Privacy Policy

Last updated: 25 October 2026

1. Who we are

JR (COV) LTD trading as LetTrack (company number 14842927, registered office 122 Baginton Road, Coventry, CV3 6FS, United Kingdom) is the data controller for personal data you provide when creating and using your account (your name, email, organisation and role). For personal data about tenants that a landlord or agency enters or uploads, LetTrack acts as that landlord/agency’s data processor under the UK GDPR, processing it on their documented instructions. The landlord or agency remains the controller of their tenants’ data and is responsible for informing their tenants about it (see section 6).

2. Data we collect

• Account data: name, email, password hash, organisation name, role
• Property data: addresses, compliance documents, inspection records
• Tenant data (entered by a landlord/agent): name, email, phone, tenancy dates, rent and deposit amounts, rent-payment history, maintenance requests and reported issues
• Right to Rent / immigration data: where a landlord records a statutory Right to Rent check — document type, number and expiry, Home Office share code and date of birth, and the check outcome. This is treated as special-category / high-sensitivity data (see section 4)
• Identity / anti-money-laundering data: where an ID verification is recorded, an encrypted reference to the identity document
• Landlord financial data: where a landlord or agency records a mortgage on a property — lender, account reference, balances, interest rate, product dates and monthly payment
• Tenant Passport data: where a tenant chooses to share one, a redacted “passport” summary of their rental identity and reliability (see section 6)
• Calendar, notification and reference data: calendar-feed links and connected-calendar details, push-notification delivery addresses, and previous-landlord references (see sections 9–12)
• Repair and end-of-tenancy data: details shared with a subcontractor for a repair, deposit-deduction proposals and each tenant’s answers, and deposit settlements and disputes (see sections 13 and 14)
• Tax data: where a landlord records it — a Unique Taxpayer Reference on an owner record and, for Making Tax Digital, their MTD reference and National Insurance number (the National Insurance number is encrypted) (see section 15)
• Phone widget data: a credential for the LetTrack widget on your phone (see section 16)
• Usage data: log data, IP addresses, browser type (for security and analytics)

3. How we use your data

We use your data to: (a) provide the LetTrack service; (b) send transactional emails (e.g. invite links, compliance alerts); (c) improve the platform; (d) comply with our legal obligations. For tenant data, the purposes are set by the landlord/agency controller and are typically managing the tenancy (contract), meeting a legal obligation (Right to Rent, deposit protection, safety compliance), and their legitimate interests in managing their portfolio.

4. Right to Rent — immigration checks

Where a landlord or agency records a Right to Rent check (a requirement in England), LetTrack stores immigration/identity data — including a Home Office share code and date of birth, and any document image — on their behalf. This is special-category / high-sensitivity data processed under the landlord’s statutory Right to Rent duty (Immigration Act 2014; Art. 9 UK GDPR condition: substantial public interest / a statutory scheme).

We apply heightened protections: the share code and date of birth are encrypted at rest; document images are held in a private store and served only via short-lived signed links; a recorded consent basis is required before a check can be stored; the records are immutable and audit-logged; this data is never used to train or run AI features; and it is not shown to tenants or to any other organisation. Right to Rent data is also never included in a Tenant Passport (section 6).

5. Arrears and rent-risk profiling

To help a landlord manage arrears, LetTrack may calculate a rent-risk indicator for a tenancy from its rent-payment history (for example, how often rent has been late). This is profiling under the UK GDPR, carried out in the landlord’s legitimate interests. It is advisory only: it does not make any automated decision that produces a legal or similarly significant effect about a tenant (there is no automatic eviction, referencing decision, or blacklisting), so Article 22 does not apply. A tenant can ask the landlord about, or object to, this profiling, and can ask us (as processor) to pass that request on.

6. Who can see your data — landlords, tenants and the Tenant Passport

Within an organisation: a landlord/agency’s staff can see the data for their own organisation’s properties and tenancies. Access is enforced at the database level; staff of one organisation cannot see another organisation’s data, and a tenant cannot see their landlord’s private records (such as ownership, internal notes or reports).

