Privacy Policy

Last updated 20 June 2026

This policy explains how Flat Head Foundry Ltd (“Flat Head Foundry”, “we”, “us”) — the company behind the ZuroProp software — handles your personal data. ZuroProp is a trademark of Flat Head Foundry Ltd. We are registered with the UK Information Commissioner’s Office (ICO) under reference ZC152807. If you have any questions about this policy or your data, email us at privacy@zuroprop.co.uk.

ZuroProp is property-management software for UK landlords. This policy covers both this website — including joining our early-access list — and the ZuroProp app.

The two roles we play

Under the UK GDPR and the Data Protection Act 2018:

• On this website, we are the data controller for the limited information you give us directly — for example, your email address when you join the early-access list.
• In the ZuroProp app, the landlord is the data controller for their tenants’ data, and we act as a data processor, handling that data on the landlord’s instructions under a Data Processing Agreement.

What we collect, and why

Early-access list. If you give us your email address, we hold it so we can let you know when ZuroProp launches. We don’t email you when you sign up, and we won’t send you marketing in the meantime. Our lawful basis is your consent; giving us your email is voluntary, and you can ask us to remove you at any time. When we email you about launch, that message will include an unsubscribe link.

Analytics. We use privacy-friendly, cookieless analytics to understand how the site is used. No tracking cookies are set and you are not individually identified. Our lawful basis is our legitimate interest in improving the site.

The app. When you use ZuroProp, we process the property, tenancy, payment, maintenance and compliance data you and your tenants enter, and the documents you upload. Our lawful basis is the performance of our contract with you, and providing this data is necessary to use the service. If you are a tenant, your personal data is usually given to us by your landlord, or read from documents they upload — they decide what is collected and why.

Billing. If you subscribe to a paid plan, your payment and billing details are handled by our payment processor, Stripe. We do not see or store your full card number.

Documents and automated processing

When you upload documents to the app — such as tenancy agreements, certificates and invoices — their contents are sent to our sub-processor Anthropic, which extracts the property, tenancy and compliance details used to set up and maintain your account. This processing may take place outside the UK under Standard Contractual Clauses. We send the documents you upload, along with the account details the assistant needs to answer your request, use this data solely to operate your account, and content sent to Anthropic’s API is not used to train their models.

This automated processing — and the suggested actions the ZuroProp Agent prepares — does not make decisions about you that have legal or similarly significant effects without a person involved: you, or your landlord, review and approve actions before they take effect. To ask how this works, email us.

Who we share data with

We use selected service providers (“sub-processors”) to run ZuroProp. They process data on our behalf, under contract, and only as needed to provide their service:

• Anthropic — AI document and assistant processing (USA — Standard Contractual Clauses)
• Stripe — Subscription billing and card payments (USA / global — Standard Contractual Clauses)
• Hetzner Online GmbH — Hosting and encrypted file storage (Finland, EU)

We never sell your personal data or share it for third-party marketing.

Where a provider is based outside the UK — Anthropic and Stripe, in the USA — the transfer is covered by Standard Contractual Clauses. Your documents and files are stored in the EU (Finland).

Cookies

This website does not use tracking or advertising cookies, and our analytics are cookieless and do not identify you. The ZuroProp app uses only the essential cookies needed to keep you signed in.

How long we keep it

We keep personal data only for as long as we need it:

• Early-access email — Until ZuroProp launches and we have let you know, or until you ask us to remove you
• Your account and its data — For as long as your subscription is active

After you cancel, you have 30 days to export all of your data. After that, we permanently delete it from our active systems and remove it from backups on our normal cycle. We are your data processor, not the controller of your records: once your export window has passed we do not keep your data, and we are not the custodian of any records you are legally required to retain — such as HMRC tax records (at least five years after the filing deadline), Right to Rent checks (one year after a tenancy ends) or gas safety records (two years). Those duties remain yours as the landlord, so it is essential to export everything within that 30-day window.

How we protect it

Personal data is encrypted at rest using AES-256-GCM, with a separate encryption key for each landlord held in a dedicated secrets vault, kept apart from the database. Uploaded documents are encrypted before they reach storage. Each landlord’s data is isolated so that no landlord can access another’s, and our staff do not read your data except to resolve a specific technical problem you have reported.

Your rights

Under UK GDPR you have the right to access your personal data, correct it, erase it, restrict or object to how we use it, and receive a copy to take elsewhere. Where we rely on your consent — such as the early-access list — you can withdraw it at any time. To exercise any of these, email privacy@zuroprop.co.uk.

If your data is held in ZuroProp by your landlord, we will pass your request to them (the data controller) and help them respond; if they do not, we will respond directly within one month. You also have the right to complain to the ICO at ico.org.uk.

Changes to this policy

We will update this policy as ZuroProp develops, and will post the latest version here with the date it was last updated.

Contact

Flat Head Foundry Ltd (the company behind ZuroProp) · privacy@zuroprop.co.uk· ICO registration ZC152807.