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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 13 October 2026TenancyDesk is run by Harber Glaves Trading Ltd, a company registered in England and Wales, company number 16605946, registered office Unit A, 82 James Carter Road, Mildenhall, Bury St. Edmunds, England, IP28 7DE.
Harber Glaves Trading Ltd is registered with the Information Commissioner’s Office as a data controller, registration number ZC243302.
For anything on this page, write to us at support@tenancydesk.org. 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.
TenancyDesk holds two kinds of personal information, and our role is different for each.
| 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, so you can download them again later, and to read the dates off a certificate as you upload it | 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 |
| Where a document was emailed to your tenant, and what happened to it: whether the message was opened, whether the private link was used, and whether receipt was confirmed and in whose name | So you can show whether a document reached them, which is what a tribunal asks when a tenant says it never arrived | You decide this. We send it and keep the record on your instructions, as your processor |
| Where a tenancy agreement was signed online: each signature (a typed name or a drawing), the email address it was sent to, when it was sent, opened and signed, the tick agreeing to sign electronically, and the IP address and device it was signed from | So the signed agreement carries the evidence of who signed it, when and on what, and so anyone can check the file has not been changed | You decide this. We send it and keep the record on your instructions, as your processor |
| 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, including support conversations you start in the app | 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.
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.
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.
| 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) and Google Analytics, which measure how the site is used, only for visitors who say yes | United States company | |
| Stripe | Card payments and subscription billing | United States company |
| Resend | Sends your sign-in links, your reminder emails and your receipts — and, where you choose to send one, a document to your tenant | See below |
| Anthropic | Reads the dates and reference number off a certificate as you upload it, so you can check them rather than type them, and drafts a first reply to a support message for a member of our team to read and change before anything is sent to you. The file or message is sent once for that purpose and is not used to train their models, under their commercial terms | United States company |
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. The one AI supplier we use, to read dates off a certificate you upload, is barred by its terms with us from training on what we send it.
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@tenancydesk.org if you would like to know what is in place for a particular supplier.
When a period ends we delete the information, or strip it of anything that could link it back to a person.
Under UK data protection law you can ask us to:
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@tenancydesk.org. 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 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.
Your landlord may choose to send you a document by email through TenancyDesk. If they do, the email comes from our notices address on their behalf, with the document attached, and replies go to your landlord rather than to us. We send it because your landlord instructed us to; we do not decide to contact you and we never send you marketing.
That email contains a small invisible image, and a private link. When the image loads we record that the message was opened; when the link is used and the document is shown we record that, and if you confirm receipt we record that and the name you give. Those four records are kept apart from one another and shown to your landlord as what they are — an image loading is weak evidence that anybody read anything, and we say so on their screen.
Your landlord may also send you your tenancy agreement to sign online. That email carries the agreement and a private link, and no image. When you open the agreement from the link we record when; when you sign we record your signature (the name you type or what you draw), the time, the IP address and the device you signed from, and that you ticked to agree to sign electronically. Those details are printed on a certificate at the end of the signed agreement, which you, your landlord and anyone else signing are each sent. Anyone holding the file can check at tenancydesk.org/check that it has not been changed: the check works out a fingerprint of the file on your own device and sends us only that.
You can tell us to stop sending you these emails, or ask what we hold about you, by writing to support@tenancydesk.org — we will act on it and tell your landlord, who then has to reach you another way. You can also stop the open record simply by leaving images turned off in your email app. Anything about the tenancy itself, including what a notice says, has to go to your landlord: they decide it and we cannot answer for them.
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.
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.