LandlordLite — Privacy Policy

Last updated: 12 May 2026

1. Who we are

LandlordLite is operated by T Reed and Son Ltd, registered in England and Wales. Our registered office is at 20A Church Street, Saffron Walden, Essex, CB10 1JW.

We are registered with the Information Commissioner's Office (ICO). ICO registration number: C1929964

For privacy-related queries, contact us at: privacy@landlord-lite.com

2. What data we collect

Data you provide directly:

• Account information — your name, email address, phone number, and contact address
• Property information — addresses, property types, certificate details
• Tenancy information — tenant names, email addresses, phone numbers, tenancy terms, rent and deposit details
• Documents — uploaded certificates and compliance documents stored in our secure document vault
• Payment information — your subscription tier and billing history. Card details are handled by Stripe and never stored by us.

Data we collect automatically:

• Log data — when you use LandlordLite we record the actions you take for security and audit purposes
• Device and browser information — for troubleshooting and improving the service

Data about your tenants:

When you enter tenant information or use LandlordLite to send documents to tenants, you are sharing third-party personal data with us. You are the data controller for this data. We process it only as your data processor, on your instruction, for the purpose of providing the service to you.

3. How we use your data

We use your data to:

• Provide and maintain the LandlordLite service
• Send compliance reminder emails on your behalf
• Send documents to tenants on your instruction
• Process your subscription payments via Stripe
• Respond to your support requests
• Improve the service and diagnose technical issues
• Comply with our legal obligations

We do not sell your data to third parties. We do not use your data for advertising purposes.

4. Legal basis for processing

Under UK GDPR, we process your personal data on the following legal bases:

• Contract — processing necessary to provide the service you have subscribed to
• Legitimate interests — service improvement, security monitoring, and fraud prevention
• Legal obligation — where processing is required to comply with applicable law
• Consent — where you have specifically consented, such as optional communications

For tenant data you enter into the system, you as the data controller are responsible for establishing the appropriate legal basis for processing that data.

5. Who we share your data with

We share data only with trusted third parties necessary to operate the service:

We require all processors to handle data in accordance with UK GDPR. Where processors are located outside the UK, appropriate safeguards (Standard Contractual Clauses) are in place.

We will disclose data to law enforcement or regulatory authorities where required by law.

6. Data retention

We retain your data for as long as your account is active. If you cancel your subscription:

• You may request a data export within 30 days of cancellation
• After 30 days we will delete your account data from our active systems
• Backup copies may be retained for up to 90 days before permanent deletion
• We may retain anonymised usage data indefinitely for service improvement

Billing records are retained for 7 years as required by HMRC.

7. Document storage

Documents you upload to LandlordLite (certificates, tenancy agreements, etc.) are stored in encrypted cloud storage provided by Supabase. Access is restricted to your account only. Signed URLs used to access documents expire after 60 minutes.

8. Your rights

Under UK GDPR you have the right to:

• Access — request a copy of the personal data we hold about you
• Rectification — request correction of inaccurate data
• Erasure — request deletion of your data, subject to legal retention requirements
• Portability — request your data in a structured, machine-readable format
• Restriction — request that we limit processing of your data
• Objection — object to processing based on legitimate interests

To exercise any of these rights, contact us at privacy@landlord-lite.com. We will respond within 30 days. You also have the right to lodge a complaint with the ICO at ico.org.uk.

9. Cookies

LandlordLite uses essential cookies only — specifically authentication session cookies necessary to keep you logged in. We do not use tracking, advertising, or analytics cookies. No cookie consent banner is required as we use essential cookies only.

10. Security

We implement appropriate technical and organisational measures to protect your data, including:

• Encryption in transit (HTTPS/TLS)
• Encryption at rest for stored documents
• Row-level security ensuring users can only access their own data
• Access controls limiting employee access to production data

11. Changes to this policy

We may update this Privacy Policy from time to time. We will notify you by email of material changes at least 14 days before they take effect. The current version is always available at landlord-lite.com/privacy.

12. Contact

T Reed and Son Ltd
20A Church Street
Saffron Walden
Essex
CB10 1JW

privacy@landlord-lite.com