Kovely Data Processing Agreement
Version 1.0 · Effective 15 October 2026
1. About this agreement
This agreement forms part of the Kovely Terms of Service between you (the landlord) and RESIDENT AI TECHNOLOGIES - FZCO, UAE licence 67243, at DSO-IFZA, IFZA Properties, Silicon Oasis, Dubai, United Arab Emirates ("we"). It applies where we process personal information on your behalf through Kovely, such as tenant conversations, property reports and contractor details.
For that information, you (or the property owner you act for) are the controller and we are the processor. Where we use information for our own purposes, such as accounts, enquiries and contacting prospective customers, we are a controller and our Privacy Notice applies.
If this agreement conflicts with the Terms about personal information, this agreement applies.
2. What we process
| Item | Detail |
|---|---|
| Purpose | Running Kovely for you: answering tenant questions, handling repair reports, preparing job reports, sending notifications, and sharing jobs with contractors you invite |
| Duration | While your account is open, and until deletion is complete |
| Types of information | Names, contact details, messages, photographs, property addresses, access notes, uploaded documents, and job and contractor reply details |
| People concerned | Your tenants and other occupants, contractors, and people who work for you |
| Special category information | We do not ask for it. Users are asked not to include it |
3. What we will do
- Follow your instructions. We process the information only on your documented instructions, which are these Terms, your use and settings in Kovely, and your reasonable written requests. If the law requires us to do something different, we will tell you first unless the law prevents us. If we think an instruction breaks data protection law, we will tell you.
- Keep it confidential. People we authorise to access the information are bound by confidentiality.
- Keep it secure. We use appropriate technical and organisational measures, including those in the Annex.
- Help with requests. If someone asks us about information we hold for you, we will pass the request to you without undue delay and will not answer it ourselves unless you tell us to. We will help you respond, taking account of how the information is processed.
- Help you comply. We will give reasonable help with security, personal data breaches, impact assessments and consulting the regulator.
- Tell you about breaches. We will tell you without undue delay after we become aware of a personal data breach affecting your information, and give you the information we have.
- Delete or return. When you ask, or when your account is closed, we will delete the information through the deletion process described in the Terms. You can ask us for a copy before that. We may keep information only where the law requires it.
- Show we comply. We will give you the information reasonably needed to show we meet this agreement, and allow reasonable audits you request, on reasonable notice and subject to confidentiality.
4. Suppliers
You agree that we may use the suppliers listed at app.kovely.co/sub-processors to help provide Kovely. We will update that page before we start using a new supplier for this information and email landlords with an account. If you object to a new supplier on reasonable data protection grounds, tell us. If we cannot resolve it, you may close your account.
We use suppliers' standard data processing terms where available. We remain responsible to you for our suppliers.
5. What you will do
You are responsible for having a lawful basis for the information you put into Kovely, for giving tenants and contractors the notices they need, for giving lawful instructions, and for sharing only the information needed for each job with contractors.
6. Transfers outside the UK
We operate from the United Arab Emirates, and our suppliers may process information in other countries outside the UK. Where UK data protection law requires safeguards for such a transfer, we will make sure they are in place, and we will tell you which on request.
7. Liability, law and changes
Liability under this agreement is dealt with in the Terms. This agreement is governed by the law of England and Wales. We may update it to reflect changes to the service or the law, and we will give reasonable notice of material changes.
Questions: hey@kovely.co.
Annex: security measures
- Sign-in and access controls for landlord accounts
- Private file storage for uploaded files and photographs
- Access to information limited to authorised Kovely personnel, only when necessary to support the service, investigate faults or misuse, or carry out quality reviews
- Records of access and administrative activity
- Private links for rooms and contractor invitations, which can be revoked, and which stop working when a property is deleted
- Deletion of a property or account removes its active records and files