Tenants: an invited tenant sees their own tenancy — their rent and deposit status, the documents shared with them, and the issues they raise. They do not see Right to Rent or AML records.

Former tenants: after a tenancy ends, the tenant keeps access to their own tenancy’s end where the landlord uses LetTrack for it — their move-out page while deductions from their deposit have been sent to them, a deposit settlement exists, or the landlord has end-of-tenancy tools switched on; their answers to those deductions; the check-out inventory while it is waiting for their review; and their Tenant Passport. They also keep the records of their own tenancy that they could see while living there — documents shared with them, notices served on them and the repairs they reported. This access ends 12 months after the deposit is settled (for a deposit in dispute, 12 months after the scheme’s decision is recorded, and never while the dispute is open), or 12 months after the tenancy ended if there is no settlement on record and no deductions or check-out are waiting for them — or sooner, when the conditions above stop applying or the tenancy record is removed. Their Tenant Passport is theirs and stays with them. A former tenant never sees later households’ records.

Tenant Passport (optional): a tenant may choose to share a Tenant Passport — a redacted summary of their rental identity and reliability — with a third party, either via a share link/QR code they generate or by accepting an in-app request from another organisation. Sharing happens only with the tenant’s consent, the passport never contains Right to Rent or AML data, and the tenant (or their organisation) can revoke a share or turn the feature off, which stops existing links from resolving.

7. Business development, partners & referrals

To offer LetTrack to letting agencies and landlords who may benefit from it, we hold a small amount of business-contact information about prospective customers — company name and registration number, registered office, nature of business, a publicly filed officer name and role where needed to identify a contact, and public business contact details. We collect this only from public sources (the Companies House register, gov.uk, and the business’s own published website); we do not scrape closed platforms such as LinkedIn, and we never hold special-category data or the home/private contact details of the people who run a business.

Our lawful basis is legitimate interests (Art. 6(1)(f) UK GDPR) in business-to-business marketing. We keep a prospect record for a maximum of 12 months from the last meaningful engagement, then delete it. You can object at any time — for direct-marketing purposes that objection is absolute and we will stop and suppress immediately — and you can ask us to erase your information. Email privacy@lettrack.co.uk.

Partner proposals. When someone at a business that might refer landlords to us (a letting agency, accountant, broker, insurer or tradesperson) asks to see a proposal, we send each named person their own private link. For each person we hold their name, business email address and role, how they asked to receive it, and when they opened the proposal, so we know it reached them and can follow up. We do not use tracking pixels, third-party analytics or advertising scripts on proposal pages, and we do not record your IP address or device. Opening a proposal sets one short-lived, strictly necessary cookie so the page stays open for you; it is not used for anything else. Each link is private to you and expires after 30 days.

Our lawful basis is the same legitimate interests in business-to-business partnership development. A proposal and its readers’ details are deleted 12 months after the last engagement with it (it being edited or sent, or a reader opening it). If you object, we stop: your link stops working, a hashed key made from your email address goes on our business-development do-not-contact list (only our platform administrators can see it), and you will not be sent another proposal — this does not affect any other email you get from LetTrack. You can also ask us for a copy of what we hold about you, or for it to be erased. Email privacy@lettrack.co.uk.

If a partner introduced you. Some businesses (such as letting agencies or accountants) introduce landlords to LetTrack, and we pay them a one-off fee or a share of what you pay us. If you sign up through a partner’s link, code or compliance check, we record which partner introduced you, how and when, the terms we agreed with that partner, and the date of your first subscription payment. If you sign up through a partner’s link or code, you are told at signup that you were introduced and that the partner may receive a fee. If we credit a partner because you used their compliance check before signing up, you may not have seen that notice. Either way, it never changes your price. The partner gets no access to your account and no personal data from this record: our payment statements to partners identify you only by a pseudonymous reference. Our lawful basis is legitimate interests (Art. 6(1)(f) UK GDPR) in paying partners what we agreed and in knowing which introductions work. If you never become a paying customer, the record is deleted 12 months after the introduction; once it appears on a payment statement, the statement is kept for 6 years as a tax record, keyed on the pseudonymous reference.

