Privacy & Data Protection Policy

1. Introduction

Landlord Lab UK Ltd ("we", "our", "us") is committed to protecting your personal data and respecting your privacy. This policy outlines how we lawfully collect, process, and safeguard personal data in connection with our lettings and property management services.

This policy applies to: Tenants and Permitted Occupiers · Individual Landlords · Limited Company Landlords (including Directors and representatives).

2. Who We Are (Data Controller)

Company Name: Landlord Lab UK Ltd · Company Number: 16450877 · Registered Address: 20-22 Wenlock Road, London N1 7GU · Data Protection Officer: Mike Bains · Email: info@landlordlab.co.uk · Phone: 0330 122 6834

3. The Data We Collect

We collect different information depending on your relationship with us.

If you are a Tenant or Permitted Occupier, we may collect: Identity & Contact Data (name, date of birth, address, email, phone); Verification Documents (passport, driving licence, visa, Right-to-Rent documentation); Financial & Employment Data (bank details, employment status, income details, references); Occupancy Data (names, relationships, and dates of birth of Permitted Occupiers).

If you are a Landlord (Individual or Company), we may collect: Identity & Contact Data (name, address, email, phone); Company Data for Ltd Co Landlords (company name, registration number, directors or beneficial owners); Property Data (proof of ownership, insurance details, compliance certificates); Financial Data (bank account details for rental payments, tax status information).

4. How We Use Your Information

We process your personal data to perform our professional duties, including: Tenancy Management (processing applications, referencing, creating tenancy agreements, managing move-ins/move-outs); Financial Administration (processing rent payments, statements, chasing arrears); Property Maintenance (arranging repairs, inspections, safety checks); Legal Compliance (fulfilling obligations under the Immigration Act, HMRC tax reporting, and housing safety standards).

5. Legal Basis for Processing

Under the UK GDPR, we rely on the following lawful bases: Contract to fulfil our obligations under the tenancy agreement or management terms of business; Legal Obligation to comply with statutory requirements including Anti-Money Laundering, Right-to-Rent, Safety Regulations, and Tax laws; Legitimate Interests to effectively manage properties, prevent fraud, and ensure the security of assets.

6. Sharing Your Information

We will never sell your personal data. We may share it with strictly necessary third parties including: Counterparties (tenants' data with landlords and vice versa where necessary for tenancy management); Service Providers (contractors, maintenance engineers, utility companies); Authorities (HMRC, Local Councils, the Home Office, and Law Enforcement where required by law); Professional Services (approved software and service providers, accountants, solicitors, and debt collection agencies if necessary).

7. Data Retention

We retain personal data only for as long as necessary to fulfil our legal and operational obligations. Tenants & Landlords: records retained for 6 years after the end of the tenancy or management relationship, in line with the Limitation Act and HMRC requirements. Permitted Occupiers: data retained for the duration of the tenancy and securely deleted once it ends, unless required for legal compliance.

8. International Transfers

If data is transferred outside the UK (for example via cloud software), we ensure appropriate safeguards are in place in accordance with UK GDPR.

9. How We Protect Your Data

We take robust technical and organisational measures to protect your data against loss or unauthorised access.

10. Your Rights

Under the UK GDPR, you have the right to: access the personal data we hold about you; rectify incorrect or incomplete data; erasure of data (the right to be forgotten) where applicable; restrict or object to processing; data portability to move your data to another provider; lodge a complaint with the Information Commissioner's Office at www.ico.org.uk.

To exercise any of these rights, contact our Data Protection Officer at info@landlordlab.co.uk.

11. How to Contact Us

Landlord Lab UK Ltd · Email: info@landlordlab.co.uk · Phone: 0330 122 6834 · Address: 20-22 Wenlock Road, London N1 7GU

12. How to Complain

If you wish to raise a complaint about how we have handled your personal data, you can contact our Data Protection Officer in the first instance. If you're not satisfied with our response, or believe we're not processing your personal data in accordance with the law, you can contact the regulator: Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF · Phone: 0303 123 1113 · www.ico.org.uk/concerns