Inkaroom is operated by Inkaroom Ltd (company number 17471697), registered in England and Wales at Rear Office, Merrydale Works, Linford Road, Grays RM16 4LQ, United Kingdom. We are the data controller for your account and for the information described here. We have not appointed a Data Protection Officer; privacy questions go to the director at support@inkaroom.com. General enquiries: hello@inkaroom.com.
Everything you capture is saved on your phone first and works with no signal: floor plans, scans, photos, documents, measurements, forms, checklists, inventories and the project details you type.
When you are signed in, your work is backed up to your own account automatically a few seconds after each save — the scans, the properties, the photographs and the inventories. This is what lets a new phone restore your work. It is stored against your account and nobody else's; other users cannot see it, and we do not look through it except to answer a support case you raise.
You can see when the last backup ran, and how much is still waiting, in Settings.
The camera is used for scanning rooms, taking evidence photographs and scanning documents. The photo library is used when you choose to attach an existing picture to a survey or a support message, and to save exported plans and PDFs.
Used for two things. First, printing the coordinates and the time onto the strip along the bottom of an evidence photograph, so the picture can show where and when it was taken. The coordinates and time are part of the photograph — printed on it and stored with it as metadata, backed up with it, and present in any PDF or export you produce. Second, when you tap "Use my location" on a new project, your position is used once to fill in the address.
To show whether a property is in a conservation area or a listed building, the property's location is sent to the government's planning.data.gov.uk service. We only show whether it is in a conservation area or a listed building. Always check with the local council.
Nothing tracks you, nothing records your location in the background, and declining the permission simply leaves that line off the photographs. Everything else works as normal.
Your name and email address are held so you can sign in and so your work can be backed up to you. If somebody referred you, the fact of the referral is recorded so the reward can be given. If you sign up on inkaroom.com we do not send a confirmation email; the address is verified when you pay through Stripe.
If you allow notifications, Apple issues your device a push token which we store against your account and send to Apple's Push Notification service (APNs) with the message text — for example a new job's date, first line of address and job type. Dead tokens are removed automatically. Turn notifications off in iPhone Settings at any time.
If you join a company on the Inkaroom portal, your name, email and role are visible to that company's administrators, and jobs assigned to you (customer address, visit date, job type) are shared with you and your company. The company is the controller for its customers' details.
Inventories and reports contain information about landlords, tenants and occupants — names, signatures captured on the phone, and photographs of the property and its contents. You are the data controller for that information and Inkaroom Ltd processes it only as your processor, on your instructions, to store and back it up. You are responsible for telling those people and for having a lawful basis. Our data processing terms are available on request.
If you connect your account to Swiftcroft (another product of Inkaroom Ltd's owner), Swiftcroft can read — but not change or delete — your inventories, including landlord and tenant names and the check-in record. We store only a hashed copy of the connection key. You can revoke the link at any time in Settings, after which Swiftcroft receives nothing.
When a completed heat-pump or solar job earns a tree, we send your company's name — never the customer's address or any personal data — to Tree-Nation to plant it, and we publish the company name, tree count and species on inkaroom.com/trees. If you would rather not be named, tell support.
"Message support" sends what you write, and any screenshots you attach, to our support system so we can answer you. It is kept with your account and with the reply. Your device model, iOS version, app version and plan are attached, and that list is shown to you before you send.
In the app, Apple confirms the purchase and we record the product, transaction ID and date so we can give you what you paid for. On inkaroom.com, payment is taken by Stripe Payments UK Ltd; Stripe collects your card, name and billing address and we receive your Stripe customer ID, the plan bought and payment status. We never see your full card details. Stripe is an independent controller for fraud prevention and its own privacy policy applies.
The app contains no advertising and no third-party analytics SDK, and we do not sell your data or share it with anybody for their own purposes. Our website uses Vercel Web Analytics, a cookieless page-view counter that does not identify you across sites. Your surveys and the properties in them are yours.
inkaroom.com sets no advertising or tracking cookies. app.inkaroom.com keeps a strictly necessary sign-in token in your browser. Vercel Analytics uses no cookies. Stripe sets its own cookies on the checkout page for fraud prevention.
Contract: account, backups, purchases, support, referral rewards. Legal obligation: keeping purchase records for 6 years for HMRC. Legitimate interests: account security, fraud prevention, sending job notifications to team members, counting website page views, understanding why accounts are closed. Consent: camera, photo library, location and notification permissions, which you can withdraw in iPhone Settings. We do not use your data for marketing without asking.
Your account and backups are stored with Supabase in London (eu-west-2). The website and portal are served by Vercel Inc. Account and support emails are delivered by Resend. Some processors are outside the UK: Apple (push notifications and App Store receipts, USA), Stripe (web payments), Resend (USA), Vercel (USA) and Tree-Nation (EU). Transfers to the EU rely on the UK adequacy regulations; transfers to the USA rely on the UK Extension to the EU–US Data Privacy Framework or the ICO's International Data Transfer Addendum. Each processor acts only on our instructions.
Data is encrypted in transit and at rest. Access to your backups is restricted so only your login can read them; staff access is limited to support cases you raise.
For as long as your account exists. "Delete my account" deletes your surveys, inventories, backups and every photograph — including any personal data they hold about tenants and other occupants — immediately and permanently. Your login, business profile and logo are kept for 30 days; if you sign in during that time the account reopens empty and the deletion is cancelled; otherwise everything is purged on the next nightly run. Support history is removed within 30 days. Purchase records — the product, dates, amounts, Apple or Stripe transaction IDs and the email address on the account — are kept for 6 years as UK tax law requires. If you tell us why you are leaving, your answer is kept without your name or email so it cannot be linked back to you.
You can ask for a copy of your data, have it corrected, have it deleted, restrict or object to our processing, receive it in a portable format, and withdraw any consent at any time. We answer within one month. "Export my data" produces a copy of everything on this phone. To delete your account: in the app, Settings → Help & support → Delete my account; on the portal, Settings → Account → Delete account; or email support@inkaroom.com from your account email. You can complain to the Information Commissioner's Office at ico.org.uk or 0303 123 1113.
Inkaroom is a professional tool for adults. We do not knowingly collect data from anyone under 18; if you believe we have, email support@inkaroom.com and we will delete it.
If this policy changes in a way that matters, the app will tell you the next time you open it. This version: 8 October 2026.