Privacy Policy

Renter Logic ("we", "us", "our") is the data controller responsible for your personal data within the meaning of the UK GDPR and the Data Protection Act 2018.

We are based in the United Kingdom and operate globally. If you have any question about this policy or how we handle your data, contact our Data Protection team at info@renter-logic.com.

We only collect the personal data we need to provide your tenancy, payment and verification services. The categories we may process include:

• Identity: full name, date of birth, gender, nationality, occupation.
• Contact: email, phone number, address, postcode, country of residence.
• Verification documents: identity document type and number, Right to Rent / residence permit, live photo, self-introduction video, hand signature, optional biometric (WebAuthn) credential — and, where you request a digital identity check, a live selfie compared against your identity document (biometric data, processed only with your explicit consent).
• Authentication: when you sign in with Google, your name and email address received from that provider; one-time verification codes; securely hashed passwords.
• Electoral: where you submit an attested electoral address-update application: your self-declared electoral register number, previous and new addresses, postcodes and move date.
• Financial: bank account details, wallet balance, deposit and payment history, rent and utility bill payments.
• Tenancy: address history, landlord and property details, tenancy certificates, tenant ratings and reviews.
• Communications: end-to-end encrypted messages between you, landlords and councils.
• Technical: login logs, device and IP information, anonymised usage analytics.

We rely on the following lawful bases when processing your personal data:

• Contract (Art. 6(1)(b)): to set up and run your tenancy, wallet and payment services under the agreement you form with us and your landlord.
• Legal obligation (Art. 6(1)(c)): to retain payment records and Right to Rent checks where the law requires us to.
• Consent (Art. 6(1)(a)): for council data sharing, third-party address verification, marketing communications and analytics. You may withdraw consent at any time.
• Explicit consent (Art. 9(2)(a)): where you request a digital identity check, your biometric data (live selfie for face-match and liveness checking) is processed only with your explicit consent, which you can withdraw at any time.
• Legitimate interests (Art. 6(1)(f)): to secure the platform, prevent fraud, detect suspicious logins and keep our service safe.
• Vital interests (Art. 6(1)(d)): where needed to protect you or another person.

We use your personal data to:

• Create and verify your account and Right to Rent status.
• Operate your secure wallet, process rent and utility bill payments, and issue verifiable receipts.
• Maintain your address history and issue proof-of-address documents with verification tokens.
• Notify your local council of tenancy starts and ends, where you have consented.
• Relay your attested electoral address-update application to your council's electoral services team (or the Electoral Office for Northern Ireland).
• Allow authorised organisations holding a valid access code to verify your address and payments.
• Enable encrypted messaging between tenants, landlords and councils.
• Send payment and document-expiry reminders, and (with consent) marketing updates.
• Detect fraud, secure the platform and meet legal record-keeping obligations.

We never sell your personal data. We share it only as described:

• Local area councils: tenancy information for tax and infrastructure planning, with your consent.
• Electoral services teams: your attested change-of-address application (name, platform-verified identity snapshot, previous and new address, move date and application reference), relayed to your council's Electoral Registration Officer or the Electoral Office for Northern Ireland.
• Authorised third parties: embassies, banks, employers and government bodies holding a valid, time-limited access code — for proof-of-address and payment verification only.
• Landlords & property agents: the tenancy and payment data needed to manage your rental.
• Payment processor: our regulated payment provider (Base44 Payments) to take and settle payments.
• Service providers: secure cloud hosting and infrastructure needed to run the app.

Access to your records is protected by row-level security — each user can only ever see their own personal data and financial records; admins act only within their approved scope.

Renter Logic is a global platform and some processing may take place outside the UK. Where your data leaves the UK, we rely on appropriate safeguards such as UK International Data Transfer Agreements, the UK Extension to the EU Standard Contractual Clauses, or a country with a recognised adequacy decision, and we only transfer what is necessary to provide the service.

We keep your personal data only for as long as we need it. Specifically:

• Active accounts: for the life of your tenancy and account.
• Payment records: retained for the period required by tax and financial law after a transaction.
• Verification documents: kept while your Right to Rent / residence permit is valid, then removed on expiry unless law requires longer retention.
• Deleted accounts: when you exercise your right to erasure, your personal data is permanently wiped across the platform.

We use strong, layered security to protect your data:

• Encryption: all data in transit is encrypted; messages are end-to-end encrypted with per-conversation AES-GCM keys generated on your device.
• Strict access control: row-level security enforces that users can only view their own personal information and financial records.
• Verified actions: major administrative changes require owner approval, and sensitive operations are validated server-side.
• Login monitoring: we record login events and can alert you to suspicious activity.
• Verification tokens: address and payment documents carry access-controlled tokens so only authorised parties can verify them.

Under UK GDPR you have the following rights. To exercise any of them, use the Data Protection settings page or contact us at info@renter-logic.com.

• Right of access (Art. 15): download a copy of all the personal data we hold about you.
• Right to rectification (Art. 16): correct any inaccurate or incomplete data.
• Right to erasure (Art. 17): delete your account and permanently wipe your personal data.
• Right to restriction (Art. 18): ask us to limit how we use your data.
• Right to data portability (Art. 20): receive your data in a structured, machine-readable file.
• Right to object (Art. 21): object to processing based on legitimate interests.
• Right to withdraw consent (Art. 7(3)): withdraw any consent you have given at any time, without affecting the lawfulness of processing before withdrawal.
• Right to complain: you may complain to the UK Information Commissioner's Office (ico.org.uk) if you are unhappy with how we handle your data.

We use only essential cookies needed for you to sign in and use the app securely. We do not use advertising cookies or sell tracking data to third parties. Optional analytics, if you consent, is anonymised.

Renter Logic is not intended for users under 18. We do not knowingly collect personal data from children. If you believe a child has provided us with data, contact us and we will delete it.

We may update this policy to reflect changes in our service or the law. When we make material changes we will update the version number and effective date and notify you in the app. Continued use after changes means you accept the updated policy.

Version 1.1 — effective 18 October 2026: added Google sign-in data usage, biometric digital identity checks (live selfie face-match and liveness, processed with explicit consent) in line with GPG 45 and the UK digital identity and attributes trust framework, and the Electoral Address Update service — attested change-of-address applications (including your self-declared electoral register number, previous and new addresses and move date) relayed to enrolled councils' electoral services departments (or the Electoral Office for Northern Ireland), with the included Managed Electoral Move certificate and priority re-send service.

Version 1.0 — initial publication: foundational policy covering identity, contact, verification, financial and tenancy data; lawful bases for processing; council and third-party sharing; retention, security and your data protection rights.

For any privacy question, data request, or to exercise your rights, contact our Data Protection team:

info@renter-logic.com

You also have the right to lodge a complaint with the Information Commissioner's Office (ICO) at ico.org.uk.