This policy explains how Truelove Developments Ltd, trading as LandlordProof ("we", "us"), handles personal data when you use landlordproof.co.uk and our compliance tools. We are the data controller for the personal data described below.
The data controller is Truelove Developments Ltd, trading as LandlordProof, registered in England and Wales.
| Registered address | The Office, 15 West Avenue, Filey, YO14 9AA |
|---|---|
| ICO registration reference | ZC059002 |
| Contact | hello@landlordproof.co.uk |
We are registered with the UK Information Commissioner's Office (ICO) as a data controller. You can verify our registration on the ICO's public register at ico.org.uk.
🛡️ Registered with the ICO ZC059002| Who | What we process | Why (lawful basis) |
|---|---|---|
| Account holders (landlords/agents) | Name, email, password (stored hashed by our auth provider), and the property, tenancy, certificate and document data you add. | To provide the service you signed up for (contract). |
| Prospective tenants (application form) | The details you submit on a landlord's application link — name, contact details, income/employment, references, etc. | We act as processor on behalf of the landlord advertising the property, so they can assess your application (their legitimate interest). |
| Previous landlords (reference form) | The reference answers you provide about a former tenant. | To return the reference to the requesting landlord (legitimate interest). |
| Quiz / newsletter leads | Your email and quiz answers, if you ask us to email your results. | Consent — you can unsubscribe from marketing at any time via the link in every email. |
We only send marketing to people who have opted in. That includes visitors who ask us to email their compliance quiz results, tenant applicants who tick the optional marketing box on an application form, and previous landlords who tick the optional box on a reference form. Where you opt in, LandlordProof acts as controller for that marketing and may send occasional compliance tips, product news and offers. Every marketing email has a one-click unsubscribe link, and we stop as soon as you use it. We do not sell your data or share it for third-party marketing.
If a reference is completed about a tenant, the tenant may choose to reuse it with future landlords. This only happens on the tenant's own explicit consent: the reference is private by default, the tenant enables sharing themselves, and they can withdraw it at any time (which stops the shared link working). Shared links also expire automatically after 180 days. The previous landlord who gave the reference is told, at the point of giving it, that it may be reused in this way. To dispute or correct a reference, email hello@landlordproof.co.uk.
When a landlord or agent requests a reference about a prospective tenant and provides the tenant's email address, we may send that tenant a short notice that a reference has been requested about them, explaining their rights and giving them access to their own reusable copy of the reference. This is a transparency notice about the handling of their data; any product offer within it is clearly optional and can be unsubscribed from in one click.
We share data only with the providers that run the service for us, under appropriate data-processing terms:
Account and compliance data is kept while your account is active and for a reasonable period afterwards, or as required for legal/accounting purposes. Uploaded documents on the free plan are retained for 30 days; on a paid plan they are retained for as long as your subscription is active. Marketing leads are kept until you unsubscribe or ask us to delete them.
You have the right to access, correct, delete or port your personal data, to object to or restrict processing, and to withdraw consent. To exercise any right, email hello@landlordproof.co.uk. You also have the right to complain to the UK Information Commissioner's Office (ICO) at ico.org.uk.
We keep cookies to a minimum. Essential storage (such as remembering your login and your cookie choice) is always on because the service can't work without it.
Analytics cookie: we use the Whop analytics pixel to understand how visitors use the site so we can improