LandlordAhead helps landlords in England keep track of safety certificates, PRS register deadlines and documents they send to tenants. This policy explains what personal data we hold, why, and your rights over it.
Who we are
LandlordAhead is run by Stockulate Ltd, a company registered in England and Wales (company number 15893175), registered office 81 Leamington Drive, Sutton-in-Ashfield, Nottinghamshire, NG17 5BE. Contact us about privacy at privacy@landlordahead.com.
Our two roles
- For landlords who use LandlordAhead, we are the controller. We decide how your account data is used.
- For tenants and contractors whose details a landlord adds, we are a processor. The landlord is the controller and decides what to store and send. We only use that data to provide the service to the landlord, under the data processing terms in our terms of service. If you are a tenant, contact your landlord first. We will pass on any request we receive.
What we hold
| Data | Whose | Why |
|---|---|---|
| Email address and sign-in records | Landlord | To create your account and sign you in |
| Property addresses and postcodes | Landlord | To show your PRS register deadline and checklist |
| Certificate dates, references and files (gas, EICR, EPC, deposit, PRS) | Landlord | To track expiry dates and send reminders |
| Tenant names and email addresses | Tenant | So the landlord can send documents to tenants |
| Records of documents sent (what, to whom, when) | Landlord and tenant | So the landlord has evidence of what was sent |
| Job records (title, contractor name, cost, notes) | Landlord and contractor | So the landlord can track repairs |
| Technical logs (IP address, browser, pages requested) | Anyone using the site | To keep the service secure and working |
We don’t sell personal data, use it for advertising, or ask for special category data. Please don’t put sensitive information about tenants (such as health details) in notes or uploads.
Our lawful bases
- Contract: to provide the service you signed up for, including reminder emails.
- Legitimate interests: to keep the service secure, prevent abuse and fix problems.
- Legal obligation: where we must keep or disclose records by law.
For tenant and contractor data, the landlord is responsible for having a lawful basis. For most landlords that is their legal duty to give tenants safety documents, or their tenancy agreement.
Who we share it with
We use these suppliers (sub-processors) to run LandlordAhead:
| Supplier | What they do | Where |
|---|---|---|
| Supabase | Database, sign-in and file storage | London, UK |
| Vercel | Website hosting and servers | London, UK (requests may pass through Vercel’s global network) |
| Resend | Sending emails | Ireland, EU |
| postcodes.io | Looking up a postcode’s region (only the postcode is sent) | UK |
| EPC register (MHCLG) | Finding a property’s address and EPC (only the postcode is sent) | UK |
Some of these suppliers are US companies. Where personal data is transferred outside the UK, we rely on the UK’s adequacy regulations or on safeguards approved under UK law, such as the International Data Transfer Addendum. We will update this list before adding a new supplier that handles personal data.
How long we keep it
- Account and property data: while your account is open.
- Records of documents sent: while your account is open, because landlords may need them as evidence. You can ask us to delete them.
- When you delete your account from your account page, your data is deleted straight away. If you ask us by email instead, we delete it within 30 days. Backups are overwritten within a further 7 days.
- Technical logs: up to 30 days.
Cookies
We only use cookies that are strictly necessary to keep you signed in. We don’t use advertising or tracking cookies, so we don’t ask for cookie consent.
Security
Data is encrypted in transit and at rest. Each landlord’s records are separated at database level so no account can read another’s, and certificate files are stored privately.
Your rights
Under UK data protection law you can ask to see, correct, delete or restrict the use of your data, object to how we use it, and receive a copy in a portable format. You can download your data and delete your account yourself from your account page, or email privacy@landlordahead.com. We will reply within one month.
If you’re unhappy with how we’ve handled your data, you can complain to the ICO at ico.org.uk/make-a-complaint or on 0303 123 1113. We’d appreciate the chance to put things right first.
Changes
If we make significant changes, we’ll email account holders before they take effect.