TC
Tenant City

Privacy Policy

Last updated: March 2026

1. Who we are

Tenant City is a property management platform operated in the United Kingdom. When we refer to "we", "us", or "our" in this policy, we mean Tenant City. You can contact us at hello@tenantcity.co.uk.

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 information, and reference information provided during tenant vetting.
  • Documents: uploaded tenancy documents such as ASTs, compliance certificates, and inventory reports.
  • Communications: maintenance requests, comments, and messages sent through the platform.
  • Usage data: log data, IP addresses, and browser information 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).
  • Process payments and manage subscriptions.
  • Provide customer support.
  • Improve the platform based on usage patterns.
  • Comply with legal obligations.

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 improvement, security, and fraud prevention.
  • Legal obligation: where we are required to process data by law.

5. Data sharing

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.
  • Infrastructure providers: cloud storage (Cloudflare R2), hosting providers, and email delivery services, under data processing agreements.
  • Payment processors: for billing and subscription management.
  • Legal authorities: where required by law or court order.

6. Data retention

We retain your data for as long as your account is active, and for a reasonable period thereafter to comply with legal obligations. You may request deletion of your data at any time.

7. Your rights

Under UK GDPR, you have the right to:

  • Access the personal data we hold about you.
  • Request correction of inaccurate data.
  • Request deletion of your data.
  • Object to processing of your data.
  • Request restriction of processing.
  • Data portability.

To exercise any of these rights, contact us at hello@tenantcity.co.uk.

8. Cookies

We use cookies for authentication and session management. See our Cookie Policy for 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.

10. Contact

For any privacy-related questions, contact us at hello@tenantcity.co.uk.