© 2026 Wectory
Updated 30 Oct 2026
This Privacy Policy explains how Wectory Ltd ("Wectory", "we", "us", "our") collects and uses personal data, and the rights you have over that data. It covers our website at wectory.com and the Wectory platform.
We take different roles depending on whose data is involved. Section 2 sets out which role applies, because your rights and the right point of contact depend on it.
Wectory Ltd is a company registered in England and Wales (company number 12790239), with its registered office at 86-90 Paul Street, London, EC2A 4NE, United Kingdom.
We are registered with the Information Commission, the UK data protection regulator, under registration number ZC199382.
For any privacy question, to exercise your rights, or to make a data protection complaint, contact us at in@wectory.com.
Wectory operates B2B infrastructure that letting agents and property managers (each a "partner") use to run two services under their own brand: Rent Advance and Rent Collection. This means personal data reaches us in different ways, and data protection law treats them differently.
Where we are the controller. We decide how and why the data is used. This applies to:
This Privacy Policy is our controller notice for those people.
Where we are the processor. The partner decides how and why the data is used, and we act on the partner's instructions. This applies to the personal data of the partner's landlords and tenants, and of others named in the documents a partner uploads, that the partner supplies to, or generates through, the platform, and to what the register and property checks a partner's risk check runs read about them (Section 6B). For that data the partner is the controller, and the partner's own privacy notice governs. We process it under a written data processing agreement with the partner, and, except for Platform Insights (Section 6A), we handle it only to provide the platform.
Where we are an independent controller for Platform Insights. We also use some of the landlord and tenant data partners put on the platform for our own, limited purposes, described in Section 6A. For that use we are the controller, and this Privacy Policy is our notice to you.
If you are a landlord or tenant and you want to know how your data is used, your first point of contact is the letting agent or property manager you deal with, and we will help them respond. For Platform Insights, contact us directly.
Partner staff (we are controller). Name, work email, phone number, and, if you sign in with Google, the basic profile information Google returns (name, email, profile image). We also keep records of your activity on the platform for security and audit. If you order an Extended Check for your agency (Section 6B), we keep the record of that order and its payment: who ordered it, when, for which deal, the price, and whether it was paid, refunded or reversed. The full card number and security code are entered only on Stripe's page and never reach Wectory. Of the card we keep only its brand, last four digits and expiry; we do not keep the name or email address entered on Stripe's page. Our log of requests to HM Land Registry names the partner user whose action caused each request (Section 6B). If you pay one of our invoices for your agency (Section 4), we keep the record of that payment: who paid it, when, the invoice, the amount, and whether it was paid, failed or reversed. Card and bank details are entered only on Stripe's page and never reach Wectory, and we keep none of them for an invoice.
Website visitors and enquirers (we are controller). Your message and contact details if you use a contact or "request access" form; limited technical information needed to keep the site secure (for example the IP address and browser type seen by our security and rate-limiting layer); and aggregate, non-identifying usage statistics (see Section 8).
Landlords (partner is controller and we are processor; we are controller for Platform Insights, Section 6A). Name, email, phone number, company details and address; the date of birth and landlord registration number, where the partner records them; the tenancy and property details entered for a Rent Advance or Rent Collection; the results of the register and property checks a partner's risk check runs, with the energy performance certificate number the partner enters for it (Section 6B); and, where the landlord signs a factoring agreement, the electronic signature record, which captures the signer's name, email, IP address, browser user-agent and a timestamp as evidence that the agreement was signed.
Directors and people with significant control of a company landlord (partner is controller and we are processor). Their entries on Companies House are read for a register check (Section 6B). We keep only how many have not verified their identity with Companies House by the date due, never their names.
People named in HM Land Registry's records of a landlord's property, and private individuals holding a charge over it (partner is controller and we are processor). HM Land Registry's records of the property are read for a register check (Section 6B). They may name other owners, people named in a restriction, notice or caution, a spouse or civil partner named in a home rights notice, or a bankrupt or deceased owner. We keep whether others own the property with the landlord and how many owners are registered, never their names. Of a charge we keep its date, and its holder's name only where the holder is an organisation. We also keep whether the register holds an entry, such as a bankruptcy entry or a restriction, that may concern one of them - never what it says or whom it names.
