Privacy policy

Who is responsible

The controller of your personal data is [Company legal name and legal form], [Registered office address], Luxembourg, registered with the Luxembourg Trade and Companies Register (RCS) under [RCS number] (“mydossier”, “we”).

For anything about your data, write to hello@mydossier.lu. We answer within one month.

What we collect and why

We only collect what the service needs. For each kind of data, here is what we use it for and the legal basis under the GDPR:

• Your account. Your email address, your name if you give it, your language and your settings. We use them to sign you in with a one-time link or code and to send the notifications you have not switched off. Basis: our contract with you (Art. 6(1)(b) GDPR).
• Your dossier. What you tell the assistant: who is moving (adults, teenagers, children), pets, move-in date, how long you plan to stay, your income and how you earn it, your plans and the text about you. Ages, photos and nationality are optional and hidden from agencies unless you choose to show them. Basis: contract.
• Your documents. The files you upload, for example employment contracts, payslips, bank statements, passports and residence permits. We do not keep the original file names. Basis: contract.
• Your search and applications. Your must-haves, the places you add (such as work or school, to work out travel times), the listing links you paste, the homes you apply to, their stages, viewings and notes, and the messages we draft for you. Basis: contract.
• Your conversations with the assistant. The messages you write while building or updating your dossier. Basis: contract.
• Who opened your dossier. When someone opens one of your private links, we record the link, the time and a salted hash of their IP address, so you can see who opened what. Basis: our legitimate interest in showing you who looks at your dossier (Art. 6(1)(f) GDPR).
• Agency details. When someone at an agency asks for a document or signs up, we collect their name, work email, company and, where relevant, which document they asked for. Basis: our legitimate interest in answering them and passing the request on to you, or their consent where they ask to hear from us.
• Technical data. Server logs and error reports (time, page requested, browser, IP address) that we need to keep the service running and secure. Basis: legitimate interest.

How we protect your documents

• Every file is encrypted with its own key before it is stored. That key is encrypted with a key that belongs to you alone, which is in turn protected by a master key that never leaves our application servers. A copy of the file storage or of the database reveals nothing on its own.
• Files are decrypted only in memory, when you or someone you approved opens them, or while we check them. Decrypted files are never written to disk.
• Sensitive documents stay locked. An agency can ask for one; it opens only after you approve, for the number of days you choose (3, 7 or 14), and every page carries a watermark with the agency’s name and the date.
• You sign in with a link or a 6-digit code sent to your email. Links work once and expire after 15 minutes. Your session lives in a secure cookie that scripts cannot read, and signing out ends it immediately.

AI features

The assistant, the polishing and translation of your dossier, document checks, listing summaries and drafted follow-ups use an AI provider (see “Who we share data with”). Only the text and files a task needs are sent.

Document checks note what kind of document it is, a short title and description, the period it covers, who issued it and which members of your household it concerns. They never extract passport, ID or social security numbers, IBANs, account numbers or dates of birth. You can switch document checks off in Settings (“Check my documents with AI”); your documents then stay “Uploaded” without an AI check.

We do not keep the text sent to or returned by the AI provider. We only keep a technical record of each call (which task, how much text, whether it worked) for 12 months.

Listings you paste

When you paste a link to a listing, our reader mydossierbot opens that page once and keeps only the key facts (rent, charges, size, rooms, commune, availability, features and money terms) plus the link. We never keep the page itself, the description text or the photos.

The homes you add are private to you: no other tenant and no agency can see your list. The picture shown for a pasted home is an aerial view of a public place nearby, never of the home’s own address.

Who can see your data

• The agencies you share with. Each agency gets its own private link to a read-only version of your dossier, and you can switch any link off at any time. Once an agency has seen something, we cannot make them forget it, so share what you are comfortable with.
• Nobody else. Your dossier cannot be opened without a private link, and search engines are told not to index it.
• Our team, only when needed. A small number of people at mydossier can access account data to run the service, answer your support requests or meet legal obligations. Such access is logged. Your documents stay encrypted and are not opened for routine work.

We do not sell your data and we do not use it for advertising.

Who we share data with

We use a few service providers (processors). They handle data only on our instructions, under a data processing agreement:

• [Hosting provider, country]: the servers that run mydossier.lu and its database.
• Amazon Web Services: storage of your encrypted files in an EU region ([AWS region]). AWS only ever holds encrypted data.
• Anthropic (United States): the AI provider for the assistant, translations, document checks and summaries.
• Mapbox (United States): maps and aerial images, and finding the map position of homes and of the places you add. Map images load from Mapbox in your browser, so Mapbox sees your IP address.
• Twilio SendGrid (United States): delivery of sign-in and notification emails.
• Sentry ([Sentry data region]): error reports that help us fix problems. We do not send document contents or dossier text to Sentry.

Where a provider processes data outside the European Economic Area, the transfer is covered by an adequacy decision of the European Commission (such as the EU–US Data Privacy Framework) or by its standard contractual clauses. If we add or change a provider, we update this list first.

How long we keep data

• Your account, dossier and documents: until you delete them or your account.
• When you delete your account, your personal key is destroyed at once, so nobody can decrypt your documents any more, and all your links stop working. The remaining data is erased after 30 days.
• Activity history (who opened what, requests, approvals): 24 months.
• IP address hashes of people who opened your links: 90 days.
• Homes you removed, and listing facts nobody uses any more: 12 months.
• Technical records of AI calls: 12 months.
• Used or expired sign-in links and codes: 7 days.
• Your data export: until you download it, at most 24 hours. Dossier PDFs: 7 days.
• Agency requests and sign-ups: [Retention period for agency requests].

Your rights

You can ask to access, correct, delete, restrict or take away your data, object to processing based on legitimate interest, and withdraw consent at any time. Much of it you can do yourself:

• Export: in Settings, request a copy of your data and documents. It is ready shortly and can be downloaded once, within 24 hours.
• Correct: edit your dossier directly or with the assistant.
• Delete: in Settings, delete your account. This cannot be undone.

For anything else, write to hello@mydossier.lu. If you think we have not handled your data properly, you can complain to the Luxembourg data protection authority, the Commission nationale pour la protection des données (CNPD), or to the authority where you live.

Cookies

We only use cookies the service cannot work without: myd_session keeps you signed in (30 days, not readable by scripts), myd_locale remembers your language on public pages, and myd_agency_lead remembers, on the device you used, the name, email and agency you left in our agency form, so dossier links don’t ask you twice (1 year). We use no analytics or advertising cookies, which is why there is no cookie banner.

Changes to this policy

When we change this policy, we update the date at the top. If a change affects how we use your data, we tell you by email or in the app before it takes effect.