Privacy Policy
Last updated: 29 March 2026
1. Who we are
LandlordAssist ("we", "us", "our") provides AI-powered property management tools for UK landlords. For the purposes of UK GDPR and the Data Protection Act 2018:
- Data controller: You, the landlord, are the data controller for your tenants' personal data.
- Data processor: LandlordAssist acts as your data processor, handling personal data on your behalf according to your instructions.
Contact: [email protected]
2. Data we collect
We collect and process the following categories of personal data:
| Category | Examples | Lawful basis |
|---|---|---|
| Account data | Name, email, phone number | Contract |
| Property data | Addresses, types, rent amounts, compliance dates | Legitimate interest |
| Tenant data | Names, contact details, tenancy dates, payment records | Legitimate interest |
| Documents | Gas certs, EICRs, EPCs, tenancy agreements | Legitimate interest |
| Conversation data | Messages sent to your AI agent via Telegram or email | Contract |
| Usage data | Login timestamps, feature usage, error logs | Legitimate interest |
3. Sub-processors
We use the following third-party services to operate LandlordAssist:
| Service | Purpose | Data location |
|---|---|---|
| Anthropic (Claude) | AI reasoning, notice drafting, document analysis | US (with DPA) |
| Google (Gemini) | Document embeddings, knowledge search | EU/US |
| Telegram | Messaging channel for AI agent | Global CDN |
| DigitalOcean | Server hosting (per-client dedicated server) | London, UK |
| Supabase | Database and authentication | EU (Frankfurt) |
| Resend | Transactional email delivery | US (with DPA) |
4. How we use your data
- Providing your AI property management agent (compliance tracking, notice drafting, briefings)
- Processing uploaded documents to extract compliance dates and property information
- Sending morning briefings and alerts via your chosen notification channel
- Generating correspondence drafts (Section 21, Section 8, Section 13 notices)
- Finding and contacting contractors on your behalf
- Improving the service through aggregated, anonymised usage analytics
5. Automated decision-making
LandlordAssist uses AI to generate compliance alerts, draft legal notices, and suggest actions. However:
- No automated legal decisions are made. All notices and legal documents require your explicit review and approval before being sent.
- The AI may flag overdue compliance certificates, but you decide what action to take.
- Contractor recommendations are suggestions only — you choose who to hire.
LandlordAssist is not a substitute for professional legal advice. We always recommend having a solicitor review formal notices before service.
6. Data retention
- Account data: Retained while your account is active, deleted within 30 days of account closure.
- Property & tenant data: Retained while your account is active. You can delete individual records at any time.
- Documents: Stored for the duration of your subscription. You own your documents and can export them at any time.
- Conversation history: Retained for 12 months, then automatically purged.
- Audit logs: Retained for 12 months for compliance purposes.
7. Your rights
Under UK GDPR, you and your tenants have the right to:
- Access — Request a copy of all data we hold about you.
- Rectification — Correct inaccurate data via the dashboard or by contacting us.
- Erasure — Request deletion of your data ("right to be forgotten"). For tenant data, use the "forget a tenant" feature in your agent.
- Portability — Export your data in a machine-readable format at any time.
- Objection — Object to processing based on legitimate interest.
- Restrict processing — Request we limit how we use your data.
To exercise any right, email [email protected]. We respond within 30 days.
8. Data security
- All data encrypted at rest (AES-256) and in transit (TLS 1.3).
- Each client runs on a dedicated, isolated server with SSH key-only access, UFW firewall, and fail2ban.
- Sensitive credentials (API tokens, bot tokens) are encrypted at the application level.
- Row-level security enforced on all database tables — you can only access your own data.
- Regular security updates and dependency auditing.
9. Tenant data processing
As a landlord using LandlordAssist, you remain the data controller for your tenants' personal data. We recommend:
- Informing tenants that you use an AI property management tool.
- Including LandlordAssist in your privacy notice to tenants.
- Using the "forget a tenant" command to erase a tenant's data when they leave your property and retention is no longer required.
10. Cookies
We use only essential cookies for authentication and session management. We do not use advertising or analytics cookies. No cookie consent banner is required as all cookies are strictly necessary for the service.
11. Changes to this policy
We may update this policy from time to time. Material changes will be notified via email to your registered address. The "last updated" date at the top will always reflect the most recent version.
12. Contact & complaints
For privacy enquiries: [email protected]
If you're not satisfied with our response, you have the right to lodge a complaint with the Information Commissioner's Office (ICO).