Security and your data

These are the companies and systems that hold your data, what each one holds, and where.

• •Hostinger KVM VPS runs the application and its database, which holds your records, the record trail, and people's names and email addresses. It is in Manchester, in the United Kingdom.
• •Better Auth handles signing in, your session and which organisation you belong to. It is software running inside our own application on that same machine, not an outside service.
• •Cloudflare R2 holds the files you upload, photographs, and the PDFs the product produces. They are stored in the European Union, a setting fixed permanently when the storage was created.
• •Resend sends our emails, from its European sending region. Resend keeps its own records of the emails it sends, such as addresses and delivery logs, in the United States.
• •Stripe handles payments for any organisation that pays us. Stripe is not limited to the United Kingdom or the European Union, so it holds only what a payment needs: an email address, a billing address and country, and a VAT number if you gave one. Card details are typed on Stripe's own pages and never reach us.
• •Kimon Global Delivery stores nothing. It is a separate Kimon company that employs the compliance officers, and its staff will reach information stored in the United Kingdom and the European Union only through KimonComply, and only once an approved data transfer agreement is signed.

Renters' details, for the property module, are held in the same database in Manchester.

Everything travels over an encrypted connection, both between your browser and us and between the product and each company above.

Every file you upload, and every PDF the product produces, is encrypted where it is stored.

Apart from our own staff, whose rules are set out below, only an organisation's members can see its records, either by signing in or through a link we email them to answer audit questions. The one exception is a read-only link the organisation chooses to send, for example to its auditor. The database itself keeps each organisation's records apart from every other organisation's, rather than trusting the screen to hide them.

The compliance officers, and some of the people who do support for KimonComply, are employed by Kimon Global Delivery, a separate Kimon company. The same rules apply to them in both modules: they may work on an organisation using ISO standards, for example to help with support, as well as on one using property compliance.

• •They can see or change an organisation's records only through an access grant that is limited in time and can be withdrawn. Without one, the database itself refuses them.
• •You can see which of our staff have access to your organisation, and since when.
• •Every time one of them reads one of your records, it is written to a log you can see.

The companies that handle your data are listed on our sub-processors page.

A compliance officer working on a property can see:

• •the renter's name, and the contact details needed to arrange access to the property
• •copies of the renter's Right to Rent documents, where you have asked for that check

The officer's list of work, across every organisation they work for, shows no renter details. The compliance officers at Kimon Global Delivery will see renters' details only through KimonComply, and only once an approved data transfer agreement is signed. That agreement is needed before the first paying property customer, and it is not yet signed.

Every change in KimonComply is recorded with who made it and when. A record cannot be quietly edited or deleted afterwards.

Three things, said plainly.

• •No ISO 27001 certificate. We have not been audited against ISO 27001, the information security standard.
• •No SOC 2 report. No outside firm has examined our security controls and reported on them.
• •Our database is not yet encrypted at rest, which means the disk it sits on is not scrambled. The files you upload are, but your records, the record trail and people's names and email addresses are not. What protects them is who can reach the machine, and that is a very short list. This is on our list of work, and this page will say so when it is done.

If you want to ask about any of this, write to info@kimonservices.com. It is a mailbox somebody reads. What KimonComply does not do, for both modules, is set out on a page of its own.