Privacy at a glance
- We never sell your personal information.
- Your reports are private to your account.
- You can object to AI training at any time.
- RentProof photos and records are never used to train our AI.
- We use essential cookies only — no tracking or ads.
1Who we are
HomeForensicsAI (“HFAI”, “we”) is a UK-based service for AI-assisted property evidence capture and reporting. We are the data controller for the information described here. Contact our privacy team at privacy@homeforensicsai.com.
This notice covers our website, accounts, AI Scan assessments and reports, RentProof (our tenancy and condition-record service), support, email, surveys and the Contribute Images programme. See also our Terms of use and Cookie notice.
2What we collect
- Account — name, email, hashed password, profile and organisation details, verification and security settings.
- Assessments — photos, the property postcode and address you enter, optional room labels and notes, quality and AI results, reports, file hashes, model versions and verification events.
- RentProof — property addresses, postcodes and rooms; tenancy dates, rent and deposit details; names and email addresses of the tenants and team members you invite; condition record photos, notes, meter readings and responses; rent due dates and payment status; repair requests, their photos and updates; documents you upload, such as tenancy agreements and safety certificates, and certificate expiry dates.
- Contributions — contributed images, labels, rights declarations, consent and withdrawal records.
- Support and email — tickets, messages to our mailboxes and delivery events.
- Technical — one-way hashes of IP address and browser details, pages requested, sign-in attempts, audit and error logs.
- Surveys and feedback — your answers and any contact details you choose to give.
Please don't include faces, children, addresses, vehicle registrations, documents or other unnecessary personal details in photos.
3How we use it
| Purpose | Legal basis |
|---|---|
| Run your account and provide assessments, reports and support | Contract |
| Run RentProof: show tenancy details, condition records and rent status to the people on that tenancy | Contract, and legitimate interests where a landlord or agent adds a tenant’s details |
| Send rent reminders, record updates and weekly summaries (you can turn these off) | Contract and legitimate interests |
| Keep the service secure, prevent abuse and protect report integrity | Legitimate interests |
| Send verification, security and essential service emails | Contract and legitimate interests |
| Improve and train our AI models (section 4) | Legitimate interests — you can object |
| Use Contribute Images uploads for research and training | Consent — you can withdraw |
| Optional surveys and feedback | Consent or legitimate interests |
| Meet legal obligations and handle legal claims | Legal obligation and legitimate interests |
We don't use photos to identify people, don't intend to process special category data (such as health or biometric data), and don't make decisions about you based solely on automated processing that have legal or similarly significant effects. AI results are indicators only and may be wrong.
4AI training and your choices
Assessment content. Photos, labels, notes and results from assessments submitted on or after 24 September 2026 may be used to test, evaluate and train our models, based on our legitimate interests. It is used only to improve HFAI, never sold, access is restricted, and incidental personal details are removed or obscured where practical. Earlier assessments are used only where you opted in at the time.
RentProof. Photos, notes and rent information in RentProof are used only to provide that service. They are not used to test or train our models.
Contribute Images. Images you add through this programme are used for training only with your separate opt-in consent.
Opting out
Email privacy@homeforensicsai.com from your account email to object to AI training, or withdraw contribution consent from your Account & Privacy page. We'll exclude that material from future training. Your assessments, reports and account are unaffected.
5Service providers
We use a small number of trusted service providers, each under a written contract and given only the information their task requires:
| Category | Purpose · Location |
|---|---|
| Hosting provider | Server hosting and storage · European Union |
| Email provider | Account and service emails · European Union |
Transfers to the EU rely on UK adequacy regulations. If we ever use a provider outside the UK or EU, we will use lawful safeguards such as the UK International Data Transfer Agreement. Details of the specific providers we use are available on request from privacy@homeforensicsai.com.
7Retention
| Record | Kept for |
|---|---|
| Unverified sign-ups | Up to 30 days |
| Account and profile | While active; identity anonymised within 30 days of closure |
| Assessments and reports | Up to 6 years, unless deleted earlier or the law requires longer |
| Support and privacy requests | 24 months after closure (up to 6 years for legal claims) |
| RentProof: tenancies, condition records and rent history | 6 years after the tenancy ends, so either side can rely on them if there is a dispute |
| RentProof invitations | Links expire after 14 days; unused invitations are deleted after 12 months |
| Contributions | Until consent is withdrawn or no longer needed; reviewed yearly |
| Security and email logs | 12 months (up to 6 years for serious incidents) |
| Backups | Rolling 14 days |
8Security
We use encrypted connections, access controls, separate user and administrator sessions, restricted storage, audit logs, monitoring and backups. No online service is completely secure; if a breach puts your rights at risk, we will tell you and the ICO where the law requires.
9Your rights
You can ask to access, correct, delete, restrict or transfer your information, object to processing based on legitimate interests, and withdraw consent at any time. Email privacy@homeforensicsai.com or use the Account & Privacy page to download your data. We may verify your identity and normally reply within one month.
If you're unhappy, please contact us first. You can also complain to the Information Commissioner's Office at ico.org.uk/make-a-complaint or 0303 123 1113.
10Children and changes
HFAI is for adults aged 18 or over; please don't upload information about children. We may update this notice — the date above shows the latest version, and we'll highlight material changes in the service or by email.