Privacy Policy

Dome ("Dome", "we", "us" or "our") is the controller of the personal information described in this policy. This policy explains how we handle information when you visit our website, contact us, create an account or use our property-management services.

For privacy questions or requests, email hello@dome.lettings.

Depending on how you use Dome, we may collect:

• Contact and account information, such as your name, email address and phone number.
• Property and tenancy information, including property address, tenancy dates, rent, deposit and access details.
• Tenant information that you provide, such as a tenant’s name, email address and phone number.
• Compliance and service documents that you upload, including tenancy agreements, gas-safety records, EICRs and EPCs.
• Messages, enquiries and information you provide when contacting us.
• Technical information needed to operate the service, such as account identifiers, IP address, browser/device information and security logs.

We collect information directly from you when you submit a form, create an account, complete onboarding, upload documents or contact us. We may also receive information from service providers that help us authenticate users, host the service and store information.

We use personal information to:

• respond to enquiries and communicate with you;
• create and administer accounts and provide the services you request;
• record property, tenancy and compliance information you choose to provide;
• keep the service secure, prevent misuse and troubleshoot problems;
• meet legal, regulatory, accounting and record-keeping obligations; and
• improve our services and communications.

Under UK data-protection law, we process information where it is necessary to perform a contract or take steps at your request before a contract, comply with a legal obligation, pursue our legitimate interests in operating and securing Dome, or where you have given consent. We will only use tenant information where there is a lawful basis to do so; you are responsible for ensuring you are entitled to provide it to us.

We do not sell personal information. We share it only where necessary with service providers that help us run Dome, including our authentication, database and document-storage provider, Supabase, and our hosting and application-service providers. These providers process information on our instructions and subject to appropriate contractual safeguards.

We may also share information with professional advisers, insurers, regulators, law-enforcement bodies or other parties where required by law, to protect rights and safety, or as part of a business sale, merger or investment transaction.

Some of our service providers may process information outside the UK. When this happens, we use an adequacy decision or appropriate safeguards recognised by UK data-protection law, such as the UK International Data Transfer Agreement or approved contractual clauses.

We keep personal information only for as long as needed for the purpose for which it was collected, to provide the service, resolve disputes, enforce agreements, and meet legal or regulatory obligations. We then delete it or anonymise it where appropriate. You can contact us for further information about the retention period for a particular type of information.

We use reasonable technical and organisational measures designed to protect personal information, including access controls and secure service providers. No internet-based service can be completely secure, so please keep your account credentials confidential and tell us promptly if you believe they have been compromised.

Dome uses essential cookies or similar local storage where needed to make the website and service work, such as remembering interface preferences. We do not currently use advertising or analytics cookies on this website. If that changes, we will update this policy and, where required, ask for your consent before setting non-essential cookies.

Subject to applicable law, you may have the right to request access to, correction of, deletion of, restriction of, or objection to our processing of your personal information. You may also have the right to data portability and to withdraw consent where we rely on consent. To exercise these rights, email hello@dome.lettings. We may need to verify your identity before responding.

You also have the right to complain to the UK Information Commissioner’s Office. Details are available at ico.org.uk/make-a-complaint.

We may update this policy from time to time. We will publish the updated version on this page and change the “Last updated” date above.