Privacy Policy

1. Who We Are

RentAlink Limited is a cloud-based property management platform designed for landlords, letting agents, estate agents, property managers, contractors and other property professionals throughout the United Kingdom.

Our Platform enables users to manage property portfolios, compliance, maintenance, communications, marketing, tenant management, listings and other property-related services from one central system.

For the purposes of data protection legislation, RentAlink Limited is the Data Controller for the personal information we collect directly from users of the Platform.

If you have any questions regarding this Privacy Policy or how we process your personal information, you can contact us using the details provided at the end of this document.

2. Information We Collect

The information we collect depends on how you use the Platform.

When you register for an account, subscribe to our services or contact us, we may collect information including your name, company name, email address, telephone number, billing information, job title and account credentials.

If you use RentAlink to manage properties, we may also process information relating to landlords, tenants, applicants, contractors, maintenance records, compliance certificates, property listings, tenancy information and communications that you choose to upload or create within the Platform.

When you visit our website or use the Platform, we automatically collect certain technical information including your IP address, browser type, operating system, device information, login history, pages visited and other usage information to help us improve the security, reliability and performance of our services.

3. How We Use Your Information

We use your personal information to provide and maintain the RentAlink Platform, create and manage user accounts, process subscription payments, provide customer support and deliver the services requested by you.

Your information also helps us improve our software, develop new features, monitor platform performance, investigate security incidents, prevent fraud, comply with legal obligations and communicate important service updates.

Where you have given your consent, we may also use your information to send newsletters, product updates, marketing communications and information about new features or services. You may opt out of marketing communications at any time.

4. AI Features

RentAlink includes artificial intelligence ("AI") features designed to assist users with generating letters, emails, tenancy documents, maintenance summaries, property descriptions, reports and other automated content.

Where AI features process your information, they do so solely to provide the requested service. AI-generated content should always be reviewed before being relied upon or shared, as it may not always be accurate or appropriate for your particular circumstances.

RentAlink does not use AI to make automated decisions that produce legal or similarly significant effects without appropriate human oversight.

5. Property Listings

Where you choose to advertise properties through RentAlink, the information contained within your listings may be displayed publicly on the RentAlink Platform and, where enabled, shared with selected third-party property portals.

You remain responsible for ensuring that all listing information is accurate, lawful and kept up to date. RentAlink does not verify the accuracy of listing information before publication.

6. Sharing Your Information

We do not sell your personal information.

Where necessary to provide our services, we may share your information with trusted third-party providers including cloud hosting providers, payment processors, identity verification services, referencing providers, property portal integrations, email and SMS providers, analytics providers and other technology partners.

We only share the information necessary for those providers to perform their services on our behalf and require them to protect your information appropriately.

Where you choose to connect third-party services to RentAlink, your information may also be shared with those providers in accordance with your instructions and their own privacy policies.

7. Data Security

We take the security of your information seriously and implement appropriate technical and organisational measures designed to protect your personal information against unauthorised access, loss, misuse or disclosure.

These measures include encrypted connections, secure cloud infrastructure, access controls, regular software updates, system monitoring, backups and other security safeguards appropriate to the nature of the information we process.

Although we strive to protect your information, no internet-based service can guarantee absolute security.

8. Data Retention

We retain personal information only for as long as necessary to provide our services, comply with legal obligations, resolve disputes, enforce our agreements and maintain appropriate business records.

When personal information is no longer required, it will be securely deleted or anonymised in accordance with our internal data retention procedures.

9. Your Rights

Subject to applicable law, you may have the right to request access to your personal information, request correction of inaccurate information, request deletion of your personal information, restrict or object to certain types of processing, request a copy of your information in a portable format or withdraw consent where processing is based on your consent.

If you wish to exercise any of these rights, please contact us using the details provided below. We may request additional information to verify your identity before responding to your request.

10. Cookies

Our website uses cookies and similar technologies to improve functionality, analyse website traffic, remember user preferences and enhance your browsing experience.

Some cookies are essential for the operation of the Platform, while others help us understand how visitors use our website or allow us to provide relevant marketing communications.

Further information about our use of cookies can be found in our Cookie Policy.

11. International Transfers

Where personal information is transferred outside the United Kingdom, we will ensure that appropriate safeguards are in place in accordance with applicable data protection legislation to protect your information.

12. Changes to this Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal requirements or business practices.

Any changes will be published on this page and, where appropriate, we will notify users by email or through the Platform.

Your continued use of RentAlink following the publication of an updated Privacy Policy constitutes acceptance of those changes.

13. Contact Us

If you have any questions about this Privacy Policy or how your personal information is processed, please contact us:

14. Complaints

If you believe we have not handled your personal information appropriately, we encourage you to contact us first so that we can investigate and resolve your concerns.

You also have the right to lodge a complaint with the Information Commissioner's Office (ICO), the UK's independent authority for data protection.

Information about the ICO and how to make a complaint is available at www.ico.org.uk.