Privacy notice
This says what we do with personal information — yours, and your tenants’. Your tenants’ information is the part most landlords have not thought about, so it has a section of its own.
Last updated 9 September 2026Who is responsible
TenancyDesk is run by Harber Glaves Limited, a company registered in England and Wales, company number [[COMPANY_NUMBER]], registered office [[REGISTERED_ADDRESS]]. We are registered with the Information Commissioner’s Office under number [[ICO_NUMBER]].
For anything on this page, write to us at [[SUPPORT_EMAIL]]. We have not appointed a data protection officer, because the law does not require us to have one, and that address reaches the person responsible.
Two different jobs we do
TenancyDesk holds two kinds of personal information, and our role is different for each.
- Your information — your name, your email address, what you do in the app, what you pay. We decide why and how it is used, so we are the controller for it, and this notice is our notice to you.
- Your tenants’ information — the names, addresses and contact details you enter so a document can be filled in. You decide why it is held and what goes into it. You are the controller for it and we are your processor, which means we only do what you tell us to do with it.
What we hold, why, and what allows us to
| What we hold | Why we have it | What allows us to |
|---|---|---|
| Your name, email address, phone number and the address you use for serving notices | To give you an account, to sign you in, and to put your details on the documents you generate | To carry out our contract with you |
| Property addresses, property type, licence details, energy rating and its expiry date | To keep your property record and work out what each property needs, and when | To carry out our contract with you |
| Tenancy details: start date, rent, how often it is paid, deposit amount, scheme and reference | To fill in the statutory forms correctly and to check the dates the law requires | To carry out our contract with you |
| Tenant names and contact details that you enter | To put the right names and addresses on the documents you generate | You decide this. We hold it on your instructions, as your processor |
| Documents you generate, and certificates you upload | To keep your record, and so you can download them again later | To carry out our contract with you |
| What you served, when, how and to whom, with any evidence you upload | So you can show later what was served and on what date | To carry out our contract with you |
| Payment records: the amount, the date and a reference from our payment processor | To take payment, send receipts and keep our accounts | To carry out our contract, and our legal duty to keep tax records |
| How the service is used: pages opened, actions taken, and technical information such as your IP address and browser | To keep the service working, to find faults, and to see which parts are used | Our legitimate interest in running and improving the service |
| Messages you send us | To answer you, and to keep a record of what was said | Our legitimate interest in supporting our customers |
We never see your full card number. Card details go directly to our payment processor.
We do not ask for special category information — health, ethnicity, beliefs, and the like — and we do not want it. Please keep it out of free-text boxes, including anything you write about a tenant.
Our promises when we handle your tenants’ information
When we act as your processor, these are the terms on which we do it. They apply for as long as you have an account.
- We process tenant information only to run TenancyDesk for you, and only on your instructions, unless the law requires otherwise — in which case we tell you, if we are allowed to.
- Everyone who can reach it is under a duty of confidence.
- We keep it secure, in the ways described under security below.
- We use the suppliers listed below and no others. If we want to add one, we tell you first and you can object.
- We help you answer a tenant who asks to see, correct or delete their information.
- If there is a security breach affecting it, we tell you without undue delay and help you meet your own duties.
- When you close your account we delete it, or return it to you first if you ask.
- We give you the information you reasonably need to satisfy yourself that we are doing all of this.
Where your information is kept
The database, the sign-in system and the files you upload are held by Supabase, on infrastructure in London. The website and the application run on Vercel.
Documents and certificates go into private storage. They have no public web address, and only your own account can reach them.
Who else handles it
| Supplier | What they do for us | Where |
|---|---|---|
| Supabase | The database, the passwordless sign-in system and file storage | Your data is stored in London |
| Vercel | Hosting and delivery of the website and the application | United States company |
| Google Tag Manager (container GTM-KJZRXGTG), which measures how the site is used | United States company | |
| Stripe | Card payments and subscription billing | United States company |
| [[EMAIL_PROVIDER]] | Sends your sign-in links and your reminder emails | See below |
We also share information where the law requires it — a court order, or a request from a regulator — and with our professional advisers where we need to. If our business is sold, information may pass to the buyer, who would have to keep to a notice at least as protective as this one.
We do not sell your information or your tenants’ information, and we do not use either to train AI models.
Information leaving the UK
Your information is stored in the United Kingdom. Some of the suppliers above are United States companies, and their staff may be able to reach it from outside the UK in order to keep the service running.
Where that happens we rely on the safeguards UK law allows: an adequacy decision where one covers the transfer, or the International Data Transfer Agreement, or the UK Addendum to the standard contractual clauses. Write to us at [[SUPPORT_EMAIL]] if you would like to know what is in place for a particular supplier.
How long we keep it
- Your account, your property records and your tenancy records: [[RETENTION_ACCOUNT]]
- Documents you generated and certificates you uploaded: [[RETENTION_DOCUMENTS]]
- Payment and invoice records: six years, because tax law requires us to keep them.
- Usage and measurement records: [[RETENTION_ANALYTICS]]
When a period ends we delete the information, or strip it of anything that could link it back to a person.
Your rights
Under UK data protection law you can ask us to:
- show you what we hold about you;
- correct it, if it is wrong;
- delete it, where there is no good reason for us to keep it;
- stop or limit what we do with it;
- give you a copy in a portable format, or send it to someone else;
- stop processing it where we rely on legitimate interests and you object; and
- stop sending you marketing, at any time.
Where we rely on your consent you can withdraw it whenever you like, and that does not affect anything done before you withdrew it.
To use any of these, write to us at [[SUPPORT_EMAIL]]. We reply within one month. There is no charge unless a request is excessive or repeated.
We do not make decisions about you by automated means that have a legal effect on you. The date checks in the app produce warnings for you to act on; they decide nothing about you.
If you think we have got something wrong, tell us first so we have a chance to put it right. You can also complain to the Information Commissioner’s Office at ico.org.uk.
If you are a tenant
If your landlord uses TenancyDesk, the information about you in it belongs to your landlord’s record and your landlord decides what goes in. Ask your landlord to see it, correct it or delete it. If you write to us, we will pass your request to them and help them answer it.
How we keep it safe
- Signing in is passwordless. There is no password for us to store or for anyone to steal.
- Every row in the database is tied to the account that owns it, and the database itself refuses to hand a row to any other account. It is not something the application has to remember to check.
- Uploaded files sit in private storage that only the account that put them there can reach.
- Information is encrypted while it travels and while it is stored.
- Only the people who need it can reach the production systems.
If there is a breach that puts your information at risk, we report it to the Information Commissioner’s Office where the law requires, and we tell you what happened and what to do about it.
Changes to this notice
We update this notice when what we do changes. The date at the top is when it last changed. If a change matters to you, we will tell you by email before it takes effect.