Privacy Policy

Introduction

This Privacy Policy explains how we collect, use, store, and protect your personal data when you use the Tenant Portal. We are committed to protecting your privacy and complying with the UK General Data Protection Regulation (GDPR) and Data Protection Act 2018.

1. Data Controller

As the Data Controller, we determine how and why your personal data is processed. If you have any questions about how we handle your data, please contact us using the details above.

2. What Personal Data We Collect

We collect and process the following categories of personal data:

3. Legal Basis for Processing

We process your personal data under the following legal bases defined by GDPR Article 6:

4. How We Use Your Data

We use your personal data for the following purposes:

• Tenancy Management: Creating and managing your tenancy agreement, processing rent, and handling deposits
• Maintenance Services: Processing maintenance requests, coordinating contractors, and resolving property issues
• Communication: Sending important notices, reminders, and updates about your tenancy
• Compliance: Meeting legal obligations including gas safety certificates, EPCs, and deposit protection schemes
• Financial Administration: Invoicing, payment processing, and arrears management
• Security: Protecting your account from unauthorized access and fraud
• Service Improvement: Analyzing portal usage to improve user experience (anonymized where possible)

5. Third-Party Service Providers

We share your personal data with trusted third-party processors who help us deliver our services. All processors are bound by data processing agreements and must comply with GDPR:

International Transfers: Some of our processors (e.g., Google, Stripe) may transfer data outside the UK/EEA. These transfers are protected by appropriate safeguards such as Standard Contractual Clauses (SCCs) or adequacy decisions approved by the UK Information Commissioner's Office (ICO).

6. How Long We Keep Your Data

We retain your personal data for as long as necessary to fulfill the purposes outlined in this policy:

• During Your Tenancy: All data is retained for active tenancy management
• After Tenancy Ends: Financial records retained for 6 years (UK tax law requirement)
• Legal Claims: Data may be retained longer if required for legal proceedings
• Marketing Consent: Retained until you withdraw consent
• Audit Logs: Security logs retained for [X years] for fraud prevention

After the retention period expires, your data will be securely deleted or anonymized. You can request early deletion by visiting your Privacy Settings.

7. Your Rights Under GDPR

You have the following rights regarding your personal data:

8. Data Security

We implement appropriate technical and organizational measures to protect your personal data:

• Encryption: All data transmitted over the internet is encrypted using TLS/SSL
• Access Controls: Staff access to personal data is role-based and logged
• Authentication: Secure password requirements and session management
• Regular Backups: Encrypted backups with restricted access
• Security Monitoring: Intrusion detection and activity logging
• Staff Training: Regular data protection training for all staff members

In the unlikely event of a data breach that poses a risk to your rights, we will notify you and the Information Commissioner's Office (ICO) within 72 hours as required by GDPR Article 33.

9. Children's Privacy

The Tenant Portal is intended for adults aged 18 and over. We do not knowingly collect personal data from children under 18 without parental consent. If you become aware that a child has provided us with personal data, please contact us immediately.

10. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements. When we make significant changes, we will notify you via email or through a prominent notice on the portal. The "Last Updated" date at the top of this page shows when the policy was last revised.

11. How to Complain

If you have concerns about how we handle your personal data, please contact us first. We will investigate and respond to your complaint promptly.

If you are not satisfied with our response, you have the right to lodge a complaint with the UK's supervisory authority:

12. Contact Us

For any questions about this Privacy Policy or to exercise your data protection rights, please contact us: