The dates work for you
Every dated document feeds the calendar over a rolling twelve months and triggers an alert before the deadline. That is the difference between storage space and a file that warns you.
Tenancy agreements and documents
Your documents, and the dates that make them expire.
A filing cabinet does not warn you. The problem with a property file is not filing — it is that half the documents have an end date, and that date only reminds you of itself when you come to re-let or sell.
- 8typed surveys, including a structured EPCpilot/models.py::TypeDocument (EPC, asbestos, lead, electrical, gas, termites, ERP, noise)
An expired survey is discovered on the day you need to re-let.
The technical survey file must be annexed to the tenancy agreement at signature. It is a short sentence hiding heavy machinery: each survey has its own period of validity, and they do not coincide. A landlord who put together a complete file on purchase finds themselves, four years later, with some documents valid and others not — without any of them looking different. The day a tenant leaves, they discover they cannot sign the next tenancy agreement until a surveyor has come back, and they lose weeks of rent. A useful data room is therefore not storage space: it is storage that knows the dates.
- Documents attached to the property, the tenancy or the tenant — not to a vague folder
- An expiry date per document, feeding the calendar and the alerts
- Eight typed surveys, and a structured EPC with its rating and its expiry date
- Read-only sharing with a third party, with a viewing log
- A document space for the tenant: their lease, their diagnostics, nothing else
In practice.
Every document is attached to what it concerns
To the property — deed, building regulations, surveys, property tax, landlord’s insurance —, to the tenancy — signed agreement, amendments, inventory report, letters exchanged — or to the tenant. This link decides what you find again, and what follows a tenancy when it ends.
You set the expiry date when there is one
Surveys, non-occupying owner’s insurance, a tradesman’s ten-year liability cover. This date is not decorative: it is what will feed the regulatory calendar and the alerts.
The EPC is structured, not just stored
Energy class, climate class, consumption and emissions values, survey number, expiry date. That is what lets you draw the consequences — the ban on reviewing the rent for the lowest classes, the ban on letting in due course.
A compliance score sums up the state of the file
Out of a hundred points, split between surveys, documents, insurance and legal documents. It is not a mark for good behaviour: it is a list of what is missing, presented in the order in which it will cost you most.
You share read-only, and you know who has read
A link gives an accountant, a spouse or a business partner read access, with no account to create. Each viewing is recorded in a dated log — which makes the promise of confidentiality verifiable, and not merely asserted.
Delete really deletes
Deleting a document removes the database row AND the stored object. A “deleted” file that remains accessible at its address is a leak waiting to happen, and it is a very common flaw.
What it changes
The resale or guarantee file is already put together
On the day of a sale, a rent guarantee claim or an inspection, the export exists. Rebuilding a complete file after the event always takes longer than you think, and there is always a document missing.
Your accountant no longer has to chase you
Read-only access, a link, and they help themselves. It also avoids sending documents by messaging apps, where they end up circulating without anyone knowing where any more.
The law, and the pitfalls
The technical survey file must be annexed to the tenancy agreement when it is signed.
art. 3-3 of Law No. 89-462 of 6 July 1989
Validity periods differ from one survey to another — ten years for the EPC, six years or unlimited for the lead exposure risk report depending on its result, three years for the gas installation report. A file put together in one go therefore expires piece by piece, and without warning.
The tenant must provide proof each year, at the landlord’s request, of insurance against tenant’s risks.
art. 7 g) of Law No. 89-462
At the landlord’s request: the proof does not arrive of its own accord. A landlord who has never asked has nothing to rely on on the day of a claim, and discovers at that moment that the home was no longer covered.
Personal data must only be kept for as long as necessary for the purpose pursued, and the controller must ensure its security.
art. 5.1.e and art. 32 of Regulation (EU) 2016/679 (GDPR)
A tenant’s identity documents and payslips do not need to outlive their tenancy indefinitely. And “deleted” must mean deleted: an object still reachable at its address despite its database row having gone is a breach of the security obligation.
What Pilot refuses to do
We never show your private documents to the tenant
Their space gives them their tenancy agreement, their diagnostics and their receipts — what the law owes them. Your deed of purchase, your loan, your invoices or your property tax never appear there, even through a settings mistake: it is a list of excluded types, not a switch. And a tenant never sees another tenant’s documents.
art. 3-2 and 3-3 of the law of 6 July 1989; art. 5.1.c of the GDPR
We do not keep the documents of an unsuccessful applicant
They are purged automatically after the decision. A stock of identity documents belonging to people who will never be your tenants serves no purpose, and is pure risk.
art. 5.1.e of the GDPR
We do not keep an unwatermarked original
Documents received with an application are watermarked on receipt, and the original does not survive. An identity document circulating without a watermark can be used for something other than what it was supplied for.
Availability
Included from the Essentiel tier.
- 7-day trial at launch, card required
- No commitment
Frequently asked questions
What happens when a survey expires?
An alert is produced in advance and the deadline appears in the calendar over a rolling twelve months. That is the point of entering the expiry date: without it, the document is stored but silent.
Do you track my tenant’s insurance?
Yes. You are alerted thirty days before your tenant’s home insurance certificate expires, then on the expiry date. If you switch on the automation, Pilot asks them for the new certificate, then reminds them fifteen days later — and stops as soon as they upload it to their space. Formal notice remains your decision. Your own landlord insurance also has its alert, thirty days before it falls due.
Is deletion real?
Yes: the database row and the stored object are removed. A file whose reference is deleted but which remains reachable at its address is a leak waiting to happen.
How do I give my accountant access?
Through a read-only sharing link, with no account for them to create. Each viewing is recorded in a dated log that you can consult — that is what makes the promise verifiable.
What is the compliance score for?
To see at a glance what is missing from a property’s file, split between surveys, documents, insurance and legal documents. It is not a mark: it is a list of gaps, in the order in which they will cost you most.
Right next to it.
Deadlines and compliance
Twelve months ahead of you, not twelve months behind.
EPC, surveys, insurance, end of tenancy, tax deadlines, over a rolling twelve months.
Tenancy agreements and documents
The tenancy agreement fills itself in from the file, not from a blank page.
Unfurnished, furnished, student, mobility, seasonal, flat-share, mixed-use, garage, commercial 3/6/9 and professional, pre-filled from the property’s data — one lease per unit in a building. You never start from a blank page.
Tenancy agreements and documents
Check-out is compared with check-in, automatically.
Room by room, time-stamped photos. The check-out is compared automatically with the check-in, and the PDF is archived.
Tenancy agreements and documents
The files first. The names only if you ask.
One public link per property. The application is submitted without an account or cookie, documents are limited to what the decree allows, and the comparison hides names. Documents are viewed watermarked, each opening traced, with a completeness grid — with no mark and no ranking.
The property
You enter an address. The property fills itself in.
Enter an address: land registry, DVF price per m², natural hazards and value estimate arrive on their own. No integration work on your part.
Content reviewed on 2026-08-06.
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