Privacy Policy

Last updated · 26 May 2026

This Privacy Policy explains how Amnis Auditing Intelligence Ltd (“Amnis”, “we”, “us”) collects, uses, stores and protects personal data across every part of the Amnis service. We are committed to handling your data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who we are

Amnis Auditing Intelligence Ltd is a private limited company registered in Northern Ireland.

• Registered office: Ob Innovation Centre Ltd, 18 Ormeau Avenue, Belfast, Northern Ireland, BT2 8HS
• Company number: NI724620
• ICO registration number: ZC112822
• Contact for privacy matters: [email protected]

1.1 Account holders (agents, inspectors, organisation users)

For personal data we collect from agents, inspectors, organisation administrators, and other people who hold an Amnis account, we are the data controller under UK GDPR — we decide what data is collected, why, and how it is used.

1.2 Tenants and third parties (share-link recipients)

When a tenant uses an Amnis share link to view, comment on, sign, or submit evidence in response to an inspection report, we and the letting agent or landlord who commissioned the inspection are joint controllers of that tenant’s personal data under UK GDPR Article 26.

The essence of that arrangement is:

• The letting agent or landlord decides to commission the inspection, identifies the tenant, sets the purpose of the report, and is responsible for the retention and use of the report after it is delivered to them.
• Amnis provides the platform, performs the AI analysis, stores the inspection record, manages the signing flow, and preserves the cryptographically sealed legal-record copy described in section 6.

Tenants can exercise their UK GDPR rights either through the letting agent or directly with us at [email protected]; we will route the request to the appropriate joint controller where necessary. A fuller description of the arrangement is available on request from the same address.

2. What data we collect

2.1 Data you give us directly

• Account details: email address, first and last name, and (if you sign in with Google) the URL of your Google-hosted profile photo. We store only the URL; the image itself is served by Google’s content-delivery network when the app displays your avatar.
• Organisation details: company name and notification email addresses when you set up an organisation.
• Property details: property names, types, and room layouts you create.
• Inspection content: videos, photos, written notes, room labels, and condition assessments you record.
• Tenant signatures and responses: when tenants sign reports or submit disagreements through a share link, we store their name, email, comments, and any evidence photos they upload.
• Contact form submissions: if you contact us via amnis.ai, we store your name, email, company, phone (if provided), and message.

2.2 Data generated by your use of the app

• Inspection metadata: recording timestamps, video duration, resolution, codec, and the SHA-256 hash of original media files (used to verify the recording has not been altered).
• Location data: if you grant location permission, we tag inspection videos and photos with the GPS coordinates at the time of recording. This is used to produce a verifiable evidence record of where each inspection took place. You can decline this permission and continue to use the app.
• WhatsApp uploads: if you upload media via WhatsApp, we store the sending phone number to link the upload to your account.
• AI analysis outputs: structured reports generated by our AI models from your inspection media (room classifications, condition assessments, item descriptions).

2.3 Data collected automatically

• IP address and user agent: recorded in audit logs when you change your name, edit a report, or sign a document. Used for security and integrity of legal records. Standard infrastructure access logs also record IP, user agent, and request URLs for all traffic to amnis.ai, app.amnis.ai, and the API, and are retained for up to 30 days for security and abuse prevention.
• Session cookies: short-lived session and CSRF cookies set by the web app at app.amnis.ai for authentication. The marketing site at amnis.ai does not set any cookies of its own. We do not use third-party analytics, advertising, or tracking cookies anywhere.
• Local storage on your device: the mobile app stores your authentication token in your device’s app-private storage, protected by the operating system’s encryption layer. The mobile app also keeps a local copy of your properties list so the app works offline. The web app uses session storage for in-progress uploads. This data is cleared when you sign out, delete the app, or delete your account.

2.4 Just browsing amnis.ai

If you only browse the marketing site at amnis.ai and do not submit the contact form, we do not associate your visit with any account. Standard infrastructure access logs (described above) are kept short-term for security; we do not build a profile of you, set tracking cookies, or share any browsing data with advertisers.

2.5 What we do not collect

• We do not use any third-party analytics SDKs (no Google Analytics, Mixpanel, Sentry, Crashlytics, or similar).
• We do not request App Tracking Transparency permission on iOS because we do not track you across apps or websites.
• We do not perform biometric processing or facial recognition on any data we hold, and we do not deliberately collect special-category data under UK GDPR Article 9. See section 2.6 for how we handle incidental capture of third parties and special-category information in inspection footage.
• The service is intended for property professionals; account holders must be 18 or over. See section 2.6 for the rare case where children appear incidentally in inspection footage.

2.6 Third parties captured in inspection footage

When an account holder records an inspection video or takes inspection photos, the footage may incidentally capture people other than the account holder — for example tenants, family members, household visitors, and very occasionally children — and personal possessions that may reveal special-category information under UK GDPR Article 9 (such as religious items in the home or prescription medicines on display).

We do not seek out this data and we do not use facial-recognition, voice-print or other biometric processing on it. It is collected only because it forms part of the wider scene the account holder is recording as evidence of the property’s condition. Our lawful bases are:

• UK GDPR Article 6(1)(f) — legitimate interests (creating a reliable, tamper-evident evidence record of the property at a point in time); and
• UK GDPR Article 9(2)(f) — the establishment, exercise or defence of legal claims — where the footage incidentally captures special-category data.

If you appear in inspection footage and want to know what we hold about you, request a copy, or ask us to delete or restrict use of footage you appear in, please contact [email protected]. Because we may not know which inspection you appear in, we will ask for enough information to locate it (typically the property address and approximate date). Where a request affects the integrity of a signed legal-record copy under section 6.3, we may be unable to fully erase the footage; in those cases we will explain why and discuss alternatives such as redaction.

3. How we use your data and our lawful basis

Purpose	Lawful basis (UK GDPR Art. 6)
Provide the inspection recording, upload, and analysis service you signed up for.	Contract (Art. 6(1)(b))
Authenticate you and protect your account.	Contract (Art. 6(1)(b))
Run AI analysis on your inspection media to generate reports.	Contract (Art. 6(1)(b))
Tag media with GPS location.	Consent (Art. 6(1)(a)) — you can decline location permission at any time in your device settings.
Keep audit logs (name changes, report edits, signing events) to preserve the integrity of the inspection evidence record.	Legitimate interests (Art. 6(1)(f)) — producing reliable, tamper-evident evidence in tenancy disputes.
Retain signed inspection reports and amendments as immutable legal records.	Legitimate interests (Art. 6(1)(f)) — providing reliable evidence in tenancy disputes and tribunal proceedings.
Process footage that incidentally captures third parties and possibly special-category data (see section 2.6).	Legitimate interests (Art. 6(1)(f)) for general processing; Legal claims (Art. 9(2)(f)) where special-category data is incidentally captured.
Send transactional emails (share links, signing notifications, account approval).	Contract (Art. 6(1)(b))
Respond to contact form enquiries.	Legitimate interests (Art. 6(1)(f))
Detect abuse, troubleshoot bugs, and protect the service.	Legitimate interests (Art. 6(1)(f))

We do not make decisions about you that have legal or similarly significant effects based on automated processing alone (UK GDPR Article 22). All AI-generated report findings are reviewed and signed off by a human agent before being shared with a tenant.

Where the lawful basis is legitimate interests, we hold a documented Legitimate Interests Assessment (LIA) for each purpose, weighing our interests against your rights and freedoms. The LIAs are available on request at [email protected].

4. Who we share your data with

We use a small number of carefully selected sub-processors to operate the service. Each is contractually bound to process your data only on our instructions and under appropriate safeguards.

Our application infrastructure is hosted on Google Cloud, in the europe-west2 (London, UK) region. The table below lists the categories of recipient that process personal data on our behalf.

Sub-processor	Purpose	Data shared	Location
Google Cloud Platform	Hosting, storage, database, background processing, and operational logging for the Amnis service	All account, organisation, property, inspection, and report data, including uploaded inspection media	UK (europe-west2, London)
Google Firebase Authentication	Sign-in and identity	Email, name, profile photo URL, Firebase UID	United States (global Google identity infrastructure)
Google Vertex AI (Gemini models)	AI analysis of inspection videos and photos to produce report findings. Under Google’s Vertex AI paid-tier terms, your data is not used to train or improve Google’s foundation models and is not retained for product-improvement purposes.	Video frames, clips, and prompts. The footage itself is personal data even where no separate account identifier is sent with the request.	Google “global” endpoint and us-central1 (United States), depending on model
OpenAI (Whisper API)	Audio transcription of inspection audio where the spoken track adds context to the report. Under OpenAI’s standard API terms, your data is not used to train OpenAI’s models; OpenAI retains API content for up to 30 days for trust-and-safety abuse monitoring and then deletes it.	Short audio segments extracted from inspection videos	United States
Twilio Inc. (WhatsApp Business API gateway)	Webhook delivery to our backend of WhatsApp messages and media sent to our WhatsApp Business number	Sender phone number, media URLs, message metadata	United States
Meta Platforms Ireland Ltd (WhatsApp)	Operation of the WhatsApp Business platform that delivers and stores your message in transit before it reaches Twilio and our backend	Sender phone number, message content (including any photos and videos), message metadata	Ireland (EU); Meta operates WhatsApp on global infrastructure
Resend	Transactional email delivery (tenant share links, signing notifications, account-approval notices)	Recipient email address, email subject and body	Ireland (EU)
Google Workspace (Gmail SMTP)	Delivery of contact-form enquiries from amnis.ai to our team inbox; storage of resulting business correspondence	Sender name, email, company, phone (if provided), and message body	United States (global Google Workspace infrastructure)

We do not sell, rent, or share your personal data with third parties for their own marketing purposes. We do not share your data with advertising networks.

