How we handle the jobs you send us
Your jobs include details about your clients' tenants and their homes. Here is exactly what happens to them, in plain English. If your data protection lead has questions, we'd be glad to hear from them.
What to send
For the side-by-side comparison, send up to 20 completed past jobs: the work order, the operative's report, any site photos and the priced sheet you billed. Email is fine to start with. For larger sets we'll send you a secure upload link, so nothing large travels by email. If you go on to the free trial, that covers up to 10 live jobs after an intro call.
What we do with them
Our AI codes and prices each job, and we send the results back to you next to what you billed. We use your jobs only for that comparison. Nothing else.
Who sees them
- A small number of our own team, only as needed to run the comparison.
- Carefully chosen sub-processors that host our systems and run our AI. They act only on our instructions and are bound to protect your data. We'll give you the list on request.
- No one else. We never share your jobs, prices or rates with another customer or anyone outside that list.
Where they're stored
Our systems are hosted on Amazon Web Services in the UK and EU. Some AI processing by our sub-processors may take place outside the UK. Where it does, we use the safeguards UK data protection law requires, and we're happy to give you the details.
How long we keep them
We delete your jobs and our working copies within 30 days of sending your results back, or sooner if you ask. Tell us when, and we'll confirm once it's done.
Removing tenant details
You're welcome to remove tenants' names, phone numbers and other details before sending. The comparison works well with just the job, the property type and the work done. If photos show people or personal belongings, feel free to leave them out.
The legal side, briefly
For this comparison you stay in control of your data: you are the controller and we act as your processor under UK GDPR and the Data Protection Act 2018. We're happy to sign a short data processing agreement before you send anything. If you hold this data on behalf of a housing association or council, it's worth checking your contract with them allows you to use a service like ours. We can help with the wording.
Questions
Email hello@chordatasoftware.com and we'll come back to you quickly. You can also read our privacy notice.
Chordata Software is a trading name of Ciall Group Ltd, registered in Northern Ireland, company number NI734722, VAT number GB504702034.
Last updated 18 October 2026.