Our Commitment to Your Privacy
**Last updated:** April 2026
Let My Way ("we", "us", "our") operates the Let My Way mobile application (the "App"). This Privacy Policy explains how we collect, use, and protect your information when you use our App.
## Who This App Is For
The App is designed for letting agents employed by agencies that use the Let My Way compliance management platform. It is not available to the general public.
## Information We Collect
### Account Information
- Email address and name (provided by your employer/agency when creating your account)
- Password (stored as a bcrypt hash — we never store or see your actual password)
### Device Information
- Device type and operating system version
- Push notification token (for delivering message and call notifications)
- Device identifier (for managing login sessions)
### Communications Data
The App provides access to business communications managed through the Let My Way platform:
- WhatsApp and SMS message threads with landlords, tenants, and contractors
- Email threads synced from your agency's Microsoft 365 account
- Phone call records and transcriptions
- Contact information (names, phone numbers, email addresses) of landlords, tenants, and contractors managed by your agency
### Biometric Data
- Face ID or fingerprint data is used for app unlock only
- Biometric data is processed entirely on your device by Apple's Face ID / Touch ID or Android's BiometricPrompt
- We never receive, store, or transmit your biometric data
### Call Recordings
- Phone calls made through the App may be recorded for quality and compliance purposes
- Recordings are transcribed using AI (Deepgram) for action plan generation
- Call participants are informed of recording at the start of each call
## How We Use Your Information
We use your information to:
- Authenticate you and secure your account
- Display business communications relevant to your role
- Deliver push notifications for new messages and incoming calls
- Enable VoIP calling through your agency's Twilio phone numbers
- Generate AI-powered reply suggestions and action plans to assist your work
- Maintain compliance certificate tracking and contractor management
## AI Processing
The App uses AI (Anthropic Claude) to:
- Summarise email and message threads
- Suggest draft replies for agent review
- Categorise communications by topic (maintenance, compliance, accounts, etc.)
- Generate action plans for complex requests
**Important:** AI suggestions are always presented as drafts. No AI-generated message is ever sent without explicit agent approval. High-risk actions (legal notices, eviction proceedings) require additional review steps.
## Data Storage and Security
- All data is stored on servers located in the United Kingdom / European Economic Area
- Data is encrypted in transit (TLS 1.2+) and at rest
- Authentication uses JWT tokens with short-lived access tokens (15 minutes) and long-lived refresh tokens stored in your device's secure keychain
- Database access is isolated per agency (multi-tenant architecture with tenant-level data separation)
## Data Sharing
We do not sell your personal data. We share data only with:
- **Twilio** — for WhatsApp, SMS, and VoIP call delivery
- **Microsoft** — for email sync (via Microsoft Graph API, authorised by your agency)
- **Anthropic** — for AI processing of message content (to generate summaries and suggestions)
- **Deepgram** — for call transcription
- **Firebase/Google** — for push notification delivery
All third-party processors are bound by data processing agreements.
## Data Retention
- Communication data is retained for as long as your agency maintains an active Let My Way account
- Call recordings are retained for 12 months unless your agency configures a different retention period
- When an agency closes their account, all associated data is deleted within 30 days
## Your Rights (GDPR)
Under UK GDPR and the Data Protection Act 2018, you have the right to:
- **Access** your personal data
- **Rectify** inaccurate personal data
- **Erase** your personal data ("right to be forgotten")
- **Restrict** processing of your personal data
- **Port** your data to another service
- **Object** to processing of your personal data
To exercise these rights, contact your agency administrator or email us at privacy@letmyway.co.uk.
## Children's Privacy
The App is not intended for use by anyone under the age of 18. We do not knowingly collect personal data from children.
## Changes to This Policy
We may update this Privacy Policy from time to time. We will notify users of material changes through the App or via email.
## Contact Us
If you have questions about this Privacy Policy:
**Let My Way**
Email: harry@letmyway.co.uk
Website: https://letmyway.co.uk