SmartTenant Privacy Notice

1. Who this notice covers

This notice applies to landlords, landlord staff, maintenance users, applicants, tenants, and service contacts who interact with SmartTenant. SmartTenant is a platform owned and operated by Smart Property Software Ltd. Smart Property Software Ltd acts as both:

• Smart Property Software Ltd, trading through SmartTenant, acts as controller for platform account, billing, support, and security data.
• Smart Property Software Ltd, trading through SmartTenant, acts as processor for customer tenancy and operational data entered by landlords and other customer organisations.

2. Controller details

Data controller for platform operations: Smart Property Software Ltd. Company number 17126256. Contact: [email protected].

3. Data we process

• Identity and profile data (name, email, username, phone).
• Account security data (password hash, session metadata, login activity).
• Operational tenancy data (properties, rooms, requests, documents, messages, tasks, payments).
• Support and compliance records (audit logs, error logs, legal request history).

4. Product analytics

With your consent, SmartTenant uses PostHog (EU region, Frankfurt) to understand how the platform is used so we can fix problems faster and prioritise improvements. We process:

• An opaque user identifier (UUID — not your email or name)
• Page URLs and screen names within the app
• Buttons clicked, forms submitted, features used
• Errors encountered, and basic device/browser type
• Coarse geographic region inferred from your IP; we do not store the IP itself

We do not send names, email addresses, phone numbers, addresses, message content, or document content. Withdraw consent any time from Settings → Privacy.

5. Purposes and lawful bases

• Provide and secure the platform: contract and legitimate interests.
• User onboarding, approval, and support: contract and legitimate interests.
• Compliance and audit trails: legal obligation and legitimate interests.
• Fraud and abuse prevention: legitimate interests.
• Transactional service communications: contract and legitimate interests.

6. Sharing and subprocessors

We share data only where required to operate the service, including hosting/infrastructure, email delivery, and optional integrations configured by customers (for example accounting and identity providers). See the Subprocessor Register.

7. International transfers

Where personal data is transferred outside the UK, SmartTenant applies appropriate safeguards such as UK IDTA or UK addendum to SCCs.

8. Retention and deletion

Data is retained only as long as necessary for the purposes collected, legal obligations, and dispute handling. Details are set out in the Data Retention and Deletion Standard.

9. Your rights

You may request access, correction, erasure, restriction, objection, and portability where applicable. See the Data Subject Rights Procedure.

10. Security

We apply technical and organisational controls including encryption in transit, hashed passwords, access controls, audit logging, and incident response procedures.

11. Complaints

Contact us first at [email protected]. You may also complain to the UK Information Commissioner's Office (ICO): ico.org.uk/make-a-complaint.