Tenants (partner is controller and we are processor; we are controller for Platform Insights, Section 6A). Name, email, phone number and address; the terms of the tenancy; the details of a tenant reference the partner gives a Rent Advance's risk check (Section 6C); the rent comparison a partner's risk check runs (Section 6B); and the Direct Debit mandate the tenant sets up (see Section 4); and, where the rent is paid to the partner directly rather than by Direct Debit, whether each instalment of a Rent Advance was received.
Guarantors and others named in a tenant reference (partner is controller and we are processor). A referencing report a partner uploads may name a guarantor, a previous landlord, an employer or another applicant. The whole report is read as Section 6 describes and then deleted. We keep nothing about any of them; of a guarantor, only whether the tenant was accepted with one.
Direct Debit records via GoCardless. Direct Debit is provided through the GoCardless Partner Integration. When a landlord or tenant sets up a mandate, they enter their bank account number and sort code only on GoCardless's own secure page. Those full bank details never pass through Wectory and we do not store them. What we do hold is the information GoCardless returns to us through its API, which can include the payer's name and address and the last digits of the bank account number (two for a UK account), together with the account holder's name. We never receive or store the full account number.
Wectory never holds, routes, transmits or receives the rent or the advance. Money moves by Direct Debit directly into the partner's own collection account through the GoCardless Partner Integration, or is paid to the partner as the tenant already pays it. GoCardless Ltd is authorised by the Financial Conduct Authority (FRN 597190) and is a separate controller of the payment data it processes; its own privacy notice applies to that processing. That notice is at https://gocardless.com/legal/privacy/, and you can ask GoCardless to give you a copy of that data, correct or erase it, restrict its use, or object to its use. The Direct Debit Guarantee, shown by GoCardless when a mandate is set up, protects payers in the usual way.
We charge our partner a fee on each successful Direct Debit, stated in the version of our published Fee Schedule in force when that Direct Debit is created and deducted to us by GoCardless at settlement. It is our own fee: GoCardless charges our partner its own fee, and its own VAT on that fee, under our partner's own agreement with GoCardless, and each supplier adds its own VAT to its own charge. If a payment is refunded, the rent goes back to the payer and our fee does not come back to our partner - it comes back only where GoCardless itself credits it back, on a late failure or a chargeback. Nothing is charged to a landlord or tenant, and we do not need, and do not take, their card or full bank details. On a Rent Advance whose rent the partner receives directly, outside the platform, we invoice our partner the same fee monthly on each instalment recorded as received, and the partner pays that invoice through Stripe.
Paid checks and invoices. A partner can order an Extended Check (Section 6B) and pay its price by card, and pays our invoices by card or by Bacs Direct Debit, on the secure page of our payment provider, Stripe.
Where we are the controller, we rely on the following lawful bases under the UK GDPR:
Where we act as processor for landlord and tenant data, the lawful basis is set by the partner as controller. The partner will normally rely on performance of the tenancy or factoring arrangement and on its own legitimate interests.
To save partners re-keying, the platform can read a tenancy agreement that a partner uploads (a PDF or a photo) and extract the relevant details - landlord, tenant, property and rent. To do this, the uploaded document is sent to a third-party AI model through the Vercel AI Gateway (see Section 7) purely to extract those fields. The model provider does not use the document to train its models and processes it only to carry out the extraction, though it may retain it for security and abuse monitoring under its own policies: Anthropic deletes it, and what the model answered, within 30 days, or keeps them for up to 2 years if its safety systems flag them. The upload is deleted from our systems shortly after extraction, and a daily sweep removes any leftover files; the extracted details are then kept as ordinary tenancy data. This processing prepares data for a person to review and act on. It is not automated decision-making that produces a legal or similarly significant effect on anyone.
