Privacy Policy
This policy explains how GotMyTenants collects, uses, stores and shares personal data when landlords, tenants, applicants, contractors, administrators and referencing participants use the platform.
Version: 2026-07-v3
Terms version: 2026-07-v3
Last updated: 23 July 2026
GotMyTenants is a landlord operating system for property management, tenant management, tenancy workflows, referencing, compliance monitoring, maintenance, contractor coordination, messaging, accounting, tax readiness, document storage and AI-powered platform features. This policy applies to the website, dashboards, portals, APIs, emails, support channels and future European country versions.
GotMyTenants as Data Controller: GotMyTenants is the data controller for account registration data, billing and subscription information, platform usage analytics, security logs, support tickets and technical data it directly determines how to use.
GotMyTenants as Data Processor: For tenant, applicant, property, referencing, maintenance, compliance, accounting and tenancy data uploaded or managed by landlords, GotMyTenants acts as a data processor providing software infrastructure on behalf of the landlord (the data controller).
Landlords as Data Controllers: Landlords and property managers using GotMyTenants are independent data controllers for tenant, property, referencing and tenancy information they collect and manage through the Platform. Each controller is independently responsible for their own ICO registration (where required under UK GDPR), lawful basis determination, transparency obligations and data subject rights compliance in their jurisdiction. GotMyTenants does not control how landlords use tenant data collected through the Platform.
Name, email, phone number, account role, property information, billing status, subscription records, compliance records, tax records, rent records, maintenance records, messages and uploaded documents.
Name, address, contact details, tenancy information, rent records, maintenance records, referencing applications, messages, uploaded documents and portal activity.
Employment details, income information, landlord references, employer references, right to rent information, identity information, uploaded documents, risk assessment data and reference audit logs.
Business name, contact details, trade information, coverage areas, job records, communications and performance notes added by landlords.
Device and browser information, IP addresses, user agent, activity logs, analytics events, authentication events, support tickets and audit records.
We use personal data to manage accounts, deliver property and tenancy tools, run referencing services, monitor compliance, track rent and maintenance, provide AI-powered features, handle customer support, prevent fraud, maintain security, process payments, meet legal obligations and improve the platform.
Our legal bases include contract where processing is needed to provide the service, legitimate interests for security, fraud prevention, platform improvement and business administration, legal obligations for tax and compliance records, and consent where required for optional cookies, certain referencing permissions or marketing.
AI assistants may process property, tenancy, rent, compliance, maintenance, referencing, tax and support information to generate summaries, recommendations, reminders, draft messages or operational guidance. AI output may be incomplete or inaccurate and should be reviewed by a person before decisions are made. AI features do not provide legal, tax, financial, immigration or professional advice.
Referencing workflows may involve passports, right to rent information, payslips, bank statements, employment references, landlord references, identity verification records, income data and risk assessment outputs. Landlords must only request and use referencing information where they have a lawful basis and must not make unlawful discriminatory decisions.
Stripe processes subscription payments and card details. GotMyTenants stores payment status, plan and Stripe reference data but does not store full payment card details. Clerk provides authentication and account security services. We use essential cookies for login and platform operation, and analytics cookies only where permitted by consent requirements. We may share data with hosting, storage, email, SMS, analytics, payment, authentication, support and professional service providers, and with legal authorities when required.
GotMyTenants is designed for the United Kingdom and future European expansion including Ireland, Germany, the Netherlands, Spain and other EU countries. Where personal data is transferred outside the UK or EEA, we use appropriate safeguards such as adequacy regulations, EU Standard Contractual Clauses, the UK International Data Transfer Agreement or UK Addendum, and transfer risk assessments where required.
User accounts
For the account lifetime, then normally up to 6 years where needed for disputes, accounting, security or legal claims.
Referencing records
Normally up to 12 months from completion or withdrawal unless a longer period is required for disputes, fraud prevention or legal obligations.
Compliance documents
For the property/account lifetime and normally up to 6 years after deletion where needed to evidence legal compliance.
Financial and billing records
Normally 6 years plus the current financial year for tax, accounting and audit purposes.
Audit and security logs
Normally 12 to 24 months, or longer for fraud, security investigations or legal claims.
Support tickets
Normally up to 6 years if needed to evidence advice, account instructions, complaints or dispute handling.
We use technical and organisational measures including encryption in transit, access controls, role-based permissions, audit logging, monitoring, secure authentication, provider due diligence and multi-tenant separation. No online service can be guaranteed completely secure.
Depending on your location and the legal basis for processing, you may have rights to access, rectification, erasure, restriction, portability, objection, withdraw consent where processing relies on consent, complain to a supervisory authority. The right to object to processing based on legitimate interests is specifically brought to your attention. You may complain to the ICO in the UK or your local EU supervisory authority.
GotMyTenants is not intended for children. We may update this policy as the platform, law, AI features or European markets develop. Material updates may require signed-in users to accept the new policy version. Downloadable PDF support can be generated from the markdown policy file for records, onboarding and procurement checks.
2026-07-v3
Expanded UK GDPR, EU GDPR, AI, referencing, Stripe, Clerk, retention, international transfer and European readiness wording.
