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Privacy & data protection

Last updated 3 October 2026. Applies to beamwise.ie and beamwise.co.uk, and to properties in both the Republic of Ireland (EU GDPR) and Northern Ireland (UK GDPR).

Beamwise helps landlords and property managers keep rented property compliant in the Republic of Ireland and Northern Ireland. That means we handle personal data about landlords, tenants and tradespeople, and store certificates that can reveal details about a home and who lives there. This notice explains what we collect, why, who helps us, how long we keep it, and your rights. Properties in the Republic are covered by the EU GDPR; properties in Northern Ireland by the UK GDPR and the Data Protection Act 2018.

1. Who is responsible for your data

Beamwise is operated by Oxus Technologies Limited, a private company limited by shares registered in Ireland, company number 818468, with its registered office at Greenhills Road, Walkinstown, Dublin 12, D12 DX80, Ireland. VAT number IE4756195AH. For privacy questions or to use your rights, email info@beamwise.ie. We have not appointed a data protection officer, as the law does not require one for what we do; that address reaches the person responsible for data protection.

Who decides depends on whose data it is.

  • We are the controller for the data of the people who open and pay for Beamwise accounts (landlords, agents and their staff), for billing, and for the security of the service.
  • Your landlord is the controller if you are a tenant, or a tradesperson added by a landlord. Your landlord decides what information about you goes into Beamwise and why; we process it on their behalf, under our data processing terms. Questions about why your information is held, or requests to see or correct it, are best sent to your landlord. If you contact us instead, we will pass your request to them and help them answer it.

2. What we process, why, and on what legal basis

  • Your account: name, email address, password (stored only as a secure hash by our sign-in provider), your role, and your company name if you have one. We need this to provide the service you signed up for (contract).
  • Your portfolio: property addresses, Eircodes and postcodes, property facts (such as whether there is gas), reference numbers (RTB, landlord registration, LPT, BER or EPC), and any financial figures you choose to enter. Needed to provide the service (contract).
  • Billing: your plan, subscription status, billing address, VAT number if you give one, and the identifiers Stripe uses for you. Card details go directly to Stripe and never reach us. We process this to take payment (contract) and keep records for tax law (legal obligation).
  • Tenants (processed for the landlord): name, email, phone, the tenancy, rent and deposit amounts, and the documents shared with you.
  • Rent (processed for the landlord): the rent due on a tenancy, the dates it fell due and was paid, how it was paid, and whether a payment failed or was reversed. Where a landlord collects rent by direct debit, the tenant enters their bank details on a page run by Stripe. Those details never reach Beamwise; we hold only the references Stripe gives us for the tenant, their direct debit instruction and each payment, and the email address the request was sent to. A tenant who is asked for a direct debit is told who is asking, how much and when before anything is set up, and gets an email before each payment is taken.
  • Tradespeople (processed for the landlord): business name, qualifications and registration numbers, and the jobs and certificates you complete.
  • Documents: certificates, tenancy agreements and other files uploaded to Beamwise.
  • Electronic signatures: when a tenant signs an agreement, we record the name they typed, the time, their IP address and their browser’s identification string, as evidence of the signature for the landlord.
  • Emails we send: the address, subject, time and delivery status of reminders, invitations, certificate copies and other service emails.
  • Audit trail and security: a record of who created, changed, uploaded or viewed compliance records and when, including any viewing by our own staff. We keep it because compliance records are evidence in disputes and inspections, and to protect the service from misuse (legitimate interests: keeping trustworthy records and a secure service).
  • Messages you send us: what you write to info@beamwise.ie and our replies, so we can deal with your request (legitimate interests, or contract where it is about your account).

We need your account details to provide Beamwise; without them we cannot open an account. We do not sell personal data, we do not use it for advertising, and we do not send marketing emails. The emails Beamwise sends are part of the service. We make no decisions about anyone by purely automated means that have legal or similarly significant effects: a certificate shown as expired is information for the landlord, not a decision about a person.