Passing your details to the partner who introduced you. Only if you ask us to (in Settings → Your referral partner), we send that partner the details you tick: your name, email address, phone number if you give one, and, only if you tick them, your number of properties and postcode district. You can also choose to let them see a live compliance summary for one property — a private link, expiring after 30 days, that shows only that property’s postcode district and its certificates (type, status and dates), never tenant, Right to Rent, document or rent details; we record each time it is opened and show you. We send the details by email and, if the partner is itself a LetTrack agency, as a new lead in its own LetTrack account. Our lawful basis is your consent (Art. 6(1)(a) UK GDPR); we keep a record of exactly what you agreed to and when. Once the partner has your details they are its own controller for them. You can withdraw at any time on the same page: the summary link stops working, your details are removed from any lead in the partner’s LetTrack account (which is marked withdrawn), and if we emailed the partner your details, we email them to say you have withdrawn. We cannot recall an email already sent; we ask the partner to stop using and delete your details. We keep the record of your consent while your account exists and, after you withdraw, review it six years later.

8. The free compliance check

Our free compliance check lets you self-assess your rental compliance without an account. You can complete it and see your score without giving us your email address. If you choose to enter one so we can email you the results, we store that address alongside your answers, your scores, and where you came from. We are the controller for this information — you are not anybody’s tenant here, you are a prospective customer of ours.

Our lawful basis for returning the results you asked for is legitimate interests (Art. 6(1)(f) UK GDPR). The separate “occasional landlord compliance tips” tick-box is consent, is unticked by default, and can be withdrawn at any time without affecting the results you requested. The check never asks for a document and never verifies one.

We keep a submission for 90 days, after which it expires; if you claim your result into a LetTrack account it becomes part of that account instead and follows the retention in section 19. You can ask us to erase it sooner, or object to the processing, at privacy@lettrack.co.uk.

9. Calendar feeds and calendar sync

Calendar feeds: you can subscribe your own calendar app to a LetTrack feed of your compliance deadlines or appointments. A feed contains event titles, dates and property addresses. It is reached through a private link that contains a long random key: anyone who has the link can read the feed, so treat it like a password. You can turn a feed off or replace its link at any time in Settings, and your organisation can switch feeds off for everyone. Creating, replacing and turning off a feed is recorded in our audit log.

Google or Microsoft calendar sync (only if you connect it): if you connect a Google or Microsoft 365 calendar, LetTrack writes your LetTrack appointments into it — the title, time and property address — and reads your free/busy times so bookings avoid clashes. Those events are then held by Google or Microsoft under your own account with them. You can disconnect at any time.

10. Notifications on your phone or browser

If you turn on push notifications (they are off until you do), your browser gives us a delivery address for your device, which we store so we can send you alerts. Notifications are carried by your browser or phone maker’s push service (for example Google, Mozilla or Apple). Because a notification can appear on a locked screen, it says only what kind of alert it is — it never contains a name, an address or a rent amount. The detail is shown only once you open LetTrack. You can turn notifications off in your settings or your browser.

11. Offline reading

So that key pages stay readable without a signal, LetTrack keeps a small summary of the last page you viewed in your browser’s storage on your device. It holds no names of people, file names or Right to Rent data, and it is deleted when you sign out and after seven days. Full details are in our Cookie Policy.

12. References from a previous landlord

A tenant can ask a previous landlord for a reference for their Tenant Passport. The tenant gives us the referee’s name and email address and their previous address; we email the referee a single-use link. The referee’s answers (whether rent was paid on time, whether the property was kept well, whether they would rent to the tenant again, and an optional comment) are stored with the tenant’s passport, and the referee is shown a privacy notice before they submit. The tenant controls whether the reference is shared, the link expires after 30 days, and it stops working if the tenant withdraws it or the passport is switched off.

