Lettings Management Software | Letman IE

Who are we?

At Letman we provide web application software and apps for residential property lettings and management. Our service allows property agents to manage the accounts and lease administration of residential property units on behalf of private or commercial landlords.

As used in this Privacy Policy, “Letman”, “us” and “we” refers to Topfloor Systems Limited (our registered company name).

We respect the privacy rights of our users, recognise the importance of protecting you personal information and giving you control over what data we hold. Our Privacy Policy is designed to help you understand what information we collect and how we use and share that information. This privacy policy applies to:

Our Letman “Website”(www.letman.ie, www.letman.co.uk).
Our software “Service” (app.letman.ie, app.letman.co.uk).
When you otherwise do business or make contact with us.

Please read this policy carefully to understand how we handle and treat your personal information.

What information do we collect?

Information you provide to us: We collect personal information when you voluntarily provide us with such information in the course of using our website or Services. For example, when you subscribe to notifications for our blog, if you make an enquiry through our website, or contact us in any other way, we will keep a copy of your communications with us.
Information collected when we do business with you: We may process your personal information when you do business with us – for example, as a customer or prospective customer, or as a vendor, supplier, consultant, or other third party. For example, we will hold your business contact information and other communications you have with us for the purposes of maintaining our business relations with you. We also hold your bank account information if you signed up to a direct debit payment plan. We do not collect or hold card payment data.
Information we automatically collect: We may also collect certain technical information by automatic means when you visit our website, such as IP address, browser type and operating system, referring URLs, your use of our website, and other clickstream data. We collect this information automatically through the use of various technologies, such as cookies.
Information we process on our customers behalf: As part of using our Service, a customer will upload their clients data. We process this personal information on behalf of our customers in the context of supporting and providing our service. It is the customer who controls what data is collected and stored on our systems. For example, the customer uses our Service to store a record of a landlord and tenant(s) names and contact details of a property they manage. In such cases, we are data processors acting in accordance with the instructions of our customers. You will need to refer to the privacy policies of our customers to find out more about how such information is handled by them.

How do we use that information?

We use your information in the following ways:

To deal with your inquiries, requests and otherwise deliver customer support service.
To provide, maintain and improve our Service, including to operate certain features and functionality.
To process and identify your payments by direct debit.
To prevent unauthorised use of the Service. Also to detect, investigate or prevent activities that may violate our policies or be illegal.
To monitor trends, usage patterns, administer or optimise the Service.
To communicate directly with you about important updates to the Service.
To improve advertising campaigns, primarily in an effort to prevent targeting of impressions via third-party channels when they are not relevant.

Data Security

We implement a variety of security measures to maintain the safety of your personal information when you enter, submit, or access your personal information. We encrypt all entered data, from trivial to highly sensitve, in transit using industry-standard Transport Layer Security (TLS) encryption technology. We limit access to personal information about you to our employees who we believe reasonably need to come into contact with that information in order to adequately provide our Service.

No method of transmission over the Internet, method of electronic storage or other security methods are one hundred percent secure. Although, while we strive to use all reasonable efforts to protect your personal information, we cannot guarantee its absolute security.

For more information, please review our Security Policy.

Third Party Processors

We do not sell or trade your personal information to third parties.

We engage certain subprocessors that process certain cetegories of personal data submitted to our Service. These subprocessors are listed below and may be updated from time to time:

Amazon Web Services, Inc.
Message Systems, Inc. (Sparkpost)
Google LLC
Functional Software, Inc. (Sentry)

Third Party Links

Our Service contains links to third party websites. This Privacy Policy applies solely to information collected by us. We are not responsible for the privacy practices of any such third party. We encourage you to review the privacy policies of such third parties to determine how they handle any information they separately collect from you. Please be aware that we do not warn you when you choose to click through to another website when using the Service.

Data Retention

We retain your personal information as long as you continue to use our Service or for as long as is necessary to fulfil the purposes outlined in the policy. You can ask to close your account by contacting us and we will delete your personal information as per the Terms Of Service.

We may, however, retain personal information for an additional period as is permitted or required under applicable laws, for legal, tax, or regulatory reasons, or for legitimate and lawful business purposes.

Your Rights

You have the right to access a copy of the personal information we hold about you, or to request the correction, amendment, or deletion of such information where it is inaccurate or processed in violation of EU Data Protection Directive 95/46/EC (GDPR). We will consider and respond to your request in accordance with GDPR.

Please note if your information is on our Service as part of a Customers uploaded data you will need to contact that Data Controller.

You may opt-out of any data processing materially different from those that are set out in this Privacy Policy. Where sensitive personal information is involved, we will always obtain your express opt-in consent to do such things.

You can also unsubscribe from our marketing communications at any time by following the instructions or unsubscribe mechanism in the email message itself.

Changes To Our Privacy Policy

We reserve the right to change our Privacy Policy at any time. If we make changes, we will post them and will indicate on this page the policy’s new effective date.

If we make material changes to this policy, we will notify Customers by email or through notice on the Service.

Contact Us

If you have questions or need to contact us about this Privacy Policy, please email us at info@letman.ie.