We may disclose personal data where required by law, court order, or to protect our legal rights, the safety of users, or the public interest.

Changes to our sub-processors. If we add, remove, or replace a sub-processor in a way that materially shifts the picture described above, we will treat that as a material change to this policy and follow the notification process set out in section 11.

5. International transfers

Your inspection videos, photos, reports, and database records are stored and processed in the United Kingdom (Google Cloud’s europe-west2 region, London). They do not routinely leave the UK.

A limited subset of personal data is transferred outside the UK to the following services:

• Firebase Authentication (United States) — your email, name, and Firebase UID are managed on Google’s global identity infrastructure. Google’s UK-region Identity Platform is not used in our current deployment because it does not offer feature parity for the social-sign-in flows we rely on; we keep this position under review. We rely on the UK Extension to the EU–US Data Privacy Framework (under which Google LLC is certified) as the transfer safeguard.
• Google Vertex AI / Gemini (United States and other Google regions) — video frames, clips, and prompts are sent to Google AI endpoints (“global” or us-central1, depending on model) to generate report findings. The content of the footage is personal data in its own right, and we do not characterise it as anonymised. We rely on the UK Extension to the EU–US Data Privacy Framework as the transfer safeguard.
• OpenAI Whisper (United States) — short audio segments are sent for transcription. OpenAI is not certified under the Data Privacy Framework, so we rely on the UK Addendum to the EU Standard Contractual Clauses (executed via OpenAI’s standard Data Processing Addendum).
• Twilio Inc. (United States) — webhook gateway for WhatsApp media.
• Meta Platforms Ireland Ltd (Ireland, European Union; global Meta infrastructure) — operator of the WhatsApp Business platform that handles the message before it reaches Twilio.
• Resend (Ireland, European Union) — recipient email addresses and message bodies for transactional emails.
• Google Workspace (Gmail) (United States) — contact-form messages submitted on amnis.ai are delivered to our team inbox.

Where data is transferred outside the United Kingdom, we rely on:

• The UK Government’s adequacy regulations for the European Union, which permit transfers to EU/EEA countries (including Ireland) without further safeguards;
• The UK Addendum to the EU Standard Contractual Clauses; or
• The UK Extension to the EU–US Data Privacy Framework where the recipient is certified (which applies to Google and other Data Privacy Framework participants).

These safeguards are designed to ensure your data receives a level of protection comparable to that under UK law. You can request a copy of the safeguards we rely on by emailing [email protected].

6. How long we keep your data

6.1 Active accounts

While your account is active, we retain your inspection videos, photos, reports, and related data so that you can access your own evidence record at any time. We will not keep that data for more than 6 years from the date you last used your account, in line with the limitation period for simple contracts under section 5 of the Limitation Act 1980. After that period we will either delete the data or ask for your renewed consent to keep it.

6.2 Account deletion

You can delete your account at any time from the Account screen in the Amnis mobile app. When you do, we permanently delete your profile, your properties, your visits, and the videos and photos you uploaded within 30 days. This deletion is irreversible.

6.3 Legal-record exception

Signed inspection reports and amendments accepted by a tenant are kept as immutable legal records, stored separately under cryptographic integrity protection, even after the related account is deleted. They exist solely as evidence in the event of a tenancy dispute or tribunal proceeding and are not accessible through the app once an account is closed.

We retain this material for 6 years from the date of signing — the limitation period for simple contracts under section 5 of the Limitation Act 1980 — and then permanently delete it. Where active proceedings or a formal pre-action dispute relating to the inspection are still ongoing at the end of that period, we will continue to hold the record until those proceedings are resolved.

Our lawful basis is legitimate interests (UK GDPR Article 6(1)(f)) — providing reliable, tamper-evident dispute evidence.

6.4 Backups

Deleted data may persist in encrypted backups for a limited period in line with our backup-rotation policy before being overwritten. We will not restore deleted user data from backups except where we are legally compelled to do so, and any such restoration will be logged.

