How Eldon handles personal data.

Who we are

Eldon is property management software for UK letting agencies, sales agencies and landlords. Eldon (“we”) runs the service at eldon.ai. Questions about this policy go to privacy@eldon.app.

Two roles

For the people who sign up and use Eldon, and for anyone who writes to us or asks for a demo, we are the data controller. For the records an agency or landlord keeps inside their workspace, such as their landlords, tenants, applicants, contractors and the messages exchanged with them, the agency or landlord is the controller and Eldon is their processor, acting on their instructions and under our terms of service.

What we collect and why

• Account data. Name, email address and workspace membership, to sign you in and run your workspace.
• Workspace records. Properties, tenancies, people, documents, invoices, viewings, maintenance jobs and notes that members enter or import. Processed to provide the service.
• Messages. Emails, call events and WhatsApp messages (including photographs, documents and voice notes) sent to a workspace’s connected channels, stored so the team can read and act on them.
• Public forms. A tenant’s repair report, an applicant’s referencing form, a demo request or an early-access sign-up, held for the workspace they belong to or to reply to you.
• Usage and security. Sign-in events, an activity log of who changed what in a workspace, and the technical logs Google Cloud keeps, to keep the service secure and to investigate faults.

Our lawful bases are the contract with you, our legitimate interest in running and securing the service, and, where a workspace member asks for it, consent. We do not sell personal data and we do not use it for advertising.

AI

Eldon drafts letters, triages repair reports, summarises records and suggests next steps using large language models. The text a workspace member chooses to process is sent to the model provider for that request only; the providers we use do not train their models on it. A member can read everything Eldon drafts before it is sent, and automation is off until a workspace turns it on.

Who we share data with

Only the providers needed to run the service, each under a contract that limits what they may do with it:

• Google Cloud and Firebase (hosting, database, file storage, sign-in), in the London region.
• Anthropic, and for Studio image work Google, OpenAI and Higgsfield, for the AI features above.
• Twilio and Meta, for WhatsApp messaging on a workspace’s own number. A workspace connects its WhatsApp Business Account through Meta’s sign-up; Eldon stores the account and sender identifiers that connection returns and nothing else from Meta.
• Stripe, for card payments; card details go to Stripe and never reach Eldon.
• Rightmove and Zoopla, when a workspace chooses to publish a listing.
• The workspace’s own phone provider, when a workspace connects a switchboard.

We also use HM Land Registry price-paid data under the Open Government Licence. Where a provider is outside the UK we rely on the UK International Data Transfer Agreement or an adequacy decision.

How long we keep it

Workspace records stay for as long as the workspace exists and are deleted within 30 days of a workspace closing. Account data goes when the account does. Demo and early-access requests are kept for twelve months. Backups and logs roll off within 90 days.

Your rights

Under UK GDPR you can ask for a copy of your data, have it corrected or deleted, restrict or object to its processing, and take it elsewhere. Write to privacy@eldon.app. If your data is held inside an agency’s or landlord’s workspace we will pass the request to them, as they are the controller, and help them answer it. You can also complain to the Information Commissioner’s Office at ico.org.uk.

To delete your data, see the deletion instructions.

Cookies

Eldon uses the cookies and local storage needed to keep you signed in and remember your settings. There are no advertising or cross-site tracking cookies.

Changes

When this policy changes we update the date at the top and, for material changes, tell workspace owners by email.