13. Subcontractors on a repair

If a landlord or agency has switched this on, a contractor working on a repair may pass one job to a subcontractor through a private link that needs no LetTrack account. The subcontractor sees only what they need to do the job: the property address, the appointment, any statutory repair deadline, the description of the work and the access notes. They are not shown the tenant’s name, phone number or email address, but the description of the work and the access notes are written by the contractor in their own words, so anything written there is visible to them. The contractor gives us the subcontractor’s email address, trade and trade-registration details; the subcontractor records their arrival and finish times; the photos and certificates they upload are kept with the repair, and the tenant and landlord can see them, labelled with the engineer’s first name only. A link lasts 7 days by default and never more than 14, and stops working as soon as it is revoked, the job closes or the feature is switched off.

We are a processor for the landlord or agency here. The subcontractor is engaged by the contractor, not by LetTrack.

14. Deposit deductions and disputes

At the end of a tenancy a landlord or agency can propose deductions from the deposit through LetTrack; each tenant can agree or challenge each item and add a comment. If the deposit is disputed, the landlord can download an evidence pack to submit to the tenancy deposit protection scheme (the Deposit Protection Service, TDS or mydeposits). The pack contains the tenants’ names, the tenancy and deposit details, each deduction with every tenant’s answer and comment, the inventory comparison and its photos, repair records and the rent schedule. LetTrack does not send it to the scheme — the landlord does, and the scheme then holds it as its own controller to adjudicate the dispute. While a dispute is open, the tenancy’s evidence is placed on a legal hold, so our automatic retention and erasure requests do not remove it until the outcome is recorded.

15. Making Tax Digital and HMRC

LetTrack helps landlords keep the income and expense records Making Tax Digital asks for and prepare their quarterly figures. LetTrack is not yet recognised by HMRC to send Making Tax Digital submissions, so today it does not send anything to HMRC: landlords file their figures themselves, using HMRC-recognised software.

We are testing a direct HMRC connection with HMRC’s test service, on our own test accounts only. If it becomes available to you, this section will be updated before you can use it. Connecting would mean storing the access granted by HMRC, encrypted and readable only by our servers, alongside the National Insurance number (already encrypted) and MTD reference you record with us; checking your filing deadlines with HMRC automatically each day; and sending your quarterly figures and final declaration only when you submit them, each with the fraud-prevention information HMRC requires (your LetTrack user id, IP address, a device identifier, browser and screen details, timezone and sign-in method). HMRC would receive this as its own controller.

16. The LetTrack widget on your phone

If you add the LetTrack widget to your phone, the app stores a credential on your device so the widget can show your organisation’s counts only — certificates due soon or overdue and open repairs — never a name, address or document. We keep a one-way fingerprint of the credential (never the credential itself), the device it was issued to and when it was last used. It lasts 90 days and stops working when you sign out, switch organisation or leave the organisation, or when we switch widgets off. Issuing, renewing, revoking and the first use each day are recorded in our audit log.

17. Signing in with Apple

If you choose “Sign in with Apple”, Apple gives us an identifier for your Apple account, your email address (which may be an Apple private relay address that forwards to you) and, the first time only, your name. We do not keep Apple’s sign-in tokens. Where we have switched it on, deleting your account asks you to confirm with Apple once more so that Apple revokes LetTrack’s access to your Apple ID. You can always remove LetTrack yourself in your Apple ID settings.

18. Your rights

Under UK GDPR you have the right to: access your data, correct inaccurate data, erase your data (subject to legal retention obligations), restrict processing, portability, and to object to processing (including the profiling in section 5). Submit requests to privacy@lettrack.co.uk. If we hold your data as a processor for a landlord or agency, we will help route your request to them as the controller.

