Your data, handled carefully

Safeguarding photos, documents and records

You decide what to record and who to share it with. Kardos Blue Limited is responsible for the service and protections it provides. Neither responsibility cancels the other.

Import is not a developer upload

When you capture or import a snapshot into the app, the record is stored locally in the app’s private iOS storage. It is not uploaded to a Landlord companion server. Exporting it to Files, email or another destination creates a separate copy you must safeguard. Device backups may also hold copies, depending on your settings.

Before you take a photograph

Identify a necessary property-management purpose and lawful basis. Consent is not the only possible lawful basis, and is not automatically sufficient in every situation.
Explain your use of photographs to occupants where required and respect access/notice requirements.
Avoid faces, children, personal correspondence, medication, screens, identity documents and valuables where they are not needed.
Check mirrors and reflections. A room photo can identify someone without showing their face.

While records are on your device

Use a strong passcode and appropriate app lock; keep your device and operating system updated.
Do not share your unlocked device or Apple account with unauthorised people.
Review dates and text extracted from documents. Keep the original evidence where needed.
Set a retention policy appropriate to your purpose and legal obligations; do not keep every record indefinitely.

Before you share or send a screenshot

Open the exact PDF, photo or screenshot being sent. Check every visible field and image.
Use the redacted report option where appropriate, but check residual addresses, photographs and context.
Confirm the recipient and purpose. Share the minimum necessary material through an appropriately protected route.
Avoid sending screenshots that show tenant details, signatures, account data or security codes to support.

Keep a recoverable, protected backup

Choose encrypted backup when exporting a workspace. Keep the password securely and separately from the archive. The app cannot recover it for you. Store backups in a trusted, access-controlled location and periodically check recovery. Ordinary report exports and legacy backups may not be encrypted.

If a device or file is lost

Secure the device/account and revoke access to shared files where possible. Assess what information was exposed and who could be affected. If you are the controller, assess any obligation to notify affected people or the ICO; where UK GDPR reporting is required, the deadline is generally within 72 hours of becoming aware of a breach. Seek professional advice if uncertain. Contact us if an app defect may be involved, without emailing the exposed records.

Our part

We are responsible for the app and processing we provide, including our support handling and the privacy/security behaviour we describe. We cannot remotely inspect or erase your local workspace, and no system offers absolute security. Your responsibilities do not waive your statutory rights.