6.5 Other retention periods

• Contact form submissions: 2 years from the date of enquiry.
• Audit logs (name changes, report edits, signing events): retained for the lifetime of the related inspection or signed report, and therefore subject to the 6-year cap set out in section 6.3.
• Email delivery logs: retained by our email provider for up to 30 days.

7. Your rights

Under UK GDPR you have the right to:

• Access the personal data we hold about you.
• Rectify data that is inaccurate or incomplete.
• Erase your data (the “right to be forgotten”) — you can do this immediately from the in-app Delete account flow.
• Restrict processing in certain circumstances.
• Object to processing carried out on the basis of legitimate interests. Your right to object to direct marketing is absolute — we do not currently carry out direct marketing, but if we ever do, you may opt out at any time and we will stop processing your data for that purpose immediately.
• Data portability — receive a copy of your data in a machine-readable format.
• Withdraw consent where we rely on consent (for example, location tagging) — you can do this in your device settings. Withdrawing consent does not affect the lawfulness of any processing we carried out while consent was in place (UK GDPR Article 7(3)).
• Not be subject to fully automated decisions with legal or similarly significant effects (we do not make such decisions).

To exercise any of these rights, email [email protected]. We will respond within one month and will not charge a fee unless your request is manifestly unfounded or excessive. We may extend the response window by a further two months for complex or numerous requests and will tell you if we need to do so.

Identity verification. We may ask for proof of identity sufficient to confirm that a rights request comes from the data subject (or someone authorised to act on their behalf), so that we do not disclose personal data to the wrong person. Where the request is made through an authenticated session in the Amnis app, the identity check is normally satisfied automatically.

You also have the right to lodge a complaint with the Information Commissioner’s Office (ICO) if you believe we have not handled your data properly. ICO contact details are at ico.org.uk/make-a-complaint.

8. Security

We take security seriously and apply industry-standard measures including:

• Encryption in transit (TLS 1.2+) for all client–server communication.
• Encryption at rest for all data held by our cloud infrastructure provider.
• Signed, short-lived URLs for media downloads to prevent unauthorised access.
• Cryptographic hashing (SHA-256) of original inspection media to detect tampering.
• Principle of least privilege for the service accounts that access your data.
• Audit logs of sensitive actions (name changes, report edits, signing events).
• Multi-factor authentication available via Google sign-in.

No system is perfectly secure. If you become aware of a security issue, please email [email protected].

Breach notification. If a personal-data breach occurs that is likely to result in a risk to your rights and freedoms, we will notify the Information Commissioner’s Office within 72 hours of becoming aware of it, in accordance with UK GDPR Article 33. Where the breach is likely to result in a high risk to your rights and freedoms, we will also notify you directly without undue delay, in accordance with UK GDPR Article 34.

9. Cookies and similar technologies

Our use of cookies is governed by the Privacy and Electronic Communications Regulations 2003 (PECR) as well as UK GDPR. PECR requires consent before non-essential cookies are set; the cookies described below are all strictly necessary and therefore exempt from the PECR consent requirement.

Marketing site (amnis.ai): we set no cookies of our own. Browsing the marketing site is anonymous beyond the short-term infrastructure access logs described in section 2.3.

Web app (app.amnis.ai): we use only strictly necessary cookies — a session cookie and a CSRF cookie — to keep you signed in and to protect against cross-site request forgery. We do not set advertising, analytics, or tracking cookies, and we do not use cross-site tracking pixels.

Mobile app: the mobile app does not use cookies. It stores your authentication token in secure on-device storage so you do not have to sign in every time you open the app.

10. Children

The Amnis service is provided to property professionals and is not directed at children. We do not knowingly permit anyone under 18 to create an account or intentionally submit personal data. If you believe a child has provided us with personal data, please contact [email protected] and we will delete it.

11. Changes to this policy

We may update this Privacy Policy from time to time. We will always update the “Last updated” date at the top of this page when we do.

• Non-material changes (clarifications, typos, restructuring, minor process updates) take effect when we publish them.
• Material changes — including new processing purposes, the addition of sub-processors that materially shift the data picture, or new lawful bases — will be notified at least 30 days in advance through an in-app notice and, where we hold a current email address for you, by email.
• Where processing relies on your consent, we will not change the basis or scope of that processing without first asking for fresh consent. Continuing to use the service after a material change does not, by itself, replace consent where consent is the lawful basis.

12. Contact

For any question about this policy or your personal data, contact us at:

Amnis Auditing Intelligence Ltd
Ob Innovation Centre Ltd, 18 Ormeau Avenue, Belfast, Northern Ireland, BT2 8HS
Email: [email protected]
Company number: NI724620
ICO registration: ZC112822