Data processing agreement
Version 2026-11
Draft for legal review. This version is not yet in force, and text in square brackets is still to be decided.
1. Roles
You (the organisation) are the controller of the personal data you and your people put into Everplace, and of what your tenants, landlords, guarantors and contractors add through their portals and links. Everplace is your processor. This agreement is part of the customer terms.
Everplace is the controller of its own account, billing and security data about the people who use it, as its privacy notice explains.
2. What we process, and why
| Subject matter and purpose | Providing Everplace to you: managing rented homes, tenancies, rent, compliance, repairs, documents and messages, and the portals for the people you work with |
|---|---|
| Duration | For as long as the customer terms last, then until the data is deleted under section 11 |
| Nature of processing | Storing, organising, displaying, sending (email and text), generating documents, matching payments, and reading documents and repair reports with AI where you use those features |
| Types of personal data | Names, contact details, addresses; tenancy, rent and deposit records; payment references and the last digits of bank accounts; landlords' payout bank details (encrypted); identity, Right to Rent and referencing documents; repair reports and photos; messages; signatures with the time, address and browser; anything else you choose to record |
| People the data is about | Tenants and other occupiers, applicants, guarantors, landlords, contractors, and your own staff |
| Special category data | Not required by Everplace. Repair reports and messages may reveal health information (for example a vulnerable occupier); record only what is needed |
3. Our duties
- We process personal data only on your documented instructions, which are these terms and how you use Everplace, unless the law requires otherwise; we will tell you if we think an instruction breaks data protection law.
- Everyone at Everplace who can reach your data is bound to confidentiality.
- We keep the security measures in section 4 in place.
- We help you answer requests from the people your data is about. Everplace has export and erasure built in for this.
- We help you with security, breach notification and data protection impact assessments, taking into account what we process and the information we have.
- We give you the information you need to show this agreement is being kept, and allow audits under section 10.
4. Security
- Data is encrypted in transit (TLS) and at rest by our hosting providers. Landlords' bank details, bank connection consents and accounting connection tokens are also encrypted by Everplace (AES-256-GCM).
- Each organisation's data is kept apart by row-level security in the database, and staff limited to branches see only those branches' homes.
- The app connects with a login that cannot change the database structure or rewrite the audit log, ledger or other history.
- Signing, job, quote and invitation links are random, stored only as fingerprints, and expire.
- Every change is recorded in an audit log.
- Error reports have personal details removed before they leave Everplace.
- [Staff access, backups and restore testing, and penetration testing, once arranged.]
5. Sub-processors
You authorise the sub-processors listed on the sub-processors page. Each is bound by written terms giving the same protection as this agreement, and we remain responsible for them.
We will tell owners and admins at least [30] days before adding or replacing one. If you object on reasonable data protection grounds and we can't resolve it, you may end the agreement without penalty.
Services you connect yourself, such as your own Stripe account, Xero or a bank feed, act for you under your own agreements with them; they are not our sub-processors.
6. International transfers
Some sub-processors are in the United States. Transfers rely on the UK Extension to the EU-US Data Privacy Framework or the UK International Data Transfer Addendum to the EU standard contractual clauses. [Confirm the mechanism for each provider.]
7. Personal data breaches
We will tell you without undue delay, and within [48 hours], of becoming aware of a breach affecting your data, with what we know and what we are doing, so you can meet your own 72-hour duty to tell the ICO.
8. AI
Where you use AI features, the relevant data is sent to the model provider through Vercel AI Gateway only to produce that result, and is not used to train models. [Confirm zero data retention is switched on for the gateway.]
9. Your instructions about retention
Everplace deletes personal documents a set time after a tenancy ends, as configured, and keeps what the law requires (such as signed agreements, the rent ledger and the audit log) when a person's data is erased.
10. Audits
We will answer reasonable written questions about how we protect your data. Where that is not enough, you may audit us, or have an independent auditor do so, once a year on [30] days' notice, at your cost and under confidentiality.
11. At the end
When the customer terms end you may export your data for [30] days. We then delete it, including from backups within [35] days, unless the law requires us to keep it.