Privacy notice

RenterCheck is operated by Digital Ideation Ltd, a company registered in England and Wales under company number 17059030.

For the purposes of UK data protection law, Digital Ideation Ltd is the controller of personal data processed through RenterCheck unless stated otherwise.

Our registered office is 128 City Road, London, EC1V 2NX, United Kingdom.

For privacy enquiries, contact privacy@rentercheck.co.uk.

This Privacy Notice explains what personal information RenterCheck collects, why we use it, who we may share it with, how long we keep it and the rights you have in relation to it.

We aim to collect and retain only the information reasonably necessary to provide and improve RenterCheck.

Depending on how you use RenterCheck, you may provide:

Property-check information

This may include:

• property address;
• postcode;
• proposed monthly rent;
• number of bedrooms; and
• other information entered when requesting a property check.

A property address will not necessarily be personal data by itself, but it may become personal data depending on the circumstances and the information associated with it.

Email information

If you request early access, contact us or use another email-based feature, we may collect:

• your email address;
• the content of communications you send us; and
• information associated with your request.

Feedback

We may collect feedback you choose to provide, including your reasons for being interested in Complete RenterCheck.

For example, you may tell us that you are interested in:

• checking whether rent is fair;
• checking a landlord or letting agent;
• checking a deposit or upfront payment;
• checking a tenancy agreement; or
• obtaining general reassurance before renting.

Providing this feedback is optional.

When you request a property check, we may obtain information from public-sector, official and other independent sources.

Depending on the service, this may include information relating to:

• energy performance;
• property characteristics;
• Unique Property Reference Numbers;
• recorded property transactions;
• planning and location-based designations;
• company information;
• property licensing; and
• other information relevant to the property or proposed tenancy.

Sources may include government departments, HM Land Registry, Companies House, local authorities and other public-data services.

Some of this information may constitute personal data where it relates to an identifiable individual.

When you use RenterCheck, our systems and service providers may process technical information such as:

• IP address;
• browser type;
• device type;
• operating system;
• date and time of access;
• pages viewed;
• referral source;
• approximate location derived from an IP address;
• diagnostic information; and
• security and fraud-prevention information.

We may also use cookies or similar technologies as described in our Cookie Policy.

We may collect information about how people use RenterCheck so that we can understand whether the service works properly and how it can be improved.

This may include events such as:

• visiting a page;
• starting a property check;
• completing a free check;
• viewing information about Complete RenterCheck;
• expressing an intention to purchase Complete RenterCheck;
• submitting an early-access email address; and
• providing optional feedback.

These events are grouped using a random identifier held in your browser only for the lifetime of the tab. It is not derived from your IP address or from anything else about you, and it is discarded when you close the tab. We keep no identifier that lets us recognise you across visits.

We also use Plausible Analytics for aggregated website statistics. Plausible is cookieless, stores nothing on your device, and processes data within the European Union. It receives the page you are on, the site that referred you, your approximate region and your device type — never a property report, an address you have looked up, or anything you type into RenterCheck.

Because none of this requires storing non-essential information on your device, it does not require your consent. Where analytics or similar technologies do require consent under applicable law, we will seek that consent before using them.

We aim to avoid placing unnecessary personal information, property-report contents or uploaded-document contents into analytics systems.

Our Cookie Policy contains a full register of every technology in use.

If RenterCheck introduces tenancy agreement analysis, you may choose to provide a tenancy agreement for analysis.

Tenancy agreements can contain significant amounts of personal information about tenants, landlords, guarantors and other people.

Our intended privacy-by-design approach is therefore to treat the agreement as a temporary input to the analysis rather than a document that we retain.

Original agreement

The uploaded agreement will be processed only for the purpose of performing the requested analysis.

RenterCheck is designed not to retain the original tenancy agreement after the analysis has been completed.

Extracted text

Text extracted from the agreement for analysis is intended to be processed temporarily and not retained as part of your account or report after the analysis is complete.

Data minimisation

Where technically appropriate, information that is unnecessary for the analysis may be removed, masked or replaced before automated analysis.

This may include information such as:

• personal email addresses;
• telephone numbers;
• bank account information; and
• other identifiers that are unnecessary for understanding the agreement.

Findings

We may retain the structured findings produced from the agreement so that they can form part of your RenterCheck report.

For example, a finding might record that a break clause exists or that a particular payment term is worth reviewing.

We aim not to retain unnecessary copies of the underlying wording where doing so is not required to provide the result.

Artificial intelligence providers

Where an external artificial-intelligence or document-processing provider is used to analyse an agreement, that provider may process information contained in the document on our behalf.

Before launching this feature, we will assess the provider’s data-protection, security, retention, training and international-transfer arrangements and update this Privacy Notice where necessary.

We will not intentionally use customer tenancy agreements to train RenterCheck’s own general-purpose artificial-intelligence models.

We may process personal information for the following purposes.

Providing RenterCheck

To perform property checks, generate reports, provide tools and respond to requests you make.

