Privacy Policy

Rentaplace (“we”, “our”, “us”) is a rental property platform connecting renters, landlords, and estate agents in the United Kingdom. Our website is rentaplace.io.

For questions about this policy or your data, contact us at: privacy@rentaplace.io

We collect information you provide directly:

• Account information — name, email address, password (hashed)
• Profile information — phone number, profile photo, role (renter/landlord)
• Property listings — address, photos, description, pricing
• Messages — conversations between renters and landlords
• Documents — tenancy-related files you upload
• Tenancy profile — employment status, income range, right-to-rent details (renters only)
• Identity documents — if you ask to be verified: photos of your passport, driving licence or identity card, and an eVisa share code if you give one
• Waitlist — if you're outside the UK and ask to hear when we launch in your country: your email address, your country, and whether you rent or let
• Plan waiting list — if you ask to hear when a plan that's coming soon becomes available: your email address and the plan

We also collect data automatically:

• Log data — IP address, browser type, pages visited, timestamps
• Usage data — property views, search queries, session duration
• Approximate country — worked out from your IP address, so we can tell visitors outside the UK that we're UK-only for now

• To provide and operate the platform
• To connect renters with landlords
• To send service emails: security alerts, account and tenancy updates, messages, and notices about planned maintenance or the platform's status (see our Terms). These are part of the service and are sent whatever your marketing preference
• To send marketing emails, only if you have opted in. You can opt out any time in your account Preferences or from the link in any marketing email
• To email you once when we launch in your country, if you joined our waitlist
• To email you once when a plan becomes available, if you joined its waiting list
• To verify user identity and prevent fraud
• To improve the platform through anonymised analytics
• To comply with legal obligations

We process your data under the following lawful bases:

• Contract — processing necessary to provide the service you signed up for, including service emails
• Legitimate interests — fraud prevention, platform security, analytics
• Consent — marketing communications (where opted in), and the one-off emails for waitlist and plan waiting list sign-ups
• Legal obligation — compliance with UK law

We do not sell your personal data. We share it only with:

• Other users, as part of the service. For example, a landlord sees the application you send them, and the people you message see your messages.
• Service providers who run the platform for us. These include cloud hosting, secure file and image storage, email delivery, and security and error monitoring. They act only on our instructions, under contracts that require them to keep your data secure and confidential.
• Sign-in providers you choose. If you sign in with a social account, we receive basic profile details from that provider.
• Law enforcement or regulators, where the law requires it.

Some providers may process data outside the UK. When they do, we make sure appropriate safeguards are in place, as UK data protection law requires.

We use essential cookies to keep you logged in and to maintain your session. We do not use third-party advertising cookies.

Two small cookies support our UK-only notice: one holds your approximate country for a day, and one remembers for a year that you've seen the notice, so it doesn't show again.

You can manage cookie preferences using the consent banner displayed on your first visit.

We retain your data for as long as your account is active. If you delete your account, we will remove your personal data within 30 days, except where we are required to retain it by law.

Waitlist details are deleted once we've sent the launch email for your country, or after 24 months, whichever comes first. You can ask us to remove them sooner at any time.

Plan waiting list details are deleted 30 days after we've emailed you that the plan is available, or after 24 months if it hasn't launched by then.

Identity documents you send for verification are kept while your account exists, so we can answer any question about your verification later, and deleted when you delete your account. Photos have their location and camera details removed when you upload them.

If you start a free trial, we keep a one-way code made from your email address (not the address itself), so each person can have only one free trial. We keep it after your account is deleted, to prevent repeat trials (fraud prevention).

Under UK GDPR you have the right to:

• Access the personal data we hold about you
• Correct inaccurate data
• Request deletion of your data (“right to be forgotten”)
• Object to processing or request restriction
• Data portability — receive your data in a machine-readable format
• Withdraw consent at any time (where processing is consent-based)

To exercise any of these rights, email privacy@rentaplace.io. We will respond within 30 days.

We protect your data with industry-standard security. Connections to Rentaplace are encrypted, passwords are stored in a form that can't be read back, sensitive documents are encrypted, and access to our systems is restricted and monitored. Everything our staff do in our administration tools, including viewing your data, is logged and the log is kept for 2 years. We review our security regularly.

We may update this policy from time to time. The date at the top of this page shows when it was last revised. Continued use of the platform after changes constitutes acceptance of the updated policy.

For privacy-related queries: privacy@rentaplace.io

If you are unhappy with how we handle your data, you have the right to lodge a complaint with the Information Commissioner's Office (ICO).