How Abodient uses your information

What we hold

• Your name and contact details
• The property you live in and details of your tenancy
• Issues you report, including messages and any photos you send
• Documents relating to your tenancy, such as the tenancy agreement or inventory
• A record of messages exchanged about a repair, including with contractors

Most of this comes from your landlord when they set up the property. The rest comes from you when you report an issue or reply to a message, and from contractors when they reply about a repair.

Only tell us health or personal details if they matter for the repair — for example, if the heating needs fixing urgently because someone in the home is unwell.

Alfred, and how AI is involved

Alfred is the AI assistant you speak to when you report an issue. It reads what you write, works out what kind of problem it is, and helps arrange a repair — which can include messaging your landlord and contacting contractors.

To do that, your messages, any photos you send, and text from tenancy documents are sent to AI services outside the UK:

• Microsoft Azure OpenAI and OpenAI — to understand messages, read images and search documents. Your content is not used to train their AI models. They may keep a copy for up to 30 days solely to detect and prevent abuse and misuse, after which it is deleted.
• LangSmith — records AI requests and responses, which can include message and document content, so we can check the quality of Alfred’s answers. These records are held in the United States and are kept for 14 days, then deleted.

Alfred can make mistakes and it does not give legal advice. Check anything important with your landlord. If something is an emergency, contact your landlord or the emergency services directly rather than waiting for a reply.

Decisions that affect you. Alfred does not decide anything with a legal or similarly significant effect on you. Your landlord makes the decisions that actually matter: whether a repair goes ahead, what your tenancy agreement means, and anything about notice or rent. Before Alfred sends a message to a contractor, your landlord reviews and approves it, unless they have turned that review off for their account — and even then, a repair costing more than the limit they have set comes back to them for approval.

If you would like a person to look at something Alfred has done, email privacy@abodient.ai and one of us will.

Who else sees it

• Your landlord or their agent — they can see issues you report and the conversation about them.
• Contractors — where a repair needs one, they receive the property address, a description of the problem and a proposed time. Contact may be by email, SMS, WhatsApp, or an automated voice call placed on your landlord’s behalf.
• Companies that run the service for us — hosting and databases, email and SMS delivery, WhatsApp messaging, AI processing and AI quality logging, contractor search, automated voice calls, and error monitoring. The full list, with what each one does and where it is based, is in Annex C of our Data Processing Agreement.

If you message us on WhatsApp, that channel is run by Meta and you have to opt in to it. You can stop it at any time by replying STOP.

Our providers are based in the EU, the United States and elsewhere. Where information goes outside the UK we put in place the UK’s approved contract wording for international transfers — the International Data Transfer Agreement, or the UK Addendum to the EU Standard Contractual Clauses. Email us and we will send you a copy of the safeguards that apply.

How long it is kept

We keep your information while your landlord uses Abodient for your home. When they close their account or ask us to delete it, we remove it within 30 days — except anything the law requires us or them to keep for longer. Deleting something removes it from the live service straight away, but it can remain in a backup until that backup rolls off our database provider’s retention schedule.

Your rights

You can ask to:

• See a copy of the information held about you
• Have something corrected if it is wrong
• Have information deleted, in some circumstances
• Object to how it is being used, or ask that its use be restricted
• Receive it in a portable format, in some circumstances

Which of these apply depends on your landlord’s reason for holding your information, so ask them first — the decisions are theirs and we will help them respond. If you cannot reach them, email privacy@abodient.ai and we will pass your request on.

If you want to complain

Raise it with your landlord first, since they decide how your information is used. You can also tell us at privacy@abodient.ai and we will look into anything that concerns how Abodient has handled it. We will acknowledge your complaint within 30 days and tell you what we find.

You can complain to the Information Commissioner’s Office, the UK data protection regulator, at ico.org.uk or on 0303 123 1113. You do not have to come to us or your landlord first.

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