Privacy Policy
Last updated: March 2026
1. Who We Are
Understood Solutions Ltd (“we”, “us”, “our”) operates the Landlord HQ compliance monitoring service at landlordhq.uk. We are registered with the Information Commissioner’s Office (ICO) as a data controller.
For any privacy-related questions, contact us at hello@landlordhq.uk.
2. What Data We Collect
2.1 Data you provide to us
- Name and email address (required for account creation)
- Property addresses and details (property type, council area, number of bedrooms, HMO status)
- Certificate details (issue dates, expiry dates, provider names)
- Tenancy agreement documents uploaded for compliance analysis
- Feedback submitted through the app
2.2 Data we collect automatically
- Usage data — which features you use and session duration
- Device type and browser (for technical compatibility purposes only)
- Strictly necessary cookies (to keep you logged in)
2.3 Data we do NOT collect or store
- Tenant personal information of any kind — we do not store tenant names, contact details, or identification documents
- Financial or payment information — all payment processing is handled directly by Stripe and we never see or store your card details
- Physical location or GPS data
3. How We Use Your Data
| Purpose | Data used | Lawful basis |
|---|---|---|
| Provide and operate the Service | Name, email, property details | Contract |
| Generate personalised compliance checklists | Property type, council, tenancy details | Contract |
| Tenancy agreement analysis | Uploaded AST documents | Contract |
| Certificate expiry reminders | Certificate dates, email address | Contract |
| Legislation monitoring and alerts | Email address | Contract |
| Improve the Service | Anonymised usage data, feedback | Legitimate interests |
| Billing and payments | Via Stripe only | Contract |
4. AI and Data Processing
Landlord HQ uses artificial intelligence provided by Anthropic’s Claude model to power compliance analysis and legislation monitoring features. We have a Data Processing Agreement in place with Anthropic governing how your data is handled.
Your data is not used to train Anthropic’s AI models and is not retained by Anthropic beyond what is strictly necessary to fulfil each individual request.
Tenancy agreement documents you upload are processed by Claude solely to provide the compliance analysis you have requested. We do not use the content of uploaded documents for any other purpose.
5. Who We Share Your Data With
We do not sell your data. We share data only with the service providers necessary to operate the Service:
| Provider | Purpose | Location | Safeguard |
|---|---|---|---|
| Anthropic | AI compliance analysis | US | SCCs |
| Clerk | Authentication | US | SCCs |
| Supabase | Database and storage | EU (London) | UK adequacy |
| Stripe | Payment processing | US and EU | SCCs |
| Vercel | Hosting and CDN | Global | SCCs |
| Resend | Transactional email | EU | SCCs |
SCCs = Standard Contractual Clauses, the lawful mechanism for international data transfers under UK GDPR.
6. Data Retention
- Active account data: Duration of account
- Uploaded tenancy documents: 90 days from upload, then permanently deleted
- After account deletion: 30 days, then permanently deleted
- Payment records: 7 years (UK tax law requirement)
7. Cookies
We use only strictly necessary cookies, which are required to maintain your logged-in session and to provide the Service securely.
We do not use tracking, analytics, or advertising cookies. No cookie consent banner is required.
8. Your Rights
Under UK GDPR, you have the following rights regarding your personal data:
- Access — Request a copy of the personal data we hold about you
- Rectification — Ask us to correct inaccurate or incomplete data
- Erasure — Ask us to delete your data (the “right to be forgotten”)
- Restriction — Ask us to limit how we process your data in certain circumstances
- Portability — Receive your data in a commonly used, machine-readable format
- Object — Object to processing based on legitimate interests
To exercise any of these rights, email hello@landlordhq.uk. We will respond within 30 days. If you are not satisfied with our response, you have the right to complain to the Information Commissioner’s Office (ICO) at ico.org.uk.
9. Security
We implement appropriate technical and organisational measures to protect your data:
- All data is transmitted over HTTPS/TLS encryption
- Authentication is managed by Clerk using industry-standard security practices
- Our database is protected by row-level security policies
- Strict access controls — only authorised personnel can access personal data
In the event of a personal data breach, we will notify the ICO within 72 hours and affected users without undue delay.
10. Changes to This Policy
We may update this Privacy Policy from time to time to reflect changes to our practices, the Service, or legal requirements. We will notify you of any material changes by email. The date at the top of this page always shows when it was last updated.
11. Contact
For any privacy-related questions, to exercise your rights, or to raise a concern, please contact us at hello@landlordhq.uk.
Understood Solutions Ltd, England and Wales.