19. Data retention

Account data is retained for the duration of your subscription plus 30 days. Compliance documents may be retained for up to 6 years for legal compliance purposes. One year after the tenancy ends, any copy of a Right to Rent document is deleted, together with the document type, number and expiry, the share code and the date of birth. The record that the check was carried out — whose check it was, when and how it was done, its outcome, who carried it out and any notes recorded with it — is kept as evidence of the landlord’s statutory check and is not deleted automatically. Mortgage records are retained for 6 years after they are removed, because they support tax records. Audit logs are retained for 2 years. Calendar-feed links last until you turn them off or replace them (a replaced link keeps working for 24 hours so you can update your calendar app). Push delivery addresses are deleted when you turn notifications off or your browser withdraws them. Passport references are kept for as long as the tenant keeps their passport. Business-development prospect records are retained for up to 12 months from the last meaningful engagement (see section 7). Deposit deductions and tenants’ answers are kept for 7 years after the deductions are sent, settlements for 7 years after they are agreed, disputed settlements for 7 years after the outcome is recorded, and inventory sign-offs for 7 years after the tenancy ends, as evidence for a deposit claim and for tax records. Subcontractor job links are kept for 6 years after they expire, as part of the repair’s record. We intend to delete phone-widget credentials 12 months after they stop working, and the HMRC connection one month after the landlord’s Making Tax Digital enrolment is withdrawn; until that is in place they are kept, and you can ask us to delete them sooner.

20. Third parties

• Supabase — database, authentication and file storage (hosted in the EU, AWS Ireland)
• Vercel — application hosting
• Resend — transactional email delivery
• Stripe — payment processing for LetTrack subscriptions; card details are held by Stripe, not by us
• Sentry — error monitoring (anonymised where possible)
• Google — “Sign in with Google” authentication and Google Calendar sync (only if you choose them), and Google Analytics for website usage analytics (only if you accept analytics cookies)
• Apple — “Sign in with Apple” authentication, only if you choose it (see section 17)
• Ideal Postcodes — UK address lookup: the postcode or address typed when adding a property, addresses read from uploaded certificates, and property addresses we look up to place them on a map
• postcodes.io — looks up a property’s postcode to find its local council (for house-price data) and its general area (for damp-risk weather forecasts)
• Cloudflare — bot protection on the free compliance check (your IP address and browser signals)
• The partner who introduced you — only the details you choose to send them, as their own controller (see section 7)
• HMRC — not used today; would receive Making Tax Digital submissions, as its own controller, once LetTrack is recognised and you connect (see section 15)
• Tenancy deposit protection schemes (the Deposit Protection Service, TDS, mydeposits) — receive a dispute evidence pack when the landlord submits one, as their own controller; LetTrack does not send it (see section 14)
• Companies House — public company register, a source for business-development prospect information (see section 7)
• Microsoft — calendar sync and mailbox connection, only if you choose to connect a Microsoft 365 account (see section 9)
• Browser and device push services (such as Google, Mozilla and Apple) — carry push notifications to your device if you turn them on; they see only the alert type, never its detail (see section 10)
• Anthropic — AI model provider for LetTrack’s AI features: reading uploaded compliance documents and receipts to pre-fill details, drafting summaries, messages and reports for landlords and agents, and summarising public business information for business development. We send only what a feature needs; it is not used to train models. Right to Rent records and AML data are never sent to an AI provider; if an identity document is uploaded as an ordinary document, it is discarded as soon as it is recognised and nothing is extracted from it (see section 4)

21. Security

All data is encrypted in transit (TLS) and at rest. Row-level security is enforced at the database level. Special-category Right to Rent data and AML identity references are additionally encrypted at the record level. Documents are served via time-limited signed URLs only.

22. Cookies

See our Cookie Policy.

23. Contact

Data protection queries: privacy@lettrack.co.uk · Data Protection Lead: contactable at dpo@lettrack.co.uk · ICO registration: in progress (number published once issued).