Our lawful basis will generally be that processing is necessary to provide a service you have requested or that it is in our legitimate interests to operate RenterCheck.

Where you purchase a service, some processing may be necessary to perform our contract with you.

Operating and securing the website

To maintain our systems, investigate errors, prevent misuse and protect the security of RenterCheck.

Our lawful basis is our legitimate interests in operating a secure and reliable service.

Improving RenterCheck

To understand how the service is used, diagnose problems and improve our products.

Depending on the information and technology involved, we may rely on our legitimate interests or your consent.

Early-access requests

If you ask us to tell you when Complete RenterCheck becomes available, we will use your email address for that purpose.

Where required, we rely on your consent.

You can ask us to stop contacting you at any time.

Communications

To respond when you contact us.

Our lawful basis will generally be our legitimate interests in responding to enquiries or taking steps at your request.

Legal obligations

We may process information where necessary to comply with applicable legal, regulatory, tax or law-enforcement obligations.

We do not sell your personal information.

We may provide information to organisations that help us operate RenterCheck, such as providers of:

• website hosting and infrastructure;
• databases;
• email delivery;
• security;
• analytics;
• error monitoring;
• property and public-data APIs;
• document processing; and
• artificial-intelligence services where relevant.

These organisations may act as processors on our behalf or, in some circumstances, as independent controllers.

We aim to disclose only the information reasonably necessary for the relevant purpose.

We may also disclose information where required by law or where reasonably necessary to establish, exercise or defend legal claims.

RenterCheck may use third-party technology providers to host and operate the service.

These may include providers such as Vercel for web hosting and infrastructure, Supabase for database and backend services, and Plausible Analytics for cookieless website statistics.

The exact services used may change as RenterCheck develops.

Where a provider processes personal information on our behalf, we take reasonable steps to ensure appropriate data-protection arrangements are in place.

Some of our technology providers may process information outside the United Kingdom.

Where personal data is transferred internationally, we take steps required by UK data protection law to ensure that an appropriate level of protection applies.

Depending on the destination and provider, this may include relying on UK adequacy regulations or appropriate contractual safeguards.

We do not intend to retain personal information for longer than reasonably necessary for the purpose for which it was collected.

Different information may therefore have different retention periods.

In particular:

Uploaded tenancy agreement

Intended to be deleted after processing is complete.

Raw extracted text

Intended not to be retained after processing is complete.

Generated agreement findings

May be retained with the associated RenterCheck report.

Property reports

May be retained so that the report can be revisited using its private report link and for reasonable operational purposes.

Early-access email addresses

Retained until Complete RenterCheck launches and we have contacted you, you unsubscribe or the information is no longer reasonably required.

Customer enquiries

Retained for a reasonable period necessary to deal with the enquiry and maintain appropriate business records.

Security and technical logs

Retained for a limited period appropriate to security, troubleshooting and abuse prevention.

We will periodically review retention periods and delete or anonymise information that is no longer required.

RenterCheck property reports may be accessible through a unique report URL.

Reports are intended not to be indexed by search engines or publicly listed by RenterCheck.

Anyone who obtains the unique URL may nevertheless be able to access the report.

You should therefore treat a report link appropriately and avoid sharing it with people you do not want to access the report.

We use appropriate technical and organisational measures designed to protect information processed by RenterCheck.

These include measures relating to:

• encrypted network connections;
• access control;
• secure management of credentials;
• restricted administrative access;
• data minimisation;
• separation of development and production environments; and
• monitoring and maintenance of our systems.

No internet service can guarantee absolute security.

RenterCheck is intended for people investigating or entering into rental arrangements and is not designed as a service for children.

If we become aware that personal information has been provided by a child in circumstances where we should not process it, we will take appropriate steps.

Depending on the circumstances, UK data-protection law may give you rights including:

• the right to be informed about how your information is used;
• the right to access personal information we hold about you;
• the right to have inaccurate information corrected;
• the right to request deletion of information in certain circumstances;
• the right to restrict processing in certain circumstances;
• the right to object to certain processing;
• the right to data portability in certain circumstances; and
• rights relating to certain types of automated decision-making.

Where processing is based on consent, you may withdraw your consent at any time. Withdrawal does not affect the lawfulness of processing carried out before consent was withdrawn.

These rights are subject to legal conditions and exceptions.

To exercise a right, contact privacy@rentercheck.co.uk.

We may need to verify your identity before acting on a request.

If you have concerns about how we use your personal information, please contact us first at privacy@rentercheck.co.uk.

You also have the right to complain to the Information Commissioner’s Office (ICO), the UK’s data-protection regulator.

Information about making a complaint is available from the ICO.

We may update this Privacy Notice when RenterCheck changes, when we introduce new data sources or features, or when legal requirements change.

The latest version will be published on rentercheck.co.uk and the date at the top of this notice will be updated.

Material changes affecting how we use personal information will be communicated where appropriate.