This Privacy Policy explains how Domiva Ltd ("Domiva", "we", "us") collects and uses your personal data when you use our mobile app, admin dashboard, or website. We are the data controller for the personal data we process, unless otherwise stated.
1. Who we are
Domiva Ltd is a company registered in England and Wales. You can contact us at support@domiva.app. For data protection questions, email privacy@domiva.app.
2. What we collect
| Category | Examples |
|---|---|
| Identity | Name, email, phone number, role (tenant / landlord) |
| Account | Hashed password, verification codes, session tokens, device push token |
| Property & tenancy | Property address, rent amount, tenancy start/end dates, access codes |
| Payment metadata | Payment status, amount, date, reference IDs from our payment processor (we do not store full card numbers) |
| Documents | Files you upload (tenancy contracts, receipts, ID where voluntarily provided) |
| Usage & diagnostics | IP address, device/OS version, app interactions, error logs |
We collect this data directly from you, from your use of the app, and from third parties you authorise (for example, a payment processor confirming a successful payment).
3. Why we use it
- To create and operate your account;
- To facilitate rent payments and record receipts;
- To match landlords with tenants via access codes;
- To send operational messages (payment confirmations, reminders, extension updates);
- To calculate your Domiva Score based on on-platform activity;
- To protect the platform against fraud, abuse, and misuse;
- To comply with legal obligations.
4. Legal basis
Under UK GDPR we process personal data on the following grounds:
- Contract — to provide the Service you signed up for.
- Legitimate interests — to keep the Service secure, improve it, and prevent abuse.
- Consent — where we ask you (for example, for push notifications or optional features).
- Legal obligation — to comply with tax, anti-fraud, or regulatory requirements.
5. Who we share with
We only share personal data with:
- Infrastructure providers who host our servers, database, and file storage;
- Email provider (Resend) for transactional email;
- Push notification provider (Firebase Cloud Messaging) to deliver notifications to your device;
- Payment processors who handle rent payments on our behalf;
- The other party to your tenancy (i.e. landlord ↔ tenant), limited to what is needed to run that tenancy;
- Law enforcement or regulators where legally required.
We do not sell your personal data.
6. International transfers
Some of our providers (e.g. Firebase, email delivery) process data outside the UK. Where this happens we rely on UK-approved transfer mechanisms (adequacy decisions, Standard Contractual Clauses, or the UK Addendum) to protect your data.
7. How long we keep it
We keep personal data only as long as we need it for the purpose it was collected or to comply with legal obligations. Typically:
- Account data: while your account is active and up to 12 months after closure;
- Payment records: up to 7 years for tax/accounting reasons;
- Error logs: up to 90 days;
- Push tokens: until you uninstall the app or disable notifications.
8. Security
We hash passwords with bcrypt, use TLS for data in transit, and restrict internal access on a need-to-know basis. No system is perfectly secure — contact us immediately at security@domiva.app if you believe your account has been compromised.
9. Your rights
Under UK GDPR you have the right to:
- Access the personal data we hold about you;
- Correct inaccurate data;
- Request deletion (subject to our legal obligations);
- Restrict or object to certain processing;
- Data portability;
- Withdraw consent at any time where consent is the legal basis;
- Complain to the Information Commissioner's Office (ico.org.uk).
To exercise these rights, email privacy@domiva.app.
10. Cookies
Our mobile app does not use cookies. Our website uses only essential cookies needed for the site to function (no advertising or tracking cookies).
11. Children
Domiva is not intended for anyone under 18. We do not knowingly collect personal data from children. If you believe we have, contact us and we will delete it.
12. Changes
We may update this Privacy Policy from time to time. If a change is material we will notify you via the app or by email. The "last updated" date at the top of this page always reflects the most recent version.
13. Contact us
For any privacy question, email privacy@domiva.app.