Privacy Policy

Last updated: 8 August 2026

This policy explains what personal information Tenanted collects, why we collect it, how long we keep it and what rights you have. We have written it in plain English, as the Information Commissioner's Office (ICO) asks us to.

1. Who we are

Tenanted is operated by tenanted.org, registered at 29 Alexandra Road, Peterborough, PE1 3DE (company number [company number]). We are the "data controller" for the personal data described in this policy.

ICO registration number: 015067520.

Questions about this policy or your data: support@tenanted.org.

2. What personal data we collect

Landlord accounts

Name, email address, phone number and company name.
Sign-in credentials (passwords are stored only as secure hashes by our authentication provider).
Subscription plan, trial dates and billing status.

Tenant accounts

Name, email address, phone number and date of birth, entered by the landlord or by the tenant.
Sign-in credentials for the tenant portal, created by the landlord.
Tenancy details: which property the tenant occupies, start and end dates, and whether the tenancy is active or former.

Property and compliance records

Property address, property type, number of units and landlord notes.
Compliance items such as Gas Safety, EICR, EPC, PAT testing, deposit protection and Right to Rent, with due dates and completion dates.

Documents and messages

Files uploaded by landlords or tenants — tenancy agreements, certificates, identity documents and photos taken with the in-app document scanner. These may contain sensitive information, so only upload what is necessary.
Messages exchanged between a landlord and their tenant inside the app, including timestamps and read status.

Billing data

Payments are handled by Stripe. We never see or store your full card number. We store the identifiers Stripe gives us (customer, subscription and invoice references), your plan, and the status and renewal date of your subscription.

Technical data

Basic service logs (IP address, browser type, timestamps, error reports) used to keep the service running, secure and free of abuse.

3. Why we use your data, and our lawful basis

What we do	Lawful basis (UK GDPR Article 6)
Create and run landlord and tenant accounts and provide the portal	Contract — necessary to deliver the service you signed up for
Store property, tenancy, compliance and document records	Contract; and legitimate interests in helping landlords meet their statutory duties
Deliver messages between landlords and tenants	Contract
Take payment, manage trials, renewals and refunds	Contract; and legal obligation for tax and accounting records
Send service emails (compliance reminders, trial ending, payment failed, new message alerts)	Contract and legitimate interests in keeping you informed about your account
Keep the service secure, prevent fraud and abuse, and investigate incidents	Legitimate interests in protecting users and the service
Keep an audit log of administrator actions	Legitimate interests in accountability and security
Marketing emails, if we ever send them	Consent — you can withdraw it at any time
Special category data that happens to appear in uploaded ID or compliance documents	Where required, your explicit consent, or the legal claims condition in UK GDPR Article 9

Where we rely on legitimate interests, we have considered whether those interests are outweighed by your rights, and you can object at any time (see section 8).

4. How long we keep it

Account, property, tenancy and document records: for as long as your account is open, then deleted within [90 days] of account closure — unless a longer period is needed below.
Billing and tax records: [6 years] after the end of the relevant financial year, as required by HMRC.
Compliance certificates and tenancy documents: kept for the duration of the subscription plus [6 years], so landlords can evidence their legal duties.
Messages: for the life of the tenancy record, then deleted with the account.
Security and error logs: [12 months].

When a landlord removes a tenant, that tenant's portal access is revoked immediately and their messages and tenancy record are deleted.

5. Who we share data with

We do not sell your data. We use a small number of service providers ("sub-processors") who process data on our instructions:

Stripe Payments Europe / Stripe, Inc. — payment processing, subscriptions and invoicing.
Supabase (database, authentication and file storage), provided through Lovable Cloud — stores accounts, records and uploaded documents.
Our email delivery provider, used to send service emails from our notification domain.
Our application hosting and content-delivery provider, which serves the app itself.

We may also disclose data where the law requires it, or to establish or defend legal claims.

Multi-tenant isolation: each landlord account is separated at the database level. A tenant's data is only visible to their own landlord (and to our administrators where strictly necessary for support). No landlord can see another landlord's properties, tenants, documents or messages.

6. International transfers

We aim to keep data in the UK or the European Economic Area. Some providers (for example Stripe) may process limited data outside the UK. Where that happens, the transfer is protected by UK adequacy regulations, or by the ICO's International Data Transfer Agreement or the UK Addendum to the EU Standard Contractual Clauses, together with additional safeguards where needed. You can ask us for details.

7. Security

Data is encrypted in transit and at rest, access is controlled by row-level security rules so accounts stay isolated, passwords are hashed, and administrator actions are logged. No system is perfectly secure, so please use a strong, unique password and only upload documents you actually need to share.

8. Your rights

Under UK GDPR you have the right to:

Access — get a copy of the personal data we hold about you.
Rectification — have inaccurate data corrected.
Erasure — ask us to delete your data where there is no overriding reason to keep it.
Restriction — ask us to pause processing while a concern is resolved.
Portability — receive your data in a machine-readable format.
Object — object to processing based on legitimate interests, and to any direct marketing.
Withdraw consent — where we rely on consent, at any time.

To exercise any of these, email support@tenanted.org. We will respond within one month. There is no charge unless a request is clearly unfounded or excessive. If you are a tenant, you can also ask your landlord directly, since they control much of the information in their account.

9. Data breaches

If a personal data breach happens and it is likely to risk your rights and freedoms, we will report it to the ICO within 72 hours of becoming aware of it, and tell affected users without undue delay where the risk is high. We keep an internal record of all breaches.

10. Cookies and tracking

Tenanted uses only the cookies and local storage needed to make the service work — keeping you signed in, remembering your session and protecting against cross-site request forgery. These are "strictly necessary", so they do not require consent under the Privacy and Electronic Communications Regulations. Stripe may set cookies on its checkout to prevent fraud. We do not run advertising trackers. If we add analytics in future, we will ask for your consent first and update this policy.

11. Complaints

Please contact us first at support@tenanted.org so we can put things right. You also have the right to complain to the Information Commissioner's Office: Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF, telephone 0303 123 1113, ico.org.uk.

12. Changes to this policy

If we make significant changes we will tell you by email or in the app. The date at the top always shows when this policy was last updated.