Terra — Privacy Policy
This policy explains what personal data Terra Appraisal Ltd (company number 15936013, 128 City Road, London EC1V 2NX) collects when you use Terra at terra-appraisal.com, why we collect it, where it is stored, who we share it with, and the rights you have over it.
We are the data controller for the personal data described in sections 2 to 4. For the content of your appraisals (section 5) you are the controller and we act as your processor.
If you have any question about this policy or want to exercise a right, email info@terra-appraisal.com.
1. Who this policy covers
Anyone who visits the site, creates an account (Free, Basic or Pro), subscribes to a paid plan, submits a form to us, or receives an email from us.
2. What we collect and why
| What | Why | Lawful basis |
|---|---|---|
| Your name, email address and password (stored as a salted hash — we cannot read it), and, if you give them, your phone number and your organisation's name; account tier and sign-up date | To create and run your account and let you sign in; your organisation's name is printed on the workbooks you export | Contract |
| Email verification status and tokens | To confirm you control the address you registered | Contract |
| Records of your acceptance of the Terms and Conditions and this policy: version, timestamp, IP address, browser identifier | To show what you agreed to and when | Legitimate interest (evidencing the agreement) and legal obligation |
| Subscription details: plan, billing interval, start date, renewal date, cancellation date, beta-tester status, Stripe customer and subscription identifiers | To bill you correctly, apply discounts, enforce the minimum term and let you manage renewal | Contract |
| Sign-in and security logs: IP address, browser identifier, timestamps, failed sign-in attempts, password-reset requests | To keep accounts secure, block repeated sign-in attempts and investigate misuse | Legitimate interest (security) |
| Feature requests, error reports and team-pricing enquiries you submit, including name, firm, email and message | To respond to you and improve the service | Legitimate interest and, where you ask us to quote, steps before a contract |
| Emails we send you about your account, billing, renewals, price changes and changes to these terms | To run the service and meet our obligations to you | Contract and legal obligation |
| Occasional product news, if you are a customer and have not opted out | To tell existing customers about relevant changes | Legitimate interest, with an opt-out link in every email |
We do not ask for your date of birth, home address or any special-category data.
Payment card details never reach us. They are entered on a page hosted by Stripe and held by Stripe. We receive a customer identifier and the subscription's status, plan and dates.
3. Cookies and local storage
We use two strictly necessary cookies. One keeps you signed in: it is set only when you sign in, and cannot be read by other sites or by scripts on the page. The other records that you have accepted the disclaimer shown before the application opens, and lasts only until you close your browser.
The application stores your current appraisal inputs and display preferences in your browser's local storage so that your work survives a page refresh. This data stays on your device and is not sent to us unless you save an appraisal on a Basic or Pro plan. You can clear it from the application menu or through your browser.
We do not use advertising cookies, tracking pixels, or third-party analytics anywhere on the site.
4. Where your data is stored and who processes it
We use a small number of specialist providers. Each acts on our instructions under a written data-processing agreement.
| Provider | What they do for us | Where the data is | Transfer safeguard |
|---|---|---|---|
| Render Services, Inc. (US) | Hosts the Terra application and its database | The application, the database and its backups all run in Render's Frankfurt, Germany region, confirmed by Render in writing on 5 September 2026. Separately, Render's operational data about the service — activity logs, performance metrics and connection metadata — is handled by its centralised systems in the United States | Render's data-processing agreement, which incorporates the UK Addendum to the EU Standard Contractual Clauses and covers the EU–US Data Privacy Framework and its UK Extension. Render staff outside the EU may access data in this region where necessary to provide the service, under least-privilege access, SSO or multi-factor authentication, and regular audits |
| Stripe (Stripe Payments Europe Limited, Ireland, and Stripe, LLC, US) | Takes payments, manages subscriptions, and emails your payment receipts, invoices and any renewal reminders | Stripe's EU and US infrastructure | Stripe's data-processing agreement, Standard Contractual Clauses with the UK Addendum, and the EU–US Data Privacy Framework with its UK Extension |
| Resend, Inc. (US) | Sends our own transactional emails: sign-in verification codes, password resets, and notices that a payment has failed or that access has been restored | Emails are dispatched from Resend's Ireland sending region; Resend's account records, delivery logs and email metadata are held in the United States | Resend's data-processing agreement and Standard Contractual Clauses with the UK Addendum |
| Web3Forms (operated by Web3Creative) | Delivers to us, by email, the messages you send through the in-app feedback and technical support form: the name, email address and message you enter, with technical details of the page you were on | Web3Forms' service, which holds submissions on Amazon Web Services infrastructure | Web3Forms' data-processing agreement, which covers the UK GDPR |
We keep the personal data that leaves the UK to the minimum: email addresses and the message content of our transactional emails go to Resend; billing identity and card data go to Stripe, which also sends your receipts and invoices; messages you send us through the in-app support form go to Web3Forms; your account and your appraisals live in Frankfurt, and so do Render's backups of them.
Our own backup copy. Once a day we also make a copy of the Terra database - your account details, your saved appraisals and the records described in section 2 - and keep it on equipment owned by Terra Appraisal Ltd in the United Kingdom, on an encrypted drive; each copy is also itself encrypted. It does not include card details, which we never hold. The copy exists only so that we can restore the service if the hosted database is lost or damaged; it is not shared with anyone, and each copy is deleted after 30 days (section 6). Because it is held by us, in the UK, it does not involve another provider or a transfer outside the UK.
Our hosting provider keeps its own operational records about the service — activity logs, performance metrics and the source and destination of connections — on centralised systems in the United States. Those records are about how the service is running rather than about the contents of your appraisals, but they can include an IP address, which is personal data. For that category Render acts as an independent controller under its own privacy policy rather than on our instructions, and the transfer is covered by the EU–US Data Privacy Framework, or by the Standard Contractual Clauses if that Framework ceases to apply.
We do not sell personal data and we do not share it with anyone else, except where the law requires it, to enforce our terms, or to a successor if the business is sold (in which case this policy continues to apply).
5. Your appraisals
The assumptions you enter and the cash flows, metrics and workbooks produced from them belong to you.
- On the Free plan nothing is stored on our servers after your session. Your record is the workbook you export.
- On Basic and Pro plans, appraisals you save are stored in our Frankfurt database so you can restore and share them.
Appraisal content is normally about properties, not people, but you may choose to enter names — a tenant, a vendor, a client. If you do, you are the controller of that data and we process it only to provide the service to you. We do not read your appraisals, use them to train anything, compare them across users, or disclose them, unless you share them with your organisation from within the application or ask us to look at one to fix a problem.
Saved appraisals are deleted thirty days after an account is closed.
6. How long we keep things
| Data | Kept for |
|---|---|
| Account details | Life of the account, then 30 days |
| Saved appraisals | Life of the account, then 30 days |
| Terms and privacy acceptance records | 6 years after the account closes |
| Billing and subscription records | 6 years after the transaction, as required for tax and accounting |
| Sign-in and security logs | 12 months |
| Our daily backup copies of the database | 30 days each, then deleted - so information removed from your account can remain in a backup copy for up to 30 days |
| Form submissions (feature requests, enquiries) | 2 years, or until resolved if longer |
| Email delivery logs at Resend | Per Resend's retention, currently a rolling period of days rather than months |
| Support form messages at Web3Forms | Per the retention period set for our form at Web3Forms |
7. Your rights
Under the UK GDPR you can ask us to:
- tell you what personal data we hold about you and give you a copy;
- correct anything inaccurate;
- delete your data (subject to the retention periods in section 6 where the law requires us to keep records);
- restrict or object to processing based on legitimate interest;
- give you your data in a portable format — for appraisals, the Excel export already does this;
- withdraw consent where we relied on it.
Email info@terra-appraisal.com. We will respond within one month. We may ask you to confirm your identity first.
If you are not happy with how we handle your data you can complain to the Information Commissioner's Office at ico.org.uk or on 0303 123 1113. We would rather you told us first so we can put it right.
8. Security
All traffic is encrypted in transit (TLS). Passwords are stored as salted hashes that cannot be reversed. Sign-in cookies are marked so other sites and scripts cannot read them. Repeated failed sign-in attempts are blocked automatically. Password-reset links work once and expire within the hour. Access to the production database is limited to the company's director and protected by multi-factor authentication. Our daily backup copy of the database (section 4) is encrypted, and kept on an encrypted drive on our own equipment.
If we discover a breach that puts your data at risk we will tell you and, where required, the ICO within 72 hours.
9. Children
Terra is a professional tool and is not intended for anyone under 18. We do not knowingly collect data from children.
10. Changes to this policy
When we change this policy we will publish a new version with a new version number and date on our website. Material changes will also be announced by email before they take effect.
11. Contact
Terra Appraisal Ltd 128 City Road, London EC1V 2NX info@terra-appraisal.com