Privacy policy

Last updated: 16 July 2026

Tenlord (“we”, “us”, “our”) provides software for UK landlords and tenants to manage communication, maintenance, documents, and compliance. This privacy policy explains how we collect, use, and protect personal data when you visit our website or use the Tenlord service.

This policy is written for UK and EEA users and reflects UK GDPR and EU GDPR requirements.

Who is responsible for your data?
Tenlord is the data controller for account, billing, website, and product analytics data described in this policy. When landlords use Tenlord to process tenant or property data, they may act as the data controller for that information and Tenlord may act as a processor on their instructions. See our GDPR overview for more detail on roles.

What personal data we collect
Depending on how you use Tenlord, we may collect:

  • Account data: name, email address, phone number, password (stored in hashed form), role, and profile preferences.
  • Property and tenancy data: addresses, unit details, tenancy records, maintenance requests, uploaded documents, and messages you send through the platform.
  • Technical and security data: IP address, browser type, device information, session identifiers, and logs used to secure and operate the service.
  • Billing data: subscription status and payment references processed by our payment provider. We do not store full card numbers.
  • Support and communications: information you send when contacting us for help or feedback.

How we use your data
We use personal data to:

  • Provide, maintain, and improve the Tenlord service.
  • Authenticate users and protect accounts from fraud or misuse.
  • Process maintenance requests, messages, and document workflows you initiate.
  • Send service-related notifications, such as security alerts or account updates.
  • Comply with legal obligations and respond to lawful requests.
  • Measure website usage with analytics tools, but only where you have given consent for non-essential cookies.

Legal bases for processing
Under UK/EU data protection law, we rely on one or more of the following bases:

  • Contract: processing needed to provide the service you signed up for.
  • Legitimate interests: securing our platform, preventing abuse, and improving reliability, balanced against your rights.
  • Legal obligation: where we must retain or disclose data to comply with law.
  • Consent: for optional analytics cookies and any marketing communications where consent is required.

Cookies and analytics
We use strictly necessary cookies for authentication, security, and core functionality. Non-essential analytics cookies, including Google Analytics, are only loaded after you opt in through our cookie banner or Cookie Preferences control. You can change your choice at any time from the footer. For more detail, see our cookie policy.

How we share data
We do not sell your personal data. We may share data with trusted service providers who help us operate Tenlord, such as cloud hosting, email delivery, payment processing, error monitoring, and analytics (where you have consented). These providers may only process data on our instructions and subject to appropriate safeguards.

International transfers
Your data may be processed in the United Kingdom, European Economic Area, or other countries where our providers operate. Where data is transferred outside the UK or EEA, we use appropriate safeguards such as adequacy decisions or standard contractual clauses, where required.

Data retention
We keep personal data only for as long as needed to provide the service, meet legal obligations, resolve disputes, and enforce agreements. Retention periods vary depending on the type of data and your relationship with Tenlord. You may request deletion where applicable law allows.

Security
We apply technical and organisational measures designed to protect personal data, including access controls, encryption in transit, and monitoring. No online service can guarantee absolute security. Please report suspected security issues promptly.

Your rights
Depending on applicable law, you may have the right to:

  • Access the personal data we hold about you.
  • Correct inaccurate or incomplete data.
  • Request deletion of your data in certain circumstances.
  • Restrict or object to certain processing.
  • Withdraw consent where processing is based on consent.
  • Request a portable copy of your data.
  • Lodge a complaint with the ICO (UK) or your local supervisory authority.

To exercise these rights, contact us using the details below. We may need to verify your identity before responding.

Children
Tenlord is not intended for users under 18. We do not knowingly collect personal data from children.

Changes to this policy
We may update this policy from time to time. When we make material changes, we will post the updated version on this page and adjust the “Last updated” date. Where required, we may also ask you to review your cookie preferences again.

Contact
Privacy questions or data subject requests: privacy@tenlord.uk

Tenlord - Privacy policy