D01
Identity And Contact Data
- Name, role, organization, and preferred contact details
- Postal address when required for service delivery records
- Communication preferences and language settings
Privacy Policy
How RentDoctor Handles Personal Data
This policy explains what personal data we collect, why we process it, how long we keep it, and the rights available to you under applicable data protection law.
Last updated: 23 February 2026
Scope
Who This Policy Covers
This policy applies to personal data processed through the RentDoctor website, service enquiries, tenant support workflows, and housing operations delivery activities.
- Controllers and landlords using RentDoctor services
- Residents and tenants submitting support or case information
- Website visitors, subscribers, and professional contacts
Data Categories
Personal Data We May Collect
D02
Case And Service Data
- Disrepair case references and associated timeline entries
- Repair history, contractor attendance notes, and completion records
- Resident impact information submitted during support requests
D03
Technical And Usage Data
- Device type, browser metadata, and approximate location signals
- Pages visited, referral source, and interaction events
- Cookie and consent records used for site performance controls
D04
Communication And Support Data
- Enquiry form submissions, support emails, and call summaries
- Meeting notes, follow-up actions, and implementation decisions
- Complaint, incident, or escalation records where applicable
D05
Commercial And Contract Data
- Service scope details, proposals, and contractual documentation
- Billing contacts, purchase history, and payment status references
- Delivery metrics used for reporting and audit readiness
D06
Special Category Data
- Health-related or vulnerability details only where necessary
- Processed under additional safeguards and restricted access controls
- Handled solely for case safety, lawful obligation, or explicit consent
Lawful Processing
How We Use Data And Legal Bases
Deliver Services
Legal basis: Contract
- Operate triage, repair coordination, and case governance workflows
- Respond to support requests and deliver agreed implementation outputs
- Maintain records required for quality and service continuity
Legal And Regulatory Compliance
Legal basis: Legal obligation
- Maintain auditable records for housing, safety, and dispute matters
- Comply with lawful requests from courts or competent authorities
- Preserve evidence trails for accountability and compliance assurance
Service Improvement
Legal basis: Legitimate interests
- Analyze operational patterns and resolve recurring case bottlenecks
- Improve guidance content, workflow usability, and communication quality
- Produce anonymized trend reporting for internal planning
Marketing And Updates
Legal basis: Consent or legitimate interests
- Send relevant insight updates and service information
- Manage event invitations and follow-up communications
- Respect unsubscribe requests and preference changes promptly
Sharing And Transfers
When Data Is Shared With Third Parties
S01
Technology Providers
Secure hosting, analytics, communication, and workflow infrastructure partners operating under contractual data protection obligations.
S02
Delivery Partners
Professional service partners, contractors, and advisors supporting case operations under documented confidentiality terms.
S03
Authorities And Regulators
Public authorities, courts, or regulators where disclosure is lawfully required or necessary for legal claim management.
S04
Corporate Transactions
Potential buyers, investors, or successors if business restructuring occurs, subject to confidentiality and legal safeguards.
Where personal data is transferred outside the UK, we apply appropriate safeguards such as contractual protections, adequacy mechanisms, and supplier due diligence.
Retention And Security
How Long We Keep Data And How We Protect It
Contact And Enquiry Records
Typically retained for up to 24 months after final interaction unless a longer period is required for dispute handling.
Contract And Billing Records
Retained for the period required by accounting, tax, and audit obligations, normally between 6 and 7 years.
Operational Case Records
Retained according to service agreements and legal risk profiles, then archived or deleted using controlled retention schedules.
Consent And Preference Logs
Retained as long as required to evidence lawful communications and compliance with consent management obligations.
Security Controls
Technical And Organizational Measures
- Role-based access controls and least-privilege permissions
- Encryption in transit and secure storage protections
- Activity logging, change tracking, and access monitoring
- Incident response procedures and operational recovery controls
Your Rights
Data Protection Rights Available To You
R01
Right to be informed about how personal data is used
R02
Right of access to a copy of your personal data
R03
Right to request rectification of inaccurate data
R04
Right to request erasure in eligible circumstances
R05
Right to restrict processing in specific situations
R06
Right to data portability where applicable
R07
Right to object to processing based on legitimate interests
R08
Right to withdraw consent at any time where consent is relied upon
To exercise any right, contact us using the details below. We may request identity verification before fulfilling sensitive requests.
Data Protection Contact
ops@rentdoctor.co.uk
Postal Address
10 York Rd, London, SE1 7ND, United Kingdom
Supervisory Authority
You may raise concerns with the UK Information Commissioner's Office if you believe your data protection rights have been infringed.