Privacy Policy
Last updated: 23 August 2026
1. Who We Are
[LEGAL ENTITY TBC] (“we”, “us”, “our”) operates the Landlord HQ compliance monitoring service at landlordhq.uk. We are the data controller for the personal data described in this policy.
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 and the site secure)
- Advertising cookies, on our guide articles only, and only if you accept them
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 tenancy agreements | 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 | UK (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 agreements: deleted as soon as we have analysed them. There is no retention period. If we generate a corrected agreement, it is deleted when you download it, and in any case within 24 hours.
- Certificates: we do not collect them. We record the dates and details you enter so we can remind you before they expire.
- If you turn on “Store my documents” in Settings, we keep your agreements, generated replacements and any certificates you attach until you delete them or turn the setting off. Turning it off deletes all of them.
- What we keep either way: your checklist, your dates and the findings of each check. Those are our analysis, not copies of your documents.
- After account deletion: 30 days, then permanently deleted
- Payment records: 7 years (UK tax law requirement)
An automated deletion job also runs every hour as a backstop; deletion itself happens on completion, not on a timer. Erasure on request remains available to you at any time under Article 17 UK GDPR — email hello@landlordhq.uk.
7. Cookies
We use two categories of cookie, and only two. Strictly necessary cookies keep you logged in and the Service secure; they are always on, because the site cannot work without them. Advertising cookies are set on our guide articles only, and only if you accept them.
The advertising cookies are set by Google, through Google AdSense, which selects and measures the ads shown on those articles. Google is the recipient of that data and processes it as an independent controller — see how Google uses cookies in advertising. We do not use analytics cookies at all.
Where the ads are not. There is no advertising in the compliance app, on the dashboard, on the free tools, on any council page, or anywhere in signup or checkout. The council licensing data and the two free tools are permanently ad-free, and we have written that commitment into the code so it cannot be quietly reversed.
Changing your mind. Nothing is set before you choose — and until you accept, your browser makes no request to Google at all, because we do not even load their script. Refusing is one click in the same place as accepting. Your choice is stored in a first-party cookie for six months, after which we ask again. To withdraw consent sooner, clear this site's cookies in your browser and choose Reject all when the banner reappears.
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.
[LEGAL ENTITY TBC], England and Wales.