Legal

Privacy notice

Last updated: 13 September 2026

Brakan is property-management software currently operated as a private UK pilot. This notice explains how personal information is handled when you use Brakan, receive communications sent through it, use its tenant portal, or import records.

Who is responsible for your information?

The landlord or property business using Brakan is the controller of tenant, tenancy, property, contractor and other customer content entered into the service, except where law determines otherwise. Brakan acts as processor when providing the software on that customer's instructions. For questions about a tenancy record, contact your landlord first.

Brakan – Property Keeper is operated by James Ralph Webster as a sole trader. The operator is registered with the Information Commissioner's Office under reference ZA652520, with Brakan - Property Keeper recorded as a trading name.

Brakan acts as an independent controller for information it uses to manage its own contracts, account administration, billing, direct support relationship, service security and fraud prevention, legal compliance, and legal claims. Questions about those activities can be sent to support@mail.brakan.co.uk.

Information we process

• Pilot-application details including name, email address, applicant type, portfolio-size band, current recordkeeping method and optional product needs.
• Account details, names, contact information and user roles.
• Property, tenancy, rent, expense, maintenance and compliance records.
• Documents, photographs, messages, delivery evidence and audit history.
• Transaction information supplied through manual records or Brakan-template CSV imports.
• Technical and security information such as IP address, browser details, sign-in events and fraud-prevention results.

How information is used

Pilot-application information is used to assess fit, select a balanced testing cohort, issue invitations and communicate about the pilot. Customer content is used on the customer's instructions to operate and secure Brakan; manage properties and tenancies; reconcile rent and expenses; provide compliance evidence; communicate with tenants; and investigate service faults. Brakan's separate controller information is used for account and contract administration, direct support, fraud and security prevention, legal compliance and legal claims. Brakan does not sell personal information or use transaction data for advertising.

Brakan does not use identifiable customer content for independently determined product development or general-purpose AI training. Service improvement uses information needed to maintain and secure the contracted service, or anonymous and properly aggregated information that is no longer personal data.

Where information comes from

Information may come from account users, landlords and their teams, tenants and portal users, uploaded files, authorised communications, Brakan-template CSV imports, connected service providers, and technical security or delivery events created while the service is used.

Bank transaction imports

Brakan currently accepts transaction files completed using its published CSV template. Direct bank-export compatibility, live bank connections and PDF bank-statement parsing are not offered during the current pilot. Users must upload only records they are entitled to process and must review imported transactions before relying on them.

Legal bases

Depending on the relationship and record, processing may be necessary to perform a contract, comply with a legal obligation, pursue legitimate interests in managing and securing rented property, or act on consent. Where consent is the basis, it may be withdrawn without affecting earlier lawful processing.

Sharing and international processing

Information is shared only where necessary with service providers supporting hosting, authentication, email, file storage and security, with people a customer authorises, or where required by law. The current provider categories are listed on the Subprocessor page. Providers are required to protect the information they process. Processing locations and UK transfer safeguards remain launch blockers and are tracked in the International Transfer Schedule.

Retention and security

Records are kept only as long as needed for the service, the landlord's legitimate records, legal claims and applicable legal or tax duties. Retention varies by record type and is summarised in the Retention and Deletion Summary. Brakan uses access controls, organisation separation, encryption in transit, restricted document links, audit records and backups. No online service can promise absolute security.

Automated processing

Brakan uses deterministic automation for security scanning, OCR, reminders, retention, exports and operational monitoring. It does not currently make solely automated decisions that suspend customer accounts or produce legal effects. More detail appears in the AI and Automation Transparency notice.

Cookies and device storage

Brakan currently uses only authentication, security, theme and service-delivery storage considered necessary to provide the requested service. It does not use advertising cookies, session replay or behavioural tracking. See Cookies and Device Storage.

Your rights

UK data-protection law may give you rights to access, correct, erase or restrict information, object to certain processing, receive portable information and complain to the Information Commissioner's Office. Contact your landlord for information they control, or email Brakan for service-level requests. Identity may need to be verified before a request is fulfilled. Brakan's complaint route is described at Complaints, Abuse and Appeals.

Changes

This notice will be updated when Brakan's operator, commercial availability or use of personal information materially changes.