Privacy notice

Tenancy Watch is a property management service for UK landlords, available at tenancywatch.co.uk and tenancywatch.com and through the Tenancy Watch app (together, the Service). It is provided by Tenancy Watch Ltd, a company registered in England and Wales under company number 17518896, with its registered office at 71-75 Shelton Street, Covent Garden, London, WC2H 9JQ (we, us, our).

We are registered with the Information Commissioner's Office (ICO) under registration number ZC277454.

For any question about this notice or your personal data, contact us at privacy@tenancywatch.com or by post at the address above. We have not appointed a Data Protection Officer because we are not required to; the contact above handles all privacy matters.

We handle personal data in two different capacities, and your rights work differently in each.

If you are a tenant, applicant, guarantor or contractor, your landlord decides what information about you is held in Tenancy Watch and why. Your landlord's own privacy notice explains this, and you should contact your landlord first about your data. We process it only on the landlord's instructions and under a data processing agreement, and we will pass on any request we receive from you. Sections 3 to 5 of this notice do not describe your landlord's use of your data.

We do not ask landlords for special category data (such as health or ethnicity). If you upload documents containing it, we treat it with the same safeguards as other data in your workspace.

Where we rely on legitimate interests, we have balanced them against your rights. You can object at any time (section 11).

Tenancy Watch uses artificial intelligence to save you time: reading uploaded documents (such as certificates, tenancy agreements, invoices and applicants' referencing and identity documents) to suggest record updates; describing room photos to draft inventories and compare them at check-out; sorting tenants' maintenance reports and drafting follow-up questions; researching licensing rules for a property address; answering questions about your own portfolio; and drafting emails, welcome messages and reminders for you to approve.

• You stay in control. AI suggestions are shown to you for review. Actions that affect other people, such as sending an arrears letter, booking a contractor or updating a Right to Rent record, wait for your approval unless you have chosen to automate them.
• No solely automated decisions. We do not make decisions about anyone that have legal or similarly significant effects without human involvement. Referencing tools help a landlord organise evidence; the decision to let a property is always the landlord's.
• Where it runs. AI requests are processed by our hosting provider and the AI model providers it uses, under contract, only to return results to you. These are OpenAI and Anthropic, and Google for licensing research.
• Training. We do not use your data, or data you upload about tenants and others, to train AI models. Our hosting provider's terms allow it to use customer data to improve its services, which may include training AI models. We have asked it to confirm this does not apply to personal data in the Service, and will update this notice when it replies.
• Accuracy. AI can make mistakes. Check extracted dates and figures before relying on them, especially compliance expiry dates.

We do not sell personal data. We share it only with the service providers below, who act on our instructions under written contracts, and where the law requires it.

Your browser also loads a few items directly from other providers, which therefore receive your IP address: Google Fonts (typefaces), unpkg (map icons) and OpenStreetMap (map tiles on property pages). We may also share data with our professional advisers (accountants, lawyers, insurers); with the police, HMRC, courts or regulators where we are legally required to; and with a buyer or investor if our business is sold or restructured, who would be bound by this notice.

When you use the Service to email tenants, contractors or others, those messages are sent from the Service on your behalf and the recipient sees your name and the details you chose to include.

Most of your data is stored outside the UK, in the United States. Our hosting provider currently runs all its servers in the US, and uploaded files — documents, photos and attachments — are stored in the US in every case.

When personal data leaves the UK we protect it with one of the safeguards UK law recognises: the UK–US data bridge for US organisations certified under the Data Privacy Framework, or the UK International Data Transfer Addendum to standard contractual clauses. Our hosting provider's data processing agreement relies on the Data Privacy Framework and its UK Extension, or standard contractual clauses. You can ask us for a copy of the relevant safeguard using the contact details in section 1.

Uploaded files. Our hosting provider does not currently allow us to delete individual uploaded files. When a file must be erased, we remove every link to it from the Service so it can no longer be opened, record that it is orphaned, and ask the provider to remove it permanently. We will tell you if any copy is held for longer than stated here.

Each landlord's data is kept in a separate workspace, and access is checked on our servers for every request, not just in the app. Sensitive documents such as identity evidence are stored privately and opened only through short-lived links issued to authorised users. Links for tenants and contractors (for example maintenance reports and signatures) use unique, single-purpose tokens.

Our hosting provider is independently audited to SOC 2 Type II and certified to ISO 27001. We test our isolation controls automatically and keep audit logs of significant actions. Only our director can access workspace data, and only to give support you ask for, fix a problem, keep the Service secure or meet a legal obligation.

No system is completely secure. If a breach affects your personal data and is likely to put you at risk, we will tell you without undue delay and report it to the ICO where required. Please keep your password private and tell us at once if you suspect misuse of your account.

We use only technologies that are strictly necessary to run the website and the Service, so they do not need your consent. In your browser's storage we keep your sign-in session and app settings, your display theme, and whether you have dismissed certain notices. The only cookie we set remembers whether you have collapsed the sidebar, and only once you do.

We do not use advertising or cross-site tracking cookies.

If we add website analytics, we will update this section first and name the provider. Where analytics are used only to produce aggregate statistics that help us improve the website, UK law now allows this without consent, provided we explain it clearly and give you a simple way to opt out; we will do both. Any analytics or measurement that goes beyond that will be switched on only if you agree, and you can change your choice at any time through the cookie settings link in the website footer.

Under UK data protection law you have the right to:

• access a copy of your personal data;
• correct data that is wrong or incomplete;
• erase your data where we no longer have a reason to keep it;
• restrict how we use it while a concern is resolved;
• object to processing based on legitimate interests, and to direct marketing at any time;
• portability — receive data you gave us in a common electronic format, or have it sent to another provider;
• withdraw consent where we rely on it, without affecting earlier use.

Landlords can export and delete much of their workspace data directly in Settings. For anything else, email privacy@tenancywatch.com. We may ask you to confirm your identity. We will reply within one month, or tell you within that month if we need up to two more months for a complex request. Our searches will be reasonable and proportionate. There is normally no charge.

Tenants, applicants, guarantors and contractors: please send requests to your landlord, who controls your data. If you contact us, we will forward your request to the landlord promptly and help them respond.

Complaints. If you are unhappy with how we have handled your data, please tell us first at privacy@tenancywatch.com. We will acknowledge your complaint within 30 days, look into it, and tell you the outcome. You also have the right to complain to the Information Commissioner's Office at ico.org.uk/make-a-complaint or on 0303 123 1113.

Children. Tenancy Watch is a business service for adults. Accounts are not available to anyone under 18.

Changes. We will update this notice when our practices or the law change, and show the date of the latest version at the top. If a change materially affects you, we will tell account holders by email or in the app before it takes effect.