Your privacy, in plain English

1. Who we are — and who controls your data

ResiAX is operated by Teqie Ltd, a company registered in the United Kingdom. We build tools that help residents keep records about their home, understand their rights, and communicate with landlords and housing providers. For anything in this policy, contact us at Shax@teqie.online.

For the resident-facing ResiAX service — your account, your records, this website and the pilot — Teqie Ltd is the data controller. That means Teqie Ltd is the organisation legally responsible for deciding why and how your personal data is processed, and for protecting it.

It's worth being clear about one thing, because ResiAX talks a lot about resident control: you control your ResiAX record and decide what to share. In data-protection law, "controller" has a specific legal meaning: it describes the organisation responsible for deciding why and how personal data is processed. Resident control over sharing does not mean you take on Teqie's legal data-controller responsibilities — those stay with us.

Where you choose to share information with someone else — a landlord, a solicitor, an adviser — that organisation is usually a separate controller of the copy they receive, with their own data-protection responsibilities. Where ResiAX works with a housing provider under a specific contractual arrangement, we will explain any different roles that apply to that arrangement directly to the residents involved.

2. What this notice covers

This notice covers the services ResiAX provides today: the ResiAX website (including pilot registration, surveys, the feature backlog and blog), your ResiAX resident account and app, your evidence and issue history, cases and repair records, Documents and the Home Diary, your ResiAX inbox and communications you bring into ResiAX, AI-assisted support features, and connections with housing providers you authorise.

Some features are introduced gradually during the pilot — such as paired communication channels (for example a ResiAX email address, connected messaging or voice notes) and Support Circle sharing with trusted people. Where this notice describes those features, they apply where enabled on your account. We label features that are still being introduced, and we update this notice as they become generally available.

3. What information ResiAX may process

Account and identity — your name, email address, phone number where you provide one, account identifiers, your home address and tenure information where you add them, and authentication and security records for your account.

Home and housing records — the record you build: repair and issue reports, cases, correspondence with your landlord or provider, documents, photographs, video and audio you add, Home Diary entries and call or visit notes, appointments and actions, and information about your home.

Communications — emails sent to a ResiAX address where that feature is enabled for you, correspondence you deliberately file into ResiAX, messages from a connected channel where you have chosen to pair it, voice notes and transcripts where you use a voice feature, and message delivery information.

Sensitive information — housing evidence sometimes contains sensitive detail: health or disability information, vulnerability or support needs, or other special category information you choose to include because it is relevant to your housing situation. Section 7 explains how we treat it.

Technical, security and usage information — authentication and security logs, device and browser information needed to run the service, how features are used, AI usage records, and signals that help us detect fraud, abuse or security problems.

Website FAQ search — on the public FAQ page we record search terms and filter combinations that returned no results, without any account, name or identifier, so we can write the answers people are looking for. Successful searches are not recorded, anything resembling an email address or phone number is removed before saving, and these entries are deleted after 90 days.

4. Where your information comes from

Most of it comes directly from you — what you type, upload, forward or file into ResiAX. Some comes from files and messages you import or forward. Where you have connected a communication channel, information arrives through the scope you connected. Where you have an authorised relationship with a landlord or provider, they may contribute information relevant to that relationship. Where you have given a trusted support contact an explicit grant, they may contribute within it.

ResiAX also generates information: system records (like timestamps and delivery confirmations) and AI-generated content such as summaries, suggested categories or drafts. AI-generated content is a starting point, not automatically a confirmed fact — you review it, and it is identified as generated or assisted content. We do not buy personal data about you from third parties.

5. Why we use your information

To provide your ResiAX account and keep your evidence record safe and available to you. To organise and retrieve your housing history. To let you report and track issues. To enable the communications and sharing you direct. To support interactions with a provider that you have authorised. To provide AI-assisted drafting, extraction, transcription and triage where you use those features. To secure the service and prevent abuse. To operate the pilot and provide support. To improve how ResiAX works. And to meet our legal and regulatory obligations.

6. Lawful bases we rely on

Contract — most of what ResiAX does for you (providing your account, storing your records, delivering features you use) is necessary to provide the service you signed up for.

Consent — where it is genuinely your choice, such as opting in to blog updates, connecting an optional communication channel, or registering interest in the pilot. You can withdraw consent at any time.

Legitimate interests — keeping the service secure, preventing misuse, understanding how features are used so we can improve them, and running the pilot well — always balanced against your rights and interests.

Legal obligation — where UK law requires us to keep or share certain information.

