What we hold,
and who can reach it

This policy covers the Vatra Homes web application and this public website. It is written by the team that operates the platform, about the platform as it is built today — not as a template we adapted.

Two different relationships run through it. If you are a portfolio owner, you are our customer, and the tenant, manager and property records you load are yours: we hold them to run the service you asked for, and we act on your instructions about them. If you are a tenant or a manager, your records are in the platform because the owner of the property you rent or manage put them there, and a request to change or delete them is usually one they have to make. Either way, writing to us is the right first step and we will say who has to act.

Everything below exists as a field in the product. Nothing is collected "for future use", and there is no profiling, scoring or advertising data of any kind.

People

Names, email addresses and phone numbers for owners, co-owners, property managers and tenants — plus the role each one holds and the projects a manager is assigned to.

Identity documents

For tenants and for the beneficial owners of corporate tenants: nationality, Emirates ID number and passport number, and scans of the documents themselves where they have been uploaded.

Leases

Tenancy contracts and their renewals, including the rent, the lease dates, the signatures captured in the product, uploaded externally-signed contracts, and the Ejari certificate and number stored on the contract.

Money

Post-dated cheque schedules and their status, payment-plan instalments, service-charge budgets, invoices and receipts, sale profit and loss, and the security deposit and any deductions made against it.

Bills

DEWA, Empower, gas, internet and other utility bills recorded against a unit, and whether each one has been recharged to a tenant.

Operations

Maintenance requests, including the photographs attached to them and any note exchanged with the tenant or the engineer; and move-out inspections, including the condition, notes and photographs recorded item by item.

Documents

Every file uploaded against a project, unit, tenant or contract, and the property photographs used in the gallery and on share pages.

Access requests

The form on the homepage stores only what it asks for: name, email, and optionally company, phone and a message, with the time it was sent and a triage status we set afterwards. Nothing else is captured with it — not your IP address, not your browser.

Records are held in a Supabase project — a managed PostgreSQL database with file storage attached — hosted in the European Union, in Supabase's Ireland region. The application itself is a browser front end; it holds no database of its own.

Uploaded files do not sit on the public internet. Both storage buckets are private, and a document, a contract PDF or a property photograph is opened through a link that is signed on request and expires — one hour by default. A link that has expired is simply refused; it cannot be forwarded to someone who should not have it and go on working indefinitely.

Visibility is decided in the database, not in the screens. Every table carries row-level security, and a query returns what the caller's role and portfolio allow before any interface has a chance to filter it.

• An owner sees their own portfolio: their projects, units, tenants, contracts, money and documents. Not another owner's.
• A manager sees only the projects they have been assigned. A manager with no assignment sees nothing at all — that is the default, not an error state.
• A tenant sees one lease: their unit, their dates, their rent and their cheque schedule, their documents, their maintenance requests and their move-out. They cannot change the lease, the rent or a cheque, and they cannot see another tenant.
• A super administrator operates the platform and can reach account and access-request administration across it.

On our side, access is limited to the people who operate and support the platform, and only for support, billing, security and keeping the service running. We do not sell personal data, we do not share it with advertisers, and we do not use it to train models.

Three companies, and only three, are involved in a normal page load or a normal day's use. Each one is named here because each one necessarily sees something.

Supabase

Hosts the database, the authentication system and the file storage. They hold the data described above, as our processor.

Google Fonts

The site's typeface is requested from Google's font servers, so loading any page on this site reveals your IP address and browser to Google. It is a stylesheet and a font file — no cookie is set and no account is involved.

Mapbox

Map tiles are loaded inside the signed-in application, where properties are shown on a map, which reveals to Mapbox that a map was requested and roughly where. No map loads on this public website.

A transactional email provider

Notifications, contract links and account emails are sent through a third-party email service, which handles the recipient's address and the message. We do not name it here because we would rather name it correctly than approximately — ask us and we will tell you.

There is no analytics on this site and no advertising anywhere in the product. No Google Analytics, no tag manager, no Meta pixel, no session recorder, no A/B testing tool, no heatmap. We have not removed them for this page; they have never been installed.

Signing in creates a session, which the browser keeps in local storage on your own device so you are not asked for a password on every screen. Clearing your browser data, or signing out, removes it.

That is the whole of it. There are no advertising cookies, no tracking cookies and no consent banner to dismiss, because there is nothing to consent to beyond the session that makes signing in work.

An owner or manager can publish a property as a share page and send the link to a prospect. It is worth being precise about what that does, because it is the one part of the product that is deliberately reachable without an account.

• A share can be given a password, which is hashed before it is stored, and an expiry date after which the link stops working.
• When somebody opens a share page, the platform records the time of the view, the IP address it came from, the country and city that address resolves to, the browser's user-agent string and the referring URL.
• That record is shown to the owner or manager who created the share, so they can see whether the link was opened. It is not used for advertising, it is not combined with anything else, and it is not shared.
• Deleting the share deletes it.

We will describe what the system actually does rather than quote a retention schedule it does not run. Records stay until somebody deletes them. There is no scheduled purge, no archive job and no automatic expiry on any table: a contract from four years ago is still on the unit it belonged to, because that is usually the point of keeping a property record at all.

When a record is deleted in the product it is deleted from the database — there is no soft-delete flag quietly keeping a copy. Backups are held by our hosting provider and a deleted record can persist in a backup for as long as that backup does. If you need a defined retention period for your own portfolio, tell us and we will agree one with you in writing.

You can ask for a copy of what we hold about you, ask for a correction, ask for it to be deleted, or ask us to stop processing it. Write to contact@vatra.homes and say which it is. We answer every request; where the records belong to a portfolio owner rather than to us, we will tell you who has to act and put you in touch.

Owners can export any filtered view in the product as CSV without asking anyone, which is usually faster than writing to us.

Vatra Homes is a tool for managing property and is not directed at children. We do not knowingly collect data from anyone under 18 as a user of the platform. A minor named on a tenancy — a family member listed on a lease, for example — is handled as part of that record and under the same terms as the rest of it.

When the product changes what it collects, this page changes with it, and the date at the top moves. We do not publish a version that describes an intention; it describes the build that is live. If a change materially affects how we handle your data, we will tell the affected owners directly rather than rely on you re-reading this page.