Tenant CityTenant City

Privacy Policy

Last updated: 30 May 2026

1. Who we are

Tenant City is a property management platform operated by Tenant City Ltd, registered in England and Wales (Company No. 17107896). We are registered with the Information Commissioner's Office (ICO) under registration number CSN4128150.

Contact us at [email protected] for any privacy-related queries. For portal users, a more detailed privacy policy is available at portal.tenantcity.co.uk/privacy.

2. What data we collect

We collect the following types of personal data:

  • Account data: name, email address, phone number, role (landlord, agent, tenant).
  • Property data: property addresses, tenancy details, rent amounts, deposit information.
  • Vetting data: employment details, income, address history, and references provided during pre-tenancy vetting.
  • Financial history: County Court Judgement (CCJ) or bankruptcy information — collected only with your explicit consent during the application process.
  • Documents: uploaded tenancy documents such as ASTs, compliance certificates, and inventory reports.
  • Subscription data: subscription status, plan details, and per-property tier information.
  • Communications: maintenance requests, comments, and messages sent through the platform.
  • Usage and error data: IP addresses, browser information, and anonymised error reports collected automatically when you use the platform.

3. How we use your data

We use your personal data to:

  • Provide and operate the Tenant City platform.
  • Send account-related emails (invitations, compliance reminders, password resets).
  • Manage subscriptions and billing.
  • Monitor and fix errors to keep the platform reliable.
  • Comply with legal obligations (including UK landlord and tenancy law).

4. Legal basis for processing

We process your personal data under the following legal bases (UK GDPR):

  • Contract: processing necessary to provide the service you have signed up for.
  • Legitimate interests: platform security, error monitoring, and fraud prevention.
  • Legal obligation: where we are required to process or retain data by law (e.g. Right to Rent records).
  • Explicit consent: CCJ and bankruptcy history in pre-tenancy vetting — you must actively tick a consent checkbox; you may withdraw consent at any time.

5. Data sharing and processors

We do not sell your personal data. We share data only with:

  • Other platform users: landlords, agents, and tenants see data relevant to their tenancy relationship.
  • Railway (hosting and database), Cloudflare R2 (document and photo storage), and Sentry (error monitoring) — each acting as a data processor under a data processing agreement.
  • Google Analytics 4 — anonymised usage analytics. Used on the marketing site (with consent) and the portal (logged-in users; opt-out available in Profile → Privacy). No personally identifying information is sent to Google.
  • PostHog — product analytics and session recording. When you use the marketing site or portal with cookie consent granted, anonymised event data (page views, button clicks, navigation patterns) is sent to PostHog. Session recordings reconstruct page interactions for usability analysis; all input fields are masked and elements marked sensitive are blocked from capture. An anonymous distinct ID is stored in your browser; no advertising profile is built. PostHog Inc. acts as a data processor under a Data Processing Agreement. Where data is transferred to the United States, this is done under Standard Contractual Clauses.
  • Cloudflare Turnstile — bot-prevention at registration; processes IP and browser data within Cloudflare's own infrastructure only.
  • Resend — transactional email delivery (invitations, password resets, compliance reminders, and account notifications).
  • Stripe — payment processing for Pro subscriptions. Card details are entered directly on Stripe's hosted checkout and never transmitted to or stored by Tenant City. When an account is erased under the right to erasure, the associated Stripe customer record is deleted as part of the erasure process.
  • Zoho Books — invoicing and receipts for subscribers. A PDF invoice is automatically emailed to landlords and agents each time a subscription payment is taken.
  • Zoho Desk — customer support ticket management.
  • Anthropic PBC— AI features (AI chat assistant, letter drafter, document analyser, and maintenance triage). When you use any of these features, relevant data — which may include your name, tenancy details, property information, and document content — is transmitted to Anthropic's API. Anthropic acts as a data processor under a Data Processing Agreement (DPA). Data is transferred to the US under Standard Contractual Clauses. Anthropic does not retain API data beyond the duration of the API call. Tenant City is not a solicitor; AI-generated output is a drafting aid only and does not constitute legal advice.
  • Legal authorities: where required by law or court order.

6. Data retention

Key retention periods:

  • Active account data: retained for the duration of your account.
  • Subscription and billing records: 7 years from the last transaction or account closure (HMRC requirement).
  • Tenancy records: 7 years after tenancy end (UK legal obligation).
  • Vetting and CCJ data: erased 6 months after a decision is made, or immediately on consent withdrawal.
  • Deleted accounts: personal data removed within 30 days of a verified deletion request, subject to legal retention requirements.

Full retention schedules are in the portal privacy policy.

7. Your rights

Under UK GDPR, you have the right to:

  • Access the personal data we hold about you (Subject Access Request).
  • Request correction of inaccurate data.
  • Request deletion of your data (subject to legal retention obligations).
  • Object to processing based on legitimate interests.
  • Request restriction of processing.
  • Receive your data in a portable format.
  • Withdraw consent at any time where processing is consent-based (e.g. CCJ data).

To exercise any of these rights, contact us at [email protected]. We will respond within one calendar month. If you are unhappy with our response, you may complain to the Information Commissioner's Office at ico.org.uk.

8. Cookies

The marketing site uses strictly necessary cookies by default. Analytics cookies (Google Analytics 4 and PostHog) are set only if you accept the consent banner. The portal uses strictly necessary authentication cookies and, for logged-in users, analytics cookies that can be disabled in Profile → Privacy. No advertising or cross-site tracking cookies are used. See our Cookie Policy for full details.

9. Changes to this policy

We may update this policy from time to time. We will notify registered users of significant changes by email at least 30 days in advance.

10. Contact

For any privacy-related questions, contact us at [email protected].