We are completing a detailed mapping of each processing purpose to its lawful basis with our data-protection advisers as part of the pilot, and we will publish it here when it is finalised.

7. Special category and sensitive information

Housing problems are rarely just about bricks. Your record may contain information about health or disability (for example where damp affects a child's asthma), vulnerability or support needs, or other special category information you choose to include.

You are never required to include sensitive information — add what is relevant and useful to your situation. Where we process special category information, we do so under an appropriate condition in UK GDPR Article 9 and the Data Protection Act 2018, in addition to a lawful basis under Article 6. We are confirming the precise conditions for each purpose with our data-protection advisers and will state them here once that review is complete.

Sensitive information in your record follows the same core rule as everything else: it is yours, and it is not shared with your landlord or anyone else unless you choose to share it.

8. AI-supported features

ResiAX uses AI to take work off your plate. Depending on the features enabled for you, AI may help with: structuring an issue you describe, suggesting categories or next steps, extracting information from documents you scan, summarising long histories, drafting letters or messages for you to review, transcribing voice notes, suggesting related records, and answering questions conversationally.

The controls that matter: AI-generated information is identified as generated or assisted content, and you review anything consequential before it is used. AI does not broaden your sharing — an AI suggestion never makes a private record visible to a landlord or anyone else. Your authoritative records and evidence stay separate from AI interpretation of them: the AI's summary of your damp case is not your damp case.

To provide these features, text or files you submit to an AI feature may be sent to specialist AI service providers for processing on our behalf. These providers act under contract and process the material to deliver the feature — temporary processing copies are not kept as part of your record, and we design AI features so that temporary material sent for processing is not retained by the provider beyond what the processing requires.

If you would rather not use AI features, you can simply not use them — your record works without them.

9. Automated decision-making and profiling

ResiAX is designed so that AI output is advisory. Suggestions — a category, a priority, a draft, a summary — inform you or the people you have chosen to involve; they do not by themselves determine what happens to you.

We do not design ResiAX features to make decisions based solely on automated processing that produce legal or similarly significant effects about you. Where a feature ranks or prioritises (for example suggesting which issue looks most urgent), a person — usually you — remains in control of what is acted on, and you can ignore, change or challenge any generated conclusion in your record.

As new features are introduced during the pilot we review each one against this standard, and we will update this section if that position ever changes.

10. Who your information may be shared with

People and organisations you choose — a landlord or housing provider where you have shared records with them or where you have an authorised operational relationship; contractors or advisers within the scope you or your provider relationship makes valid; and, as Support Circle features are introduced, the trusted contacts you grant access to. Once someone lawfully receives a copy of your information, they will usually hold that copy under their own data-protection responsibilities.

Service providers working for us — companies that host our infrastructure and databases, deliver and receive email, provide authentication, provide communication channels, provide AI and transcription processing, and help us monitor security. They process personal data on our instructions to run ResiAX; they do not get to use your record for their own purposes.

Authorities where legally required — regulators or public bodies where the law requires us to share information.

What we never do: sell your personal data, or give a landlord access to your private records because they sponsor or connect with ResiAX. Sharing happens because you direct it or because a specific, explained arrangement makes it lawful — never silently.

11. Our service providers

ResiAX is built on a small number of specialist services: cloud hosting and databases, transactional email delivery, workflow tools used by our team to manage registrations, and AI providers for the assisted features described above.

We are preparing a detailed service-provider summary — which providers, what they process, where they process it and under what safeguards — as part of our pilot data audit, and we will publish it alongside this policy. In the meantime, you can ask us at Shax@teqie.online and we will tell you which providers are involved in any part of the service you use.

12. International transfers

Some of our service providers may process data outside the UK. Where personal data leaves the UK, we require recognised transfer safeguards — such as UK adequacy regulations or approved contractual clauses — to be in place.

We are confirming the exact transfer position for each provider as part of our data audit. If you would like details of the safeguards that apply to your data, contact us at Shax@teqie.online.

13. How long we keep information

ResiAX exists to preserve your housing history — that is the point of the product. Unlike a chat tool that deletes conversations after a few weeks, your records, evidence and timeline are kept for as long as your account is active, because losing your history is exactly the problem ResiAX solves. You can delete individual records, and you can ask us to delete your account.

Different kinds of data are kept for different periods. Some examples we can already be precise about: secure sign-up links from this website work once and expire within hours (resident links within 2 hours, provider invitations within 72 hours); link-recovery request records used for rate-limiting are only meaningful for about an hour; pilot registration records are kept while the pilot relationship exists and deleted on request.