When a partner starts a Rent Advance, it can upload the tenant's referencing report - the report prepared before the tenancy began by a referencing company, by the partner itself or by the landlord - to fill in the reference details its risk check reads (Section 6C). The report is sent to a third-party AI model through the Vercel AI Gateway, on the same terms, purely to read those details. The model is asked for nothing else: not the tenant's name, employment or source of income, and not who any guarantor is. Nothing the model answers is used or kept on the platform until the partner has had each detail in front of it to check or correct, and has created the deal. Our record of each reading - of a tenancy document, a referencing report or an import file - keeps nothing that was sent or answered: only that the reading ran, when, whether it succeeded, and its usage and cost. The report is deleted after each attempt to read it, and a daily sweep removes any left behind. A partner can also enter the details without uploading anything.
When a partner imports a file of its tenancies, the platform can suggest what each of the file's columns means. To do this, the file's column names and a sample of its rows, or the text of a PDF report, are sent to a third-party AI model through the Vercel AI Gateway, on the same terms, purely to make that suggestion. The model supplies no detail: every detail imported is read from the file itself, and a person confirms each suggestion before anything is imported.
Partners on Wectory run a risk check before they decide on a Rent Advance. To make those checks better informed than one partner's own records allow, we learn from how deals and Direct Debits turn out across the whole platform. We call this Platform Insights. For it we are the controller of the data we use.
What we use. From deals and Direct Debits set up through the platform, and no others: the terms of each deal (the rent, the amount advanced and the period, never the fee); how each Direct Debit turned out and, where it failed, the cause GoCardless or the bank reported; and how a Rent Collection ended. Beside them, Companies House data about companies. To detect the same rent being assigned twice, and for nothing else, we also use the property's address or unique property reference number. To connect one person's records across partners we use a code computed from their email address with a secret key, so the code alone does not reveal the email address. An email address connects records only once it is confirmed: each email we send with a link to sign or to set up a Direct Debit carries a link identifier of its own, and when that link is opened we record only the time it is first opened - never the device, browser or IP address. We never use a name, a date of birth or bank details to connect records. Register and property check results, our copy of the UK Sanctions List and tribunal decisions (Section 6B), Extended Check results and our records of Extended Check orders and of our requests to HM Land Registry (Sections 6B and 10), and the details of tenant references (Section 6C), are never used for Platform Insights, except Companies House data about a company - never about its directors, people with significant control or charge holders - which is used as this section describes.
Where it comes from. The letting agent or property manager you deal with, which enters it on the platform; GoCardless, which reports how each Direct Debit turned out; and Companies House, the public companies register.
What we use it for.
Our lawful basis. For (a), (b) and (d), our legitimate interests in making risk checks on the platform reliable and in producing statistics about it. We have weighed those interests against yours in a legitimate interests assessment, which we will send you on request. For (c), the recognised legitimate interest in detecting and preventing crime: selling the same rent twice can be fraud.
What other partners see. Only an overall indicator inside their own risk check, a figure aggregated across five or more partners other than the one viewing it, and, where the same rent is already assigned on the platform for an overlapping period, that fact alone - never which partner holds it, its terms or its dates. While few partners use the platform, a partner shown that fact may be able to work out which partner holds the rent. They never see your name, your contact details or the partner you deal with, and we never produce or sell a report about you.
A person always decides. Platform Insights informs a risk check and decides nothing about you: neither the indicator nor a finding that the same rent is already assigned decides, holds up or refuses a deal. A person at the partner reviews every deal and makes the decision.
How long. We use your records for Platform Insights for six years after the advance or Rent Collection they relate to ends, then delete them or make them anonymous. The property's address or unique property reference number is kept for Platform Insights only while the advance it relates to is live. Anonymised statistics, which identify no one, may be kept longer.
Your right to object. You can object at any time to our use of your data for Platform Insights by emailing in@wectory.com. We will then stop using it for Platform Insights, except to detect the same rent being assigned twice, which we continue only where we have compelling legitimate grounds that override your interests - and if so, we will tell you.
Questions and complaints. Contact us first at in@wectory.com. We will investigate and reply as Section 12 describes.
Before a partner decides on a Rent Advance, its risk check reads public registers about the landlord, so that the partner can see what they record. We do this as the partner's processor, only for the partner's own risk checks. The partner relies on its legitimate interests in knowing whose rent it buys.
What is read.
How a record is matched. Only on an exact key:
HM Land Registry's partial matching - by sound, spelling, initials, a middle name or an alternative forename - is not used, and a name its service cannot take is not sent, the risk check saying so. A company landlord is matched on the register by its registration number where the register records one; where it does not, the result says so. A date of birth is compared on the parts of the date the register records (where it records only a year, the result says so). A name alone never matches. A record is matched only to the partner's own landlord, never across partners.
Each register receives only what its search needs:
The Gazette and the UK Sanctions List receive nothing: we check our own copies of what they publish. None receives a date of birth. Where the partner has not recorded the date of birth or registration number a register needs, that register is not read.
What is kept. Each result is kept as part of the risk check of the deal it was read for, with the register it came from and the date it was read, or the date of our copy. It keeps the kind of record, its outcome or status, its date, its reference, and a charge's holder as the register shows it - never a copy of the register's entry. The partner sees it; no other partner does, except Companies House data about a company - never about its directors, people with significant control or charge holders - which we also use for Platform Insights as Section 6A describes, where other partners see only what that section allows.
From HM Land Registry it keeps:
An Extended Check's result, kept beside the risk check and erased with it, also keeps:
From HM Land Registry it never keeps another owner's name or a private chargee's name.
The UK Sanctions List. To run the sanctions check we keep one copy of the identifying entries of the list the government publishes: names, aliases, dates of birth, business registration numbers, regime, designation date and unique ID, never the reasons for a designation. It is replaced daily. We keep it as the processor of the partners whose risk checks use it, and use it only for those checks. Because a designation can relate to an alleged offence, the copy and any match on it come under the same condition as tribunal decisions. Our copy of The Gazette's winding-up petitions and their dismissals holds only company numbers, kinds, dates and references, and no personal data.
Tribunal decisions. A decision on a rent repayment order, a banning order or a civil financial penalty for a housing offence concerns an offence the landlord was convicted of or is alleged to have committed. So data protection law treats it as criminal offence data, whatever its outcome. The partner, as controller, relies on the condition for preventing, investigating or detecting unlawful acts in the Data Protection Act 2018 (Schedule 1, paragraphs 10 and 36), under an appropriate policy document set out in our data processing agreement with the partner. The same applies to our copy of the UK Sanctions List and any match on it, where a designation relates to an alleged offence, and to an entry on the register of a property's title recording an order in criminal proceedings, such as a restraint order, which an Extended Check may read and keeps only as the fact that the register holds a restriction or a notice. Each decision's outcome - an order made or refused, a penalty confirmed, varied or cancelled - is read from its text by fixed rules, never by an AI model, and a decision whose outcome cannot be read is listed only as a decision naming the landlord. We keep no copy of the decisions.
Extended Checks. A partner can order an Extended Check on a deal it is still considering - not yet live, and not declined, cancelled or ended - and pay for it. We then read the register of the property's title once.
Our request log. HM Land Registry's conditions for our account require us to keep full and accurate records of the services we request for at least seven years, and to give HM Land Registry access to them on request. For each request we make to it we log the service, the time, the deal, or the tenancy where a booking did not complete, the partner user whose action caused it and HM Land Registry's message reference - never what it returned, a title number or an address.
Property checks. Before a partner decides on a Rent Advance, its risk check also compares the rent with published figures and, where the partner enters its number, reads the property's energy performance certificate. When it starts a Rent Advance, a partner can enter the number of the property's energy performance certificate. For a property its postcode places in England or Wales, the risk check then reads that certificate from the government's energy performance certificate register. We do this as the partner's processor, only for the partner's own risk check of that deal. The partner relies on its legitimate interests in knowing the home's energy rating against the letting rules, and whether the rent and bedrooms recorded are in line with public figures.
It decides nothing. A register or property check informs a risk check and decides nothing: it never decides, gates or prices a deal, and no property check moves the risk check's orientation. A booking waits for the registers only up to one short fixed time, and then goes ahead whatever they return. A person at the partner reviews every deal and makes the decision.
If a result is wrong. As for the other landlord data we process for a partner (Section 11), contact the partner you deal with, or us at in@wectory.com and we will pass your request on. A partner user can mark a result as wrong: the mark, with who made it and when, is kept beside the risk check and erased with it. The risk check keeps what was read as the record of that date, and the partner does not rely on a result marked wrong.
Before a partner decides on a Rent Advance, it can give its risk check five details from the tenant's referencing report, typed in or read from the report (Section 6): the referencing result (accepted, accepted with a guarantor, or declined), its date, the tenant's income as a multiple of the monthly rent, whether a county court judgment, an individual voluntary arrangement, a bankruptcy or a debt relief order - or a sequestration, a protected trust deed or their Northern Irish equivalents - was found against the tenant or declared by them, and whether rent arrears in the 12 months before the reference were recorded. We hold them as the partner's processor, only for that partner's risk check of that deal. The partner relies on its legitimate interests in knowing how likely the rent it buys is to be paid. The details come from the referencing report the partner holds for the tenancy, prepared by a referencing company, by the partner itself or by the landlord.
What is never read out or kept. The tenant's employment, the source of their income, and who their guarantor is. They reach the AI model only inside the report it reads, which is then deleted.
How they are used. They inform the risk check's overall orientation for that deal, beside its other facts, and are listed on it as what the reference records - never as a rating of the tenant. A result accepted with a guarantor counts as accepted. They decide nothing: they never decide, hold up, refuse or price a deal, and a person at the partner decides every deal. Using the details this way is profiling, not automated decision-making: the risk check takes no decision about the tenant or the deal. The partner may not use the risk check, or anything it shows, to decide whether to let to you, renew your tenancy or let it continue.
What is kept. The details as the partner confirmed them, as part of that deal's risk check and nowhere else. No other partner sees them, and they are never used for Platform Insights. They are kept and erased with the risk check, as register check results are (Section 10).
If a detail is wrong. As for the other tenant data we process for a partner (Section 11), contact the partner you deal with, or us at in@wectory.com and we will pass your request on. A partner user can mark a detail as wrong beside the risk check, as for a register check result (Section 6B). The mark, with who made it and when, is shown beside the detail and beside the orientation; the risk check keeps the details and the orientation as they were recorded that day, with the mark beside them. Once the deal is not live, the partner can erase the whole risk check.
We do not sell personal data. We share it only with:
Where we process landlord and tenant data as a partner's processor, these providers act as our sub-processors under the data processing agreement with the partner.
| Provider | What it does for us | Data involved |
|---|---|---|
| Supabase | Database, authentication and file storage | Account data, and the tenancy, landlord and tenant data held on the platform, including uploaded documents |
| Resend | Sending transactional email | Recipient email address and message content (to partner staff, landlords and tenants) |
| Sign-in with Google (via Supabase) | Partner-staff email and basic profile | |
| Vercel | Website and application hosting, and cookieless usage analytics | Technical request data and aggregate usage statistics (see Section 8) |
| Vercel AI Gateway (routing to Anthropic) | Extracting details from uploaded tenancy documents and tenant referencing reports, and suggesting what the columns of an import file mean | An uploaded tenancy document or tenant referencing report and the details read from it, and an import file's column names and a sample of its rows, or a PDF report's text (see Section 6) |
| Stripe | Taking payments for the Extended Checks partners order, by card, and for our invoices, by card or Bacs Direct Debit | What the payer enters on Stripe's page (such as name, email address, card details or, for a Bacs Direct Debit, sort code, account number and full address, billing country and postcode), the device and connection data, such as IP address, Stripe collects to prevent fraud, including through cookies, and the order's or invoice's reference and amount - never landlord or tenant data |
Stripe also uses payment data as a separate controller for its own purposes (Section 4).
GoCardless is a separate controller of the payment data it processes (see Section 4). Companies House is the public companies register, which we query for company look-ups. To run register checks we also query HM Land Registry, the Insolvency Service, GOV.UK, Rent Smart Wales, the Scottish Landlord Register and the Northern Ireland landlord register. For the energy certificate check we query the Ministry of Housing, Communities and Local Government's energy performance certificate register. We send each register only what its search needs (Section 6B). Through Platform Insights, other partners receive only an overall indicator inside their own risk checks, figures aggregated across five or more partners other than the one viewing them, and, where the same rent is already assigned on the platform for an overlapping period, that fact alone, never which partner holds it, its terms or its dates; never your name, your contact details or the partner you deal with (see Section 6A).
We keep an up-to-date list of these providers and will provide the current version on request to in@wectory.com.
We keep on-device storage to the minimum and we do not use advertising or third-party marketing trackers.
Strictly necessary. When a partner user signs in, we set authentication cookies. These are essential to keep you signed in securely and cannot be switched off.
Functional. The signed-in dashboard stores your interface preferences (for example layout or theme choices) in your browser's local storage, so the platform remembers them. These are set because you use the feature.
Usage analytics. We measure how the website is used through Vercel Web Analytics and Speed Insights. These are cookieless: they do not set or read anything on your device and do not track you across other sites. Visits are counted using a short-lived, rotating server-side value derived from IP address and browser type, which is not stored as a record of you. We use this only for statistics about how our own service is used, so we can improve it. Under the current cookie rules you can object to this analytics processing at any time by emailing in@wectory.com, and we will stop it for you.
Because we store nothing on your device beyond what is strictly necessary or functional, no cookie consent banner is required. If we ever add a non-essential tracker - for example an advertising pixel or a cookie-setting chat widget - we will introduce a consent banner and a separate cookie policy first.
We are a UK business, and our main platform database, hosted by Supabase, is located in the United Kingdom (London). Some of our providers process data outside the UK - in particular Anthropic, the AI model provider used for document extraction (Section 6), which may process it in the United States or in another country of its choosing. Where personal data is transferred outside the UK, we rely on a transfer mechanism recognised under UK data protection law - either the UK "data bridge" for certified recipients, or the UK International Data Transfer Agreement or the UK Addendum to the EU Standard Contractual Clauses - together with any additional safeguards needed to protect the data. You can ask us which mechanism applies to a given provider.
Stripe, which takes payments for Extended Checks and for our invoices (Section 4), transfers payment data to the United States and other countries. It relies on UK adequacy regulations, the EU Standard Contractual Clauses with the UK Addendum, and the UK Extension to the EU-US Data Privacy Framework.
We keep personal data only as long as we need it:
Where we are the controller of your data, you have the right to: be informed about how we use it; access it; have it corrected; have it erased; restrict or object to our use of it; data portability; and to object to processing based on legitimate interests. Where we rely on consent, you can withdraw it at any time.
To exercise any of these rights, email in@wectory.com. We will respond within the time limits set by law, after a reasonable and proportionate search. There is normally no charge. We may need to confirm your identity first.
If you are a landlord or tenant, these rights are exercised against the partner as controller. Contact your letting agent or property manager, or email us at in@wectory.com and we will pass the request to the right partner and support them in responding. For Platform Insights, and for our records of Extended Check orders and our log of requests to HM Land Registry, where we are the controller, email us directly and we will respond ourselves.
If you are unhappy with how we have handled your personal data, please tell us first at in@wectory.com so we can put it right. You have the right to complain directly to us, and we will investigate and keep you informed of the outcome. Our complaints procedure explains how this works.
You also have the right to complain to the Information Commission, the UK data protection regulator, at any time: online at https://ico.org.uk/make-a-complaint, by phone on 0303 123 1113, or by post to Information Commission's Office, 4th Floor, No.3 Circle Square, 5 Hawkshaw Street, Manchester, M1 7BL. We would appreciate the chance to resolve your concern before you approach the Information Commission.
We may update this Privacy Policy from time to time. The date at the top shows when it was last changed. If we make a significant change, we will take reasonable steps to bring it to your attention.