Public beta safeguard
Applicant and AI decision notice
Last updated: 3 August 2026
What automation may do
Filax may use automation to collect evidence, check whether fields are present, organise records, produce an evidence-only summary, and flag inconsistencies or unanswered questions. An AI summary can be wrong and must be checked against the source.
What automation cannot do
- Accept, reject, or shortlist an applicant.
- Conclusively rank or score applicants.
- Send an adverse outcome without a recorded human decision.
- Automatically mark a reference as verified.
- Initiate a new applicant or reference screening voice call.
These controls fail closed in the application backend. Environment settings alone cannot activate the disabled scoring or voice paths.
Human decision, review, and challenge
New online application intake is paused until each invitation is bound to a signed, expiring applicant session and Filax can retain the exact notice and declaration version accepted at submission.
A landlord or authorised Filax human must inspect the underlying evidence and record a case-specific reason for a shortlist, approval, selection, rejection, or reference verification. The authenticated actor, derived human role, decision, reason, and time are written to an append-only event record.
To ask for human review, challenge an outcome, correct evidence, request an explanation of the evidence considered, or choose an accessible non-digital route, email privacy@filax.ai. Include the property and application reference, but do not email identity documents unless requested through a secure route.
Calls, recording, and alternatives
New applicant/reference voice screening is paused. It will remain unavailable until the provider and lawful basis, pre-call notice, recording consent, withdrawal handling, retention, international transfer, human review, and equivalent non-call route are reviewed and documented. Asking for consent only after a call has connected is not treated as an adequate release control.
Conditional provider and retention register
This register reflects providers observable in the code and configuration, not a claim that every provider is active. “Pending” means the workflow must not rely on an unverified term.
| Provider | Status | Purpose / data | Retention position |
|---|---|---|---|
| Convex | Configured | Operational database and uploaded-file storage. Account, property, tenancy, application, evidence, and audit data. | Applicant-file period pending controller and legal confirmation |
| Clerk | Conditional | Account authentication where enabled. Account identity and authentication metadata. | Provider and Filax configuration pending confirmation |
| Stripe / Stripe Identity | Conditional | Billing and identity verification where explicitly enabled. Payment metadata or identity-check data for the requested workflow. | Provider terms and operational schedule pending confirmation |
| OpenRouter / Anthropic model | Conditional | Evidence-only summarisation where configured. Selected text or transcript content necessary for the summary. | Provider terms, settings, transfers, and model-training position pending confirmation |
| Resend or configured SMTP provider | Conditional | Operational email delivery. Recipient address and message content. | Exact SMTP provider and provider retention pending confirmation |
| ElevenLabs / Vapi | Paused | Applicant or reference voice screening. No new screening call may be initiated while this control is paused. | Provider, recording, consent, transfer, and retention review pending |
| Sentry | Conditional | Technical error monitoring where configured. Technical and error context; screening documents are not intentionally submitted. | Provider and project configuration pending confirmation |
Separately, the observable Filax technical-log schedule is 30 days for frontend events and 90 days for activity/webhook logs. It does not define how long an application, reference, tenancy, or decision event must be kept. Those periods remain pending controller and legal confirmation.
Model improvement position
Filax does not rely on this notice as permission to train a general-purpose model on applicant, tenant, landlord, document, message, reference, or call content. Any future use beyond providing the requested workflow would need a separately reviewed purpose, lawful basis, minimisation, transparency, provider controls, and where required consent.
Return to the main privacy notice.