3. Who helps us run Beamwise

We use a small number of providers, each under a written contract that limits what they may do with the data:

  • Supabase: database, sign-in and document storage, hosted in the EU (Ireland).
  • Vercel: hosting of the website and application, with processing in the EU (Ireland).
  • Resend: delivery of service emails, sent from the EU (Ireland).
  • Stripe: payments. Stripe is also an independent controller for its own fraud prevention and financial regulation duties, under its own privacy notice. Rent collected by direct debit is processed by Stripe for the landlord, on a Stripe account that belongs to the landlord, and a tenant’s bank details are held by Stripe alone.
  • Google Workspace: our email, if you write to us.

We may also share data with professional advisers under a duty of confidence, or where the law requires it, for example with a court or regulator.

Transfers outside the EU and UK. We host and process your data in the EU, and the EU and UK recognise each other’s protection as adequate. Some of our providers are US companies, and data could be accessed from the US, for example for support. Where that happens, the transfer relies on the EU-US Data Privacy Framework and its UK extension where the provider is certified, or on the European Commission’s standard contractual clauses with the UK addendum. You can ask us for details of these safeguards.

4. How long we keep it

  • Account and portfolio data: while your account is open, and for 30 days after it closes so you can ask for a copy. Then it is deleted.
  • Certificates and signed agreements: for the life of the account, as they are evidence of compliance. Old versions are kept rather than overwritten. They are deleted with the account, after the landlord has had the chance to take a copy.
  • Tenant contact details: removed automatically 24 months after a tenancy has ended, unless the tenant has another active tenancy.
  • Audit trail: 6 years, which matches the time limit for most legal claims, and then deleted automatically.
  • Billing records: 6 years after the end of the tax year they relate to, as tax law requires.
  • Unused invitations: they stop working after 14 days.

5. Cookies and storage on your device

Beamwise uses only what it needs to work. There are no analytics, advertising or tracking cookies, so we do not ask for cookie consent.

  • Sign-in cookies (named sb-…-auth-token, set by us through Supabase): keep you signed in. They last up to 400 days and are removed when you sign out. Without them you cannot use your account.
  • App files: if you install Beamwise on your phone, it keeps copies of its own design files (not your data) on your device so it loads quickly.
  • Stripe: when you pay, you are on Stripe’s own checkout pages, which use cookies for security and fraud prevention under Stripe’s cookie policy.

If we ever add cookies that are not strictly necessary, we will ask for your consent first, and refusing will be as easy as accepting.

6. Keeping it safe

Data is encrypted in transit and at rest. Documents are held in private storage and can only be opened through links that expire within minutes, issued to people entitled to see them. Each landlord sees only their own portfolio, each tenant only their own tenancy and each tradesperson only the jobs given to them. Staff access is limited and recorded in the audit trail. If a breach puts your rights at risk, we will tell the regulator and, where required, you.

7. Your rights

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

  • get a copy of your personal data;
  • have inaccurate data corrected;
  • have your data erased, unless we must keep it (for example billing records) or it is needed for a legal claim;
  • restrict or object to how we use it, including where we rely on legitimate interests;
  • receive data you gave us in a portable format;
  • withdraw any consent you gave, at any time.

Email info@beamwise.ie. We will reply within one month, and there is normally no charge. We may need to confirm who you are first. If you are a tenant or tradesperson, see section 1: your landlord is usually the right first contact, and we will help them.

Complaints. Please tell us first, so we can put it right; we acknowledge complaints within 30 days. You also have the right to complain to a regulator: the Data Protection Commission in Ireland (dataprotection.ie), which is our lead regulator, or, if you are in Northern Ireland, the Information Commissioner’s Office (ico.org.uk).

8. Changes to this notice

We will update this notice when what we do changes, and tell account holders by email about anything significant before it takes effect.