Privacy Policy

Policy Statement

IKRI (hereinafter referred to as, "We", "Us", "Our") is committed to the protection of personal information and has established a set of controls for ensuring that your information remains safe and according to the provisions of the law.

Contact Details

What Information is being processed, for which purpose and for how long?

We collect the following information types:

3. Information you provide to us: we collect and store any information you enter for the purpose of the services provided. Those include, but not limited to:

Access to Email Data

To provide our tenancy verification services, we request permission to access emails in your connected email account. Connecting your email account for verification purposes is entirely optional. You will only be asked to grant email access if you choose to use the email-based verification method, and you must explicitly authorise this connection at each step of the process. If you prefer not to connect your email account, we offer an alternative Live Call verification method that does not require access to your emails. You may use this method instead at any point in the verification process.

This access is strictly limited to identifying and reading emails originating from the Malta Rent Registration Board. We identify relevant emails by their subject line and verify their authenticity by inspecting email metadata to confirm they were sent from the Rent Registration Board's official servers. We do not read, access, scan, or store any other emails in your account.

How We Use Email Data

Information extracted from Rent Registration Board emails is used solely to verify tenancy-related claims on our platform, specifically:

• to confirm that a tenant has resided at a declared property;
• to confirm that a landlord owns or has owned a declared property;
• to verify a landlord's claim that a tenant has resided at their property.

We do not use email data for advertising, profiling, or any purpose unrelated to tenancy verification.

Data Minimisation and Security

We extract only the rental agreement information necessary for verification purposes. Any sensitive personal information derived from these emails is immediately processed using a proprietary hashing algorithm and is never stored in a readable or reversible form. The raw content of your emails is never stored on our systems at any point.

Google user data is processed exclusively by automated systems and is never accessible to any human, including administrators and engineers. Administrators are limited to querying whether a verified match exists for a specific rental agreement, as described under Administrative Access above.

All data transmitted between your email provider and our platform is encrypted in transit using TLS. We have appropriate technical and organisational security measures in place to protect any Google user data we access against unauthorised access, disclosure, alteration, or destruction.

Administrative Access

Access to verification data is strictly controlled. Even platform administrators are not permitted unrestricted access to this information. Administrators may only query whether a verified match exists for a specific rental agreement - either on the tenant or the landlord side - and cannot retrieve or view the underlying personal data.

Third-Party Email Providers

Where you connect a third-party email account (such as Gmail) to our platform, we access your emails solely through the provider's official authorisation mechanisms (such as OAuth 2.0). We only request the minimum permissions necessary to locate and read relevant Rent Registration Board emails. We do not store your email credentials.

Automated Decision Making

We have not established mechanisms for automated decision making through the processing of your data, and all reviews submitted are manually vetted. However, should we introduce such functionality, we will inform the user on how the data collected will be processed.

Disclosure to 3rd parties

We may disclose information to third parties (partners). Those are the following:

• Aggregated information, which does not include any personal identifiable information
• Any lawful order we may receive from the respective authorities or Court of Laws.

We make use of a third-party software vendor to verify the identity of our users when submitting a review and/or creating an account, and as such, the user is bound by the terms and conditions of the software vendor, and the user acknowledges that the software vendor may collect and store personally identifiable information. It is to be noted that We do not have access to such data, and such data can not be retrieved by us.

Data Transfers

The Data that you provide us with is hosted and stored within the European Union, with our service provider being located in Germany, and the data being stored as per GDPR requirements

You can request a copy of this data anytime – please refer to the requests section.

Security Controls

Only We will have access to the information and data you provide us with. We will not share any personally identifiable information to third-parties, without your written consent. We may however be compelled to share information and/or data if We are presented with a lawful request.

Rights and Requests

You have the right request controlling your personal data in multiple ways, subject to other laws of the jurisdiction. Those include:

For exercising your rights please use the contact details at the beginning of this policy for submitting a request and we will make sure that we reply in due time.

Further processing

In case we conduct further processing to your personal data, we will make sure that we will inform you prior to that processing and provide all the necessary details and reasons.

Cookies

A cookie is a small file which asks permission to be placed on your computer's hard drive. Once you agree, the file is added and the cookie helps analyse web traffic or lets you know when you visit a particular site. Cookies allow web applications to respond to you as an individual. The web application can tailor its operations to your needs, likes and dislikes by gathering and remembering information about your preferences.

We use traffic log cookies to identify which pages are being used. This helps us analyze data about web page traffic and improve our website in order to tailor it to customer needs. We only use this information for statistical analysis purposes and then the data is removed from the system.

Overall, cookies help us provide you with a better website, by enabling us to monitor which pages you find useful and which you do not. A cookie in no way gives us access to your computer or any information about you, other than the data you choose to share with us.

You can choose to accept or decline cookies. Most web browsers automatically accept cookies, but you can usually modify your browser setting to decline cookies if you prefer. This may prevent you from taking full advantage of the website.

Links to Other Sites

Our website may contain links to other websites of interest. However, once you have used these links to leave our site, you should note that We do not have any control over that other website. Therefore, We cannot be responsible for the protection and privacy of any information which you provide whilst visiting such sites and such sites are not governed by this privacy statement. You should exercise caution and look at the privacy statement applicable to the website in question.