Privacy Policy

1. Who we are

Apex Heritage is operated by Akingate Ltd, a company incorporated in England and Wales (the “Data Controller”). Apex Heritage is a trading name of Akingate Ltd. We can be contacted at support@apexheritage.com.

2. What data we collect

• Account data: name, email address, country of registration.
• Property data: property addresses, tenancy details, compliance certificate information.
• Financial data: rent records and expense records (amounts in minor units only — no payment card data stored by us).
• Communications: messages and notices sent through the platform.
• Usage data: page views, feature interactions, error logs (for service improvement).
• Email preferences: your marketing and service communication opt-in choices, including timestamp and source.

3. Lawful basis for processing

• Contract performance: to provide the Apex Heritage service you have subscribed to.
• Legitimate interests: service security, fraud prevention, product improvement, and transactional service communications.
• Consent: marketing emails — you may withdraw at any time from your account settings.
• Legal obligation: where we are required to retain or disclose data under applicable law.

4. Where data is processed

Core Apex Heritage services use configured Google Cloud and Firebase resources in the United Kingdom and European Economic Area. Individual services use different regions; europe-west2 is London, not Belgium. The processors described below may use other locations according to the service and account configuration, so this policy does not claim that all personal data remains in one region.

Where provider processing is a restricted international transfer, the applicable UK GDPR transfer requirements apply. Akingate Ltd is completing documented verification of account-specific processor locations and transfer mechanisms.

5. Data retention

Account data is retained for the duration of your subscription and for up to 7 years after account closure to comply with accounting and legal obligations. You may request deletion of your personal data at any time (subject to legal retention requirements) — see Section 7.

6. Service providers and processors

We use service providers for the following evidenced purposes:

• Google Cloud and Firebase: application hosting, authentication, database, file storage and server-side processing.
• OpenAI: processing prompts and generated responses when an AI-assisted feature is used.
• Stripe: payment, subscription and billing administration. We do not store payment-card details.
• Resend: delivery of transactional service emails.
• Sentry: error monitoring and technical diagnostics.

Apex Heritage uses each provider for the stated purpose and limits shared data to what is needed for that purpose. Provider processing locations and sub-processors can change, so they are verified against the deployed service and applicable provider terms rather than inferred from source code.

7. Your rights

Under UK GDPR and EU GDPR you have the right to:

• Access a copy of your personal data.
• Correct inaccurate data.
• Request erasure (“right to be forgotten”) — subject to legal retention obligations.
• Restrict or object to processing.
• Data portability (receive your data in a machine-readable format).
• Withdraw consent for marketing at any time without affecting other processing.

To exercise any of these rights, contact us at support@apexheritage.com. We will respond within 30 days. You also have the right to lodge a complaint with the UK Information Commissioner’s Office (ICO) at ico.org.uk.

8. Jurisdiction

Apex Heritage is operated by Akingate Ltd, incorporated in England and Wales. This policy is governed by UK GDPR and the Data Protection Act 2018. Service-provider processing can involve other countries as described in Sections 4 and 6. We do not sell personal data.

9. Changes to this policy

We will notify you by email of material changes to this policy before they take effect. Continued use of Apex Heritage after the effective date constitutes acceptance.