This policy explains how TenantFix collects, uses, and protects your personal data. We are committed to handling your data responsibly and in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
1. Who we are
TenantFix is a property maintenance management platform built for UK landlords and their tenants. Our service is operated by W7D9 Software Ltd (Company No. 17208492), registered in England and Wales.
Data controller contact:
Email: support@tenant-fix.co.uk
2. What data we collect and why
| Data | Why we collect it | Legal basis |
|---|---|---|
| Launch notification requests Name, email address |
To notify you when TenantFix goes live | Consent (you emailed us) |
| Landlord account details Name, email, company name, phone, billing address |
To create and manage your account, process subscription payments | Contract performance |
| Tenant details Name, email, phone, unit reference |
To verify tenancy and enable repair reporting | Legitimate interests of the landlord (property management) |
| Repair tickets and messages Issue descriptions, photos, chat messages |
To manage and resolve maintenance requests | Contract performance / legitimate interests |
| Contractor details Name, email, phone, company, VAT number |
To assign and manage repair work | Contract performance / legitimate interests |
| Payment data Billing details (processed by Stripe) |
To process subscription payments | Contract performance |
| Login and access logs Timestamps, IP addresses |
Security monitoring and fraud prevention | Legitimate interests |
3. Cookies
This marketing website (tenant-fix.co.uk) does not use cookies or any tracking technologies. No cookie banner is shown because no cookies are set.
The TenantFix application (app.tenant-fix.co.uk) uses session storage to maintain your login state. No third-party advertising or analytics cookies are used.
4. Who we share your data with
We do not sell your personal data. We share it only with the following third parties where necessary to deliver the service:
- Microsoft Azure — cloud hosting and database storage. Data may be stored and processed in data centres outside the UK (including Canada and other regions). Microsoft is certified under the UK International Data Transfer Agreement.
- Stripe — payment processing. Stripe is certified under the UK International Data Transfer Agreement.
- Landlords — tenant details are visible to the landlord associated with your property. This is necessary to deliver the service.
5. How long we keep your data
- Launch notification emails: deleted manually once you have been notified, or within 12 months if we have not launched.
- Active account data: retained for the duration of your subscription. We periodically review and remove data from cancelled accounts.
- Tenant records: automatically deleted 13 months after a tenancy ends (i.e. when access is revoked).
- Repair tickets and photos: automatically deleted after 6 years to support deposit dispute evidence requirements.
- Payment records: retained for 7 years for HMRC compliance, then automatically deleted.
- Login logs: automatically deleted after 90 days.
6. Your rights
Under UK GDPR you have the right to:
- Access — request a copy of the personal data we hold about you.
- Rectification — ask us to correct inaccurate data.
- Erasure — ask us to delete your data (subject to legal retention obligations).
- Restriction — ask us to pause processing your data in certain circumstances.
- Portability — receive your data in a structured, machine-readable format.
- Object — object to processing based on legitimate interests.
- Withdraw consent — where processing is based on consent, you may withdraw it at any time.
To exercise any of these rights, email support@tenant-fix.co.uk. We will respond within 30 days as required by law.
7. Complaints
If you are unhappy with how we have handled your data, you have the right to lodge a complaint with the UK Information Commissioner's Office (ICO):
- Website: ico.org.uk
- Helpline: 0303 123 1113
We would appreciate the opportunity to resolve any concern directly before you contact the ICO — please email us first.
8. Changes to this policy
We may update this policy from time to time. When we do, we will update the "Last updated" date at the top of this page. Material changes will be communicated to registered users by email.
9. Contact us
For any privacy-related queries:
support@tenant-fix.co.uk