For account data: when you delete your account, your records are removed from the live service, with residual copies leaving encrypted backups on the backup cycle. Security and audit logs are kept for a limited period to protect the service. Temporary files sent to AI providers for processing are not kept as part of your record.

We are finalising a full retention schedule — covering records, backups, logs, AI usage records, communications, voice transcripts and revoked sharing grants — as part of the pilot data audit, and we will publish it here.

One honest caveat: deleting something from ResiAX deletes our copy. It cannot recall copies you have already shared with someone else, such as a landlord or solicitor — see section 16.

14. Sharing and resident control

A relationship does not automatically grant access. This is the strongest privacy principle in ResiAX, and it is worth spelling out.

Connecting with a landlord or provider does not expose your account — they see what you share with them, within any specific arrangement that has been explained to you. Adding a trusted support contact does not expose your records — adding someone and sharing something with them are two separate steps. Sharing can be scoped to a particular issue or set of records rather than everything. Where the product allows, access can be revoked. And the fact that ResiAX knows two people are connected is not itself a permission — provenance and relationships are not access.

15. Your Support Circle and people acting on your behalf

During the pilot we are introducing Support Circle features: you can add someone you trust, such as a family member, resident representative, advocate, solicitor or surveyor. Adding them does not automatically give them access. You decide what to share and, where available, how long access lasts.

Two things to be aware of when you share with someone: first, professional recipients (like a solicitor or surveyor) have their own data-protection obligations for the copy you give them; second, revoking access in ResiAX stops future access through ResiAX, but a person may lawfully retain information they already received — the same as if you had emailed it to them.

This section will grow as Support Circle features become generally available.

16. Your rights and controls

Under UK data-protection law you can: access the personal data we hold about you; correct inaccurate information; ask us to delete information (and your account); restrict or object to certain processing; receive your data in a portable format; withdraw consent where consent is the basis; and not be subject to significant decisions based solely on automated processing.

To use any of these rights, email Shax@teqie.online. We will respond within one month. It also helps to understand three practical distinctions: deleting your copy from ResiAX is immediate for the live service; information already shared with an independent organisation (a landlord, a solicitor) is held by them under their own responsibilities, so a deletion request may also need to go to them; and in limited cases a legal obligation or technical constraint (like backup cycles) may delay complete removal — we will tell you if that applies.

If you are unhappy with how we have handled your data, you can complain to the Information Commissioner's Office (ico.org.uk). We would appreciate the chance to put things right first.

17. Children and household information

ResiAX accounts are intended for adults (18+). But we recognise that a housing record often involves a household: your evidence may reasonably mention household members, including children — for example, that damp is in a child's bedroom.

Please include only what is relevant and proportionate about others, especially children — the issue usually matters more than the identity. Information about children in your record receives the same protection as everything else, plus the extra care the law expects for children's data. And household sharing features never erase individual privacy boundaries: information about another person in your record is still information about a person.

18. How we protect your information

Your account is protected by authentication, and data is encrypted in transit. Access inside ResiAX follows scoped permissions — the same 'no automatic access' principle applies to systems and staff, not just landlords. Actions that matter are auditable. Sign-up and sharing links are single-use and expire. Incoming communications and provider connections are validated before they touch your record. We collect the minimum we need, and we review our security as the product develops.

We deliberately don't publish operational security detail that would help an attacker — if you have a security question or want to report a concern, contact Shax@teqie.online.

19. Early access registration and the supported cohort

When you register for the Resident Early Access Pilot we collect your name, email address, tenure, a broad issue category, whether the issue is current or recent, and any optional details you choose to add (a short description, who you may want to share with, what kind of support would be useful, and whether you're interested in the supported eight-week cohort).

We use this information to set up your early access, support your participation and improve ResiAX. Early access registration and supported-cohort participation are recorded separately: registering does not place you in the supported cohort, and we will contact you separately about cohort places.

Your registration is confidential. It is not shared with your landlord, and it will never affect your tenancy. You can ask us to delete your registration and associated data at any time.

20. Changes to this policy

We update this policy as ResiAX develops. The date at the top shows when it last changed. Material changes so far: September 2026 — restructured for the live product and pilot: added the controller explanation, expanded AI transparency, communications and Support Circle sections, and began publishing a proper retention schedule (replacing the pre-launch draft of June 2026).

For changes that materially affect how your data is used, we won't rely on you noticing a quiet webpage edit — we will tell registered users by email or in the app as appropriate.