Privacy notice

1. Data in scope

Depending on the workflow you use, Filax may process account and contact details, property and tenancy records, messages, maintenance evidence, payment status, application details, employment and reference information, identity-check status, uploaded documents, and technical usage or security data.

We ask users not to upload information that is not necessary for the relevant property, tenancy, support, or application task.

2. Why data is used

• To provide the beta workflow requested by the user.
• To authenticate users and secure the service.
• To maintain property, tenancy, communication, and audit records.
• To provide support, investigate incidents, and meet legal duties.
• To send operational messages and opted-in marketing.
• To improve service reliability using appropriately limited feedback and technical data.

This notice does not authorise Filax or an external model provider to train a general-purpose model on applicant, tenant, landlord, message, document, or call content. Provider terms, settings, and retention must be confirmed before a screening use is enabled.

3. Applicant decisions and AI

AI may help collect, organise, summarise, or flag missing and inconsistent evidence. It must not autonomously accept, reject, shortlist, or conclusively order applicants. An identified human must review the source evidence and record a case-specific reason.

Automated applicant scoring and new applicant/reference voice screening are currently unavailable. Read the separate applicant and AI decision notice for safeguards, challenge routes, conditional providers, and the current retention register.

4. Sharing and processors

Data is shared only where necessary with authorised users and conditional service providers for hosting, authentication, payments or identity checks, email delivery, AI assistance, and technical monitoring. It may also be disclosed where required by law. The provider register and confirmation gaps are published in the applicant and AI decision notice linked above.

5. Retention

Applicant, tenancy, document, message, and financial retention periods are pending controller and legal confirmation. Filax will not represent an unverified period as final. Data is kept only as long as needed for the relevant purpose and applicable legal duties, then deleted or anonymised where appropriate.

The currently observable technical schedule removes frontend event logs after 30 days and activity/webhook logs after 90 days. Those periods do not describe retention of an application or tenancy file.

6. Security and transfers

Filax uses access controls and security measures appropriate to a public beta. Some conditional providers may process data outside the UK. The provider, transfer mechanism, configuration, and retention must be confirmed for a workflow before operational use. No internet service can promise absolute security.

7. Your rights and human review

Depending on the circumstances, you may ask for access, correction, deletion, restriction, portability, or objection, and may withdraw consent where consent is the basis used. Applicants may also request human review, challenge a decision, provide corrections, or ask what evidence was considered.

Email privacy@filax.ai. You may also complain to the UK Information Commissioner's Office. Identity may need to be verified before a request is fulfilled.

8. Changes and contact

This notice will be updated when the controller identity, providers, lawful bases, transfer safeguards, and retention schedule are confirmed. Material changes will be dated here. Questions can be sent to privacy@filax.ai, London, United Kingdom.