Privacy Policy
How we collect, use, and protect your data. Plain English, no legal jargon.
Last updated: 1 January 2026
The short version: We only collect data needed to run LandlordOS. Your data is encrypted and stored securely in UK data centres, and never sold. You can export or delete your data anytime.
Who we are
LandlordOS is a property management platform for UK landlords, operated by LandlordOS Ltd. We're registered in England and Wales.
For data protection purposes, we are the "data controller" - meaning we decide how your personal data is used within our service.
Contact for data requests: privacy@landlord-os.com
What data we collect
We collect different types of data depending on how you use LandlordOS:
Account information
- Name and email address
- Password (stored encrypted - we can never see it)
- Phone number (optional, for notifications)
- Billing information (if you upgrade to Pro)
Property data
- Property addresses and details
- Tenancy information (rent amounts, dates, deposit details)
- Compliance certificates (gas safety, EICR, EPC)
- Documents you upload (tenancy agreements, receipts, photos)
- Maintenance records and notes
Tenant data
- Tenant names and contact details
- Tenancy dates and rent payment records
- Communication history within the platform
Important: You are the data controller for your tenants' personal data. You're responsible for having a lawful basis to store their information and informing them how you use it.
Financial data
- Financial transactions (via statement upload)
- Rental income and expense records
- Tax-related calculations and reports
Usage data
- How you interact with the app (features used, pages visited)
- Device and browser information
- IP address and approximate location
How we use your data
Running the service
We use your data to provide LandlordOS features:
- Storing and organising your property portfolio
- Tracking compliance deadlines and sending reminders
- Categorising transactions and generating financial reports
- Generating legal documents (Section 8, Section 13, etc.)
- Processing MTD submissions to HMRC
AI processing
LandlordOS uses AI to power features like:
- Answering your questions about landlord law and your portfolio
- Extracting data from photos of receipts and certificates
- Categorising bank transactions automatically
- Generating document content based on your property data
To do this, relevant data from your account is sent to our AI providers (see "Third parties" below). This data is:
- Transmitted securely using encryption
- Not used to train AI models
- Not stored by AI providers beyond the immediate request
- Limited to what's needed for the specific feature
Analytics and improvement
We use anonymised, aggregated data to understand how the service is used and improve it. We don't sell personal data or use it for advertising.
Financial data and statement processing
LandlordOS allows you to import financial data by uploading bank statements in CSV or PDF format. You can also add transactions manually or by scanning receipts.
Your financial data is secure
Uploaded bank statements are processed by AI to extract and categorise transactions. All uploaded data is encrypted at rest and in transit, and stored securely in UK data centres. We never have access to your bank login credentials.
How it works
- Statement upload - you upload CSV or PDF bank statements to import transactions
- AI categorisation - transactions are automatically categorised using AI
- Receipt scanning - photograph receipts to extract expense data
- Manual entry - add transactions manually at any time
What we never access
- Your bank login credentials
- Direct access to your bank account
- Credit card details
- The ability to make payments or transfers
Deleting financial data
You can delete any imported transactions at any time within LandlordOS. When you delete your account, all financial data is permanently removed in accordance with our data retention policy.
AI providers
We use leading AI providers to power our intelligent features:
| Provider | Used for | Data processing location |
|---|---|---|
| OpenAI | Chat assistant, document generation | US (with EU data processing agreements) |
| Anthropic (Claude) | Chat assistant, complex reasoning | US (with EU data processing agreements) |
| Google (Gemini) | Receipt scanning, image processing | EU |
All providers have data processing agreements in place that comply with UK GDPR. None of them use your data to train their AI models.
Data storage and security
Where your data is stored
- Primary data: UK data centres (London)
- Backups: UK data centres
- AI processing: May temporarily pass through US/EU servers as described above
How we protect it
- All data encrypted in transit (TLS 1.3) and at rest (AES-256)
- Passwords hashed using industry-standard algorithms
- Regular security audits and penetration testing
- Access controls limiting which team members can access data
- Automated backups with encryption
Third parties
We share data with third parties only when necessary to provide our service:
| Third party | Purpose | Data shared |
|---|---|---|
| Google (Gemini AI) | Document processing, transaction categorisation | Statement and receipt content for AI processing |
| Stripe | Payment processing | Billing information for Pro subscriptions |
| HMRC | MTD submissions | Tax data (only with your explicit action) |
| OpenAI, Anthropic, Google | AI features | Query content and relevant account data |
| Postmark | Email delivery | Email address, email content |
| Vercel | Application hosting | Usage logs, IP addresses |
We never sell your personal data. We never share it with advertisers.
Cookies
We use cookies to make LandlordOS work properly:
Essential cookies
Required for the service to function:
- Authentication (keeping you logged in)
- Security (preventing cross-site attacks)
- User preferences (theme, settings)
Analytics cookies
Help us understand how the service is used. You can opt out:
- Anonymised page views and feature usage
- Error tracking to fix bugs
- Performance monitoring
We don't use advertising or tracking cookies.
Data retention
We keep your data as long as your account is active, plus:
| Data type | Retention period | Reason |
|---|---|---|
| Financial records | 7 years after creation | UK tax law requirements |
| Tenancy documents | 6 years after tenancy ends | Limitation period for legal claims |
| Account data | 30 days after deletion request | Time to process deletion |
| Backups | 90 days | Disaster recovery |
When you delete your account, we remove personal data within 30 days except where we're legally required to keep it (like financial records for tax purposes).
Your rights under GDPR
Under UK GDPR, you have the right to:
Access your data
Request a copy of all personal data we hold about you. We'll provide it within 30 days in a readable format.
Rectify your data
Correct any inaccurate personal data. You can update most information directly in your account settings.
Delete your data
Request deletion of your personal data. We'll delete it within 30 days unless we're legally required to keep it.
Export your data
Download your data in a portable format (JSON or CSV). Use the export feature in your account settings.
Restrict processing
Ask us to limit how we use your data while you dispute its accuracy or our use of it.
Object to processing
Object to processing of your personal data for specific purposes.
Withdraw consent
Where we rely on consent, you can withdraw it at any time. This doesn't affect processing that happened before withdrawal.
How to exercise your rights
Email privacy@landlord-os.com with your request. We'll respond within 30 days. There's no charge for most requests.
If you're not satisfied with our response, you can complain to the Information Commissioner's Office (ICO).
Children's data
LandlordOS is not intended for anyone under 18. We don't knowingly collect personal data from children.
Changes to this policy
We may update this privacy policy from time to time. We'll notify you of significant changes by email and by posting a notice in the app.
The "last updated" date at the top shows when this policy was last revised.
Contact us
For privacy-related questions or to exercise your rights:
- Email: privacy@landlord-os.com
- Post: LandlordOS Ltd, Data Protection, [Address]
For general support: support@landlord-os.com