Handle tenant data, service charge accounts, board decisions with end-to-end encryption. Audit trail for ARMA/TPI compliance. Email forward from tenants whitelisted to the correct building.
Each building has 30 residents, each resident sends emails with photographs of damage, invoices for reimbursement, service charge queries. Fifteen buildings = 450 residents, thousands of emails. Nothing is indexed by building. Finding "that email about the lift maintenance from April" is a Monday afternoon.
Board meeting minutes go out as a Word attachment. Directors sign by email reply. Three copies circulate, nobody knows which is the final signed version. At the next board meeting, a director disputes a clause. There is no reliable record of who agreed to what.
Historic service charge accounts, warranties on works, rights of way agreements, deeds for the building's common parts. Accumulated over 15 years between previous managers, two handovers, an acquisition of the management company. When the residents' committee asks for documentation on that dispute from 2014, it's archaeology.
Board decisions, contractor quotes, resident complaints — everything arrives by email. Forward to a dedicated address for each building and it lands encrypted in the correct building and matter. Whitelisted resident senders: only emails from registered owners are accepted.
Each building has its own vault, organised by year and category. Pre-configured sub-folders: service charge accounts, contractor invoices, board resolutions, insurance certificates, regulatory correspondence. Templates customisable for different property types (leasehold block, resident-managed, RTM company).
Each resident has read-only access to documents regarding their building (accounts, minutes). No access to documents about other residents (disputes, arrears). Activation via invitation, secure, with 2FA mandatory.
Directors confirm reading a resolution with PIN + 2FA. RFC 3161 timestamp, cryptographic audit. In case of dispute from a resident over a controversial decision, you have proof of the directors' approval.
When a property management company hands over or loses a building, the complete archive of the building can be exported in one click as an encrypted package. The incoming manager receives, with keys provided by the residents' representative. No loss of historical documentation.
Service charge accounts: 6 years (landlord and tenant law). Board resolutions: indefinite. Maintenance invoices: 10 years (warranties). Automatic configuration per document type, with certified deletion at expiry.
Property manager Khan oversees 15 buildings in central Manchester. 11:30pm Friday: the lift of "Riverside Court" stops working. The resident sends a photograph of the alert panel on WhatsApp.
Khan forwards the WhatsApp message to the building's import address. The photograph lands encrypted in the "Riverside Court — Emergency 2026-03" folder. Saturday morning calls the service company, uploads the estimate to the same folder.
The two residents' committee directors (authorised signatories for expenditure up to £3,000) receive notification. Open the folder, read the estimate, confirm with PIN + 2FA: certified acknowledgement. Khan approves the works.
Monday, Khan sends a communication to all residents: the work will be executed this week. Three months later, a resident disputes the expense at the next residents' committee meeting. Khan exports the audit trail: estimate, board approval (with signatures), invoice, payment. The dispute is resolved in 5 minutes on documentation.
Before, an extraordinary intervention was three weeks of email threads and phone calls. Now it's a Securoo folder with the complete story, signed and sealed.
Securoo provides the technical and organisational measures expected by ARMA/TPI standards on client data protection, record keeping, and accessibility to beneficiaries. Compliance statement mapping our controls to ARMA Consumer Charter available on request.
Yes. Default: resident sees own service charge statements and common building information. Can be extended case by case: e.g., legal representative of the residents' committee with broader access. Each permission tracked in audit trail.
Section 20 notices can be issued via Securoo certified acknowledgement: legally valid delivery with timestamp, individual receipt confirmation per leaseholder. Saves the cost and friction of formal postal service.
Business plan (£199/month): 500 "client areas" that for property managers typically map to 500 residents across multiple buildings. For practices managing 300+ buildings, Enterprise plan with custom scoping is more appropriate.
7 days free trial, no card required. Pre-configured for UK block management. ARMA and TPI member discounts available.
