Privacy Policy

Who we are

Ghost Tenant is a product of EOMI GROUP LIMITED, a company registered in Northern Ireland (company number NI742737). Registered office: 65-69 Dublin Road, Belfast, United Kingdom, BT2 7HG.

What we collect

• Your house name
• The full name and phone number of everyone added to your house
• The email address used to log in to your house's web dashboard (and, for landlords, their portfolio account email)
• The content of messages you send to Ghost Tenant over WhatsApp, and the chore/house-rule details you set up
• Any media you send — photos, voice notes, short videos, and PDFs (e.g. a receipt, a picture of damage, a room walkthrough, or a tenancy agreement)
• The records these build: shared expenses and balances, move-in damage logs, move-in/move-out condition reports, and tenancy terms extracted from a lease PDF

We do not use tracking or advertising cookies. Our website analytics are anonymous — no cookies are set, and no IP address or device fingerprint is stored — and if your browser sends a "Do Not Track" signal we don't record the visit at all.

Why we collect it, and who processes it

Names and phone numbers are how we know who's in your house and how we reach you over WhatsApp for reminders and mediation. When you message Ghost Tenant, the content — text, or the contents of a photo/video/PDF — is sent to Anthropic's Claude API to generate the reply, read a receipt, or produce a condition report. Voice notes are transcribed by OpenAI's Whisper API first. In every case the content is used only to produce your result; it isn't used to train any model or shared beyond generating that response. Media files you send are stored privately so a record (like a dated damage log or condition report) can be retrieved later.

A few other providers help us run the service: Stripe handles subscription payments — your card details are entered directly with Stripe and are never seen or stored by us; Resend delivers our transactional emails (welcome and billing); and the app itself runs on Render's cloud hosting. Some of these providers (including Anthropic, OpenAI and Supabase) may process data on servers outside the UK, including in the United States. Where that happens, it's covered by that provider's Standard Contractual Clauses or an equivalent approved transfer safeguard, not an unprotected transfer.

We collect and use your data on these bases: to run your side of the contract you signed up for (house/member records, chores, billing); a legitimate interest in making mediation and record-keeping actually work (processing message and media content to generate a reply or a report); and, for the landlord-visible aggregate reports described below, that same legitimate interest balanced against never exposing your private conversations.

What landlords and property managers can see

If your house is linked to a landlord or letting-agent account, they get a read-only, house-level view only: subscription status, chore and bill health, a factual tenancy health report, and neutral summaries of maintenance issues or condition records. They never see your private conversations with Ghost Tenant, who raised a particular complaint, or any individual message — there is no view, setting, or export anywhere that exposes that. Where a report is shared with a landlord (for example a move-out condition report), it is factual and house-level, and sharing your move-in damage log with a landlord happens only if your house opts in.

Where it's stored

House and member data is stored in Supabase, a hosted PostgreSQL database, and media files in Supabase Storage, using their standard encryption in transit and at rest. We don't run our own servers for this data — we rely on Supabase's infrastructure and security practices.

How long we keep it

We keep your house's data for as long as the account is active. Once a house cancels, we keep its data for 365 days — long enough to cover a deposit dispute raised after move-out — and then it's permanently deleted, automatically, including every stored photo, video, and PDF. A house can also ask for immediate deletion instead of waiting out that window (see below).

If you personally leave a house that keeps running (the other tenants carry on using Ghost Tenant), we handle your data in two parts. Your private conversation history with Ghost Tenant — WhatsApp messages and mediation content — can be erased on request as soon as you've left. The shared house records your time there is part of — expenses, chores, condition reports, damage logs, deposit evidence, lease terms, maintenance notices — stay in place until the house itself closes and the 365-day window above runs out. We keep those because they're shared with your former housemates (deleting your share of an expense ledger would corrupt everyone else's balance) and because they're exactly the record a deposit dispute might still need, potentially after you've moved on.

Requesting deletion

Email support@ghosttenantai.com from an address associated with your house. Two different things you can ask for:

• Delete the whole house. If the house is closing (or you're the admin winding it down), we'll remove the house, every member, its message history, and any stored media and records — damage logs, condition reports, receipts — from our systems straight away, rather than waiting for the 365-day window.
• Erase just your own data after you've left. If you've personally moved out but the house is carrying on, we'll delete your WhatsApp message history and mediation content immediately. The shared records described above stay with the house until it eventually closes, for the reasons explained there.

Requests from landlords, law enforcement, or third parties

Nothing in Ghost Tenant automatically hands your private conversation content to anyone — not your landlord, not a letting agent, not a debt collector, no matter how a request is framed. Landlords only ever see house-level summaries (see above); they have no way to request or receive your individual messages through the product itself. A request for your data from a landlord, a law-enforcement body, or any other third party — including a subpoena or court order — is reviewed case by case by EOMI Group directly, on legal grounds, and is never fulfilled automatically or by a support agent acting alone.

Emails you'll receive from us

So you can recognize what's genuinely from us: welcome and onboarding emails come from hello@ghosttenantai.com, and billing or payment confirmations come from billing@ghosttenantai.com. We will never ask for your password or card details by email.

Your rights

You have the right to access the personal data we hold about you, to have it corrected, to have it deleted (see above), and to receive a copy of it — this applies to everyone who uses Ghost Tenant, wherever you're based, not only where UK or EU law requires it. To exercise any of these, email support@ghosttenantai.com from an address associated with your house. If you believe we've mishandled your data, you can also complain to your own data-protection regulator: in the UK, the Information Commissioner's Office (ico.org.uk); if you're elsewhere in the EU or EEA, the supervisory authority in the country you live or work in; if you're outside the UK/EU/EEA — including Ghost Tenant's Spanish, Portuguese, and Romanian-speaking users in Latin America, Brazil, or elsewhere — your own country's data-protection authority, where one exists, and email us directly either way; we'll handle the request the same way regardless of which regulator, if any, formally has jurisdiction over it.

WhatsApp and Meta

Ghost Tenant delivers and receives messages using the WhatsApp Business API, which is operated by Meta. Meta's own privacy policy governs how message delivery works on their infrastructure, separately from what we store on our side described above.