that is actually involved in each interaction — your core tenancy and property records remain on your device and are not shared with us as a matter of course. Where data is shared, this may include:
- Landlords, agents, or tenants connected to the same tenancy, where the app facilitates direct communication or document sharing between you.
- Third-party payment processors, if you use the app to process rent or deposit payments. These providers handle and store payment data on their own systems under their own privacy policies.
- Referencing and credit check agencies, where required to assess a prospective tenant.
- Deposit protection schemes (e.g. the Deposit Protection Service, mydeposits, or the Tenancy Deposit Scheme), as required by law, if you submit a deposit through the app.
- Contractors and maintenance providers, to carry out repairs or works you have requested.
- Regulators, local authorities, or law enforcement, where we are legally required to disclose information.
- Debt collection agencies, in cases of rent arrears, where applicable.
We do not sell personal data to third parties.
5. International data transfers
Because your core tenancy and property records are stored locally on your device, we do not transfer this data internationally ourselves. If you choose to use third-party services through the app, such as a payment processor or referencing agency, those providers may process data outside the UK under their own safeguards (such as the UK’s International Data Transfer Agreement or Standard Contractual Clauses). Please refer to the relevant provider’s own privacy policy for details.
6. How long your data is kept
Because tenancy, property, and financial records are stored locally on your device rather than on our servers, retention of this data is controlled by you, not by us. We do not automatically delete or retain this data, as we do not hold a copy of it.
If you are a landlord or agent, you remain responsible for retaining financial and tenancy records for as long as required by law (for example, HMRC generally requires business financial records to be kept for at least 6 years). We recommend backing up your device or exporting records periodically to meet these obligations, since data may otherwise be lost if your device is lost, damaged, or reset, or the app is uninstalled.
Where we do process limited data ourselves (for example, account login details, or data passed to a third-party payment or referencing provider), we retain it only for as long as necessary for that purpose, in line with the relevant provider’s own retention practices.
7. Your rights
Under UK GDPR, you have the right to:
- Access the personal data we hold about you
- Request correction of inaccurate data
- Request erasure of your data, where applicable
- Restrict or object to certain processing
- Receive your data in a portable format
- Withdraw consent at any time where processing is based on consent
- Lodge a complaint with the Information Commissioner’s Office (ICO)
To exercise any of these rights, contact us at ivarmieltd@gmail.com. We will respond within one month, as required by law. Please note that because your tenancy, property, and financial records are stored locally on your device rather than with us, you can typically access, correct, or delete that data directly within the app or by managing your device. We can only act on data we actually hold, such as your account details or information passed to a third-party provider.
You can also contact the ICO at ico.org.uk or on 0303 123 1113 if you are unhappy with how we have handled your data.
8. Security
Because your core data is stored locally on your device rather than on our servers, its security depends significantly on the security of your own device. We recommend using a strong device passcode or biometric lock, keeping your device’s operating system and the app up to date, and enabling device encryption where available.
Where data is sent to third-party services you choose to use (such as a payment processor), that data is transmitted securely (e.g. via encryption in transit) and is subject to that provider’s own security measures. No system is completely secure, so please take care to protect your device, especially if it is lost or stolen.
9. Cookies and similar technologies
If our app uses cookies or similar tracking technologies, we will use them only for purposes such as essential app functionality and security, or understanding how the app is used. You can manage these preferences through your device settings.
10. Children’s data
Our app is intended for use by adults managing or renting property. We do not knowingly collect personal data from children under 18.
11. Changes to this policy
We may update this policy from time to time. We will notify you of significant changes through the app or by email, and the “last updated” date at the top of this policy will reflect the most recent revision.
12. Contact us
If you have any questions about this policy or how we handle your data, please contact:
PropCheck RM (part of Ivarmie Ltd) Email: ivarmieltd@gmail.com