Lease Document Storage: Your Contracts, On Your Phone, Secure

Uploading a document is part of the tenant record. You can add the lease file while creating the tenant or later, when editing.

On a phone, photographing the contract is enough. On a computer you can drag a scanned PDF onto the field.

The uploaded file lives on the tenant's profile. When the tenant moves to the archive the document is kept too, so an old agreement is still there if you need it years later.

The lease itself comes first. The full signed copy, any addenda and any written agreement about rent increases should be kept together.

Property documents matter too: title deed copies, insurance policies, occupancy permits. These can be attached to the relevant property record.

A handover record and photographs of the flat's condition settle most of the arguments that arise when a tenant leaves. Photos taken at move-in prevent a dispute about damage at move-out.

• Lease agreement

  The signed copy and any addenda.

• Property papers

  Deed, insurance, occupancy permit and similar.

• Handover record

  The condition of the flat at move-in, with photos.

All data is stored encrypted and tied to your account alone. Row-level access rules are enforced at the database, so no other user can see your tenants, properties or documents however they phrase a query.

That protection lives on the server, not only in the interface. A request made from outside the app runs into the same rules.

Your password stays yours; changing it requires your current password. Your session is stored securely on your device.

Tenant information is personal data. Names, phone numbers and lease documents fall under data protection rules, and the responsible party is the landlord who collected them.

Kira Kontrol processes this data only to provide you with the service. Tenant data is never used for marketing, sold to third parties or shared with advertising networks.

The app never messages your tenants by itself. A tenant's phone number is used only when you decide to send a reminder, and only for a WhatsApp message opened from your own device. You are always the one who starts the contact.

You can request deletion of your personal data at any time. The right to remove your account and everything attached to it remains yours.

Because documents are stored in the cloud, it does not matter which device you use. A contract uploaded from your phone is there when you open your computer.

This solves something paper never could: the document is always with you. When you are meeting a tenant, at an agency or in an institution and need to check a clause, opening your phone is enough.

Even if you lose your phone the data is not on the device but on the server. Sign in from a new device and everything is where you left it.

The app can be used in Turkish, English and Russian. Changing language only changes the interface; your data stays the same.

That helps landlords working with foreign tenants and owners with property outside their home country. You can switch language to show a tenant the screen and switch back afterwards.

The currency used for amounts is a separate choice. You can keep the interface in one language while displaying amounts with a dollar, euro or rouble symbol.

The biggest risk for a landlord working from a spreadsheet is losing the file. Computers fail, files get deleted by accident, and which copy is current becomes a guess.

Kira Kontrol data sits in a managed database and is backed up regularly. Changing devices, losing a phone or deleting the app does not cost you data.

If you want to take your data out, the PDF reports serve that purpose: tenant lists, period collections and expense breakdowns can all be downloaded as documents.

The first is access. The moment you need the lease is usually the moment you are not at home: at an agency, meeting a tenant, or at an institution. A paper archive is useless then.

The second is durability. Paper is lost, torn or misplaced during a move. Keeping the only copy of a decade of rental history in a folder is, on reflection, a serious risk.

The third is connection. In a paper file the contract is in one place, payment records in another, expenses somewhere else entirely. Seeing the full picture for one tenant means looking in three places. In a digital archive the lease, the payments and the property details are parts of the same record.

Move-out is the most contested moment in renting. The deposit, damage to the flat, the state of the paintwork and outstanding bills all come up at once, and the two sides rarely remember things the same way.

Photographs taken at move-in and a signed handover record largely end that argument. The condition in which the flat was handed over is documented, so the comparison is concrete rather than subjective.

The lease does the same job. If the conditions for withholding a deposit are written down, showing that clause closes the matter. Being able to reach the document in two taps keeps the discussion short.

You do not need to move your entire history in one day, and that is exactly why most people never start. The practical route is to begin from today: photographing the current leases of your existing tenants and adding them to their records is an evening's work.

After that you repeat the step with every new tenant. The contract is photographed on the day it is signed and added to the record, leaving nothing to do later.

There is no rush for former tenants' documents. Add them as the need arises, or upload them to archived records over time. What matters is that everything from here on stays in order.

• Start today

  Photographing current leases takes one evening.

• New tenants immediately

  Photograph on signing day and nothing is left over.

• Older ones in time

  Archived records can be filled in as needed.