Privacy Policy

AI Office is a private operations dashboard operated by Chris Stallard for managing rental property cases, correspondence, and related administrative tasks. It is not a public product — access is restricted to registered users Chris has explicitly invited.

You can reach the data controller using the contact form at the bottom of this page.

We process two broad categories of personal data:

• Third-party contact data — names, email addresses, phone numbers, organisations, and roles of people referenced in property cases (tenants, letting agents, contractors, ombudsman officers, and similar), together with the correspondence and case notes that mention them.
• Registered user account data — for people who log in to the dashboard: name, email address, passkey/password credentials, session metadata (IP address, user agent, device label, login timestamps), and an audit trail of actions taken in the system.

Incoming email correspondence is automatically read by an AI system that interprets each message, matches it to a property or case, and proposes a structured update — for example a suggested case status change or a draft reply.

Proposed updates are never applied automatically. Every AI-generated suggestion is held for review and is only written to the case files once a registered user explicitly approves it. Draft replies are held for a human to review and send — the system does not send email on anyone’s behalf without that review step.

• To track and resolve property management cases and correspondence on the property owner’s behalf.
• To draft and route replies for human review, and to flag deadlines, overdue payments, and escalations.
• To authenticate registered users and keep the dashboard secure (passkeys, session and lockout tracking, audit logging).
• To improve the accuracy of the AI triage and drafting process over time.

Where UK/EU data protection law applies, third-party contact data referenced in correspondence is processed under legitimate interests— managing rental properties and resolving disputes or service issues with the people involved, in a way that is proportionate and does not override those individuals’ own rights and interests. Registered user account data is processed under legitimate interests (running a secure, auditable internal tool) and, for authentication credentials, as necessary to provide the account itself.

Information is shared only with the following categories of service providers, strictly to operate the system:

• AI service provider — processes email and case content to perform AI interpretation and drafting.
• Cloud file storage provider — hosts the underlying case files and notes that the dashboard indexes and displays.
• Cloud hosting provider — hosts the application server and database.

Appropriate technical and organisational measures are in place to protect stored data against unauthorised access. Access is restricted to registered users Chris has explicitly invited.

Case and correspondence data is retained for as long as it remains operationally relevant to managing the properties and cases involved, consistent with the underlying legal and contractual matters it documents. Account and session data is retained for the lifetime of a user’s access, plus a limited period afterward for security and audit purposes.

If UK/EU data protection law applies to you, you have the right to request access to, correction of, or erasure of your personal data, to object to or restrict certain processing, and to lodge a complaint with a supervisory authority (in the UK, the Information Commissioner’s Office). To exercise any of these rights, contact us using the details below.

We may update this policy as the system changes. Material changes will be reflected in the “Last updated” date at the top of this page.

Questions or requests regarding this policy or your personal data can be sent using the form below.