Summary: Rent Safe AI collects only the data needed to provide the service. We do not sell your data. We do not share it with third parties except where necessary to operate the platform. You have full rights over your data under UK GDPR.
1. Who we are
Rent Safe AI is a UK-based property compliance platform operated by Saurabh Dhawan ("we", "us", "our"). We are the data controller for personal data collected through this website and platform.
Contact: hello@rentsafeai.co.uk
We are registered in the United Kingdom. If you have any questions about how we handle your data, please contact us at the email above.
2. What data we collect
We collect the following categories of personal data:
From landlords (account holders)
- Name and email address (account registration)
- Property addresses and details
- Tenancy information including tenant names, emails, and contact details
- Compliance documents (certificates, inspection reports)
- Maintenance records and correspondence
- Financial information (rent amounts, deposit details — no payment card data)
- Login credentials (stored securely, never in plain text)
From tenants (portal users)
- Name and email address
- Maintenance reports and photos submitted via the tenant portal
- Messages sent to landlords through the platform
From website visitors
- Email address (if you submit the waitlist or contact form)
- Basic usage data (pages visited, browser type) — only if analytics are enabled
3. How we use your data
| Purpose | Legal basis (UK GDPR) |
|---|---|
| Providing the platform and its features | Contract performance |
| Sending compliance alerts and reminders | Contract performance / Legitimate interests |
| Responding to support requests | Legitimate interests |
| Sending product updates (with consent) | Consent |
| Legal compliance and dispute resolution | Legal obligation / Legitimate interests |
| Improving the platform | Legitimate interests |
4. Data sharing
We do not sell your personal data. We share data only in the following limited circumstances:
- Service providers: We use trusted third-party services to operate the platform (email delivery, database hosting). These providers process data only on our instructions.
- Legal requirements: We may disclose data if required by law, court order, or to protect our legal rights.
- Business transfer: If Rent Safe AI is acquired or merges with another company, your data may be transferred as part of that transaction. We will notify you in advance.
We do not share tenant data with any third party without the explicit instruction of the landlord account holder, except where required by law.
5. Data retention
We retain your data for as long as your account is active or as needed to provide services. Specifically:
- Account data: Retained for the duration of your account plus 2 years after closure
- Compliance documents and audit logs: Retained for 6 years (in line with UK landlord legal requirements)
- Waitlist emails: Retained until you unsubscribe or request deletion
- Maintenance records: Retained for 6 years from the date of the issue
6. Your rights under UK GDPR
You have the following rights regarding your personal data:
- Right of access — request a copy of the data we hold about you
- Right to rectification — ask us to correct inaccurate data
- Right to erasure — ask us to delete your data ("right to be forgotten")
- Right to restriction — ask us to limit how we use your data
- Right to data portability — receive your data in a machine-readable format
- Right to object — object to processing based on legitimate interests
- Right to withdraw consent — where processing is based on consent, you can withdraw at any time
To exercise any of these rights, contact us at hello@rentsafeai.co.uk. We will respond within 30 days.
You also have the right to lodge a complaint with the Information Commissioner's Office (ICO) at ico.org.uk or by calling 0303 123 1113.
7. Cookies
Rent Safe AI uses minimal cookies essential to platform operation (session management and login). We do not use advertising or tracking cookies. We do not use Google Analytics or any third-party tracking tools at this time.
By using the platform you consent to essential cookies. You can disable cookies in your browser settings but this may affect platform functionality.
8. Data security
We take data security seriously and implement appropriate technical and organisational measures to protect your personal data against unauthorised access, disclosure, alteration, or destruction. These include:
- Encrypted data transmission (HTTPS/TLS)
- Secure password storage (hashed and salted)
- Access controls limiting who can view your data
- Regular security reviews
In the event of a data breach that is likely to affect your rights and freedoms, we will notify you and the ICO within 72 hours of becoming aware, as required by UK GDPR.
9. Children's data
Rent Safe AI is not intended for use by anyone under the age of 18. We do not knowingly collect personal data from children. If you believe we have collected data from a child, please contact us immediately.
10. Changes to this policy
We may update this Privacy Policy from time to time. We will notify you of significant changes by email or by posting a notice on the platform. The "last updated" date at the top of this page will always reflect the most recent version.
Contact us about your data
For any privacy-related questions, data requests, or complaints:
We aim to respond to all privacy requests within 5 working days and will always respond within the statutory 30-day period.