Landlord Privacy Policy

01Who we are

PropAssess ("we", "us", "our") operates a UK property compliance marketplace and management platform. For the purposes of UK GDPR and the Data Protection Act 2018, we are the data controller of personal information relating to landlord account holders.

Where you use PropAssess to process personal information about tenants, applicants, or other third parties, you are the data controller of that information and we act as your data processor, handling it only to provide the Service on your instructions.

02What data we collect

• Account information: name, email address, and password (stored as a secure hash).
• Profile and contact details you choose to add (for example phone number).
• Property data: addresses, property details, and compliance certificate dates you enter.
• Documents: files you upload (Gas Safety certificates, EICRs, EPCs, invoices, and similar), stored securely.
• Booking and payment records: job details, engineer assignments, and payment references. Card payments are processed by Stripe; we do not store full card numbers.
• Usage and device data: pages visited, approximate location from IP, browser type, and similar technical logs used for security and product improvement.
• Communications: messages you send to support or through in-platform messaging.

03How we use your data

We do not sell your personal data or use it to build cross-site advertising profiles.

• To create and manage your landlord account and authenticate you.
• To provide compliance tracking, reminders, document storage, and booking tools.
• To match bookings with engineers and facilitate job fulfilment.
• To process payments and issue invoices or receipts.
• To communicate about your account, bookings, security, and service updates.
• To detect fraud, abuse, and security incidents, and to comply with legal obligations.

04Legal bases for processing

We process landlord personal data under one or more of the following UK GDPR bases: (a) Contract — to deliver the service you signed up for; (b) Legitimate interests — to secure and improve the platform and prevent fraud, balanced against your rights; (c) Legal obligation — where we must retain records for tax, accounting, or regulatory reasons; (d) Consent — where we ask for optional marketing or similar preferences, which you can withdraw at any time.

05Who we share data with

We share data only as needed to operate the Service:

• Engineers assigned to your bookings (property address, access notes, and job details required to perform the inspection).
• Payment processors such as Stripe (PCI-DSS certified).
• Hosting, email, and infrastructure providers under appropriate data-processing terms.
• Professional advisers or authorities where required by law or to protect legal rights.

06How long we keep data

We retain your personal data for as long as your account is active. If you delete your account, we aim to permanently delete or anonymise personal data within 30 days, except where UK law requires longer retention (for example billing and tax records, typically up to 6–7 years).

Certificate and compliance records you ask us to keep for your portfolio may be retained until you delete them or close your account, subject to backup and legal holds.

07Security

We use industry-standard measures including encryption in transit (TLS), secure password hashing, access controls, and regular operational security practices. No method of transmission or storage is 100% secure; please use a strong unique password and keep your account credentials confidential.

If a personal data breach is likely to result in a risk to your rights and freedoms, we will notify the ICO where required and inform you without undue delay where the risk is high.

08International transfers

We aim to keep personal data in the UK or EEA where practicable. Some service providers may process limited data outside the UK/EEA (for example in the United States). Where they do, we rely on UK adequacy regulations or appropriate safeguards such as the UK International Data Transfer Agreement or Standard Contractual Clauses.

09Your rights

Under UK GDPR you may have the right to access, rectify, erase, restrict, or object to certain processing, and to data portability. You may also lodge a complaint with the Information Commissioner's Office (ICO) at ico.org.uk.

To exercise your rights, contact us through the support channels in your PropAssess account or via the contact options on our website. We may need to verify your identity before responding.

10Cookies

We use strictly necessary cookies for sign-in, security, and core platform functions. Optional analytics cookies, if used, will be described in-product and can be controlled where a cookie banner is shown.

11Changes to this policy

We may update this Landlord Privacy Policy from time to time. The "Last updated" date at the top of this page will always reflect the latest version. Material changes will be communicated by email or in-product notice where appropriate.

12Contact

For privacy questions or to report a data concern relating to your landlord account, contact PropAssess support via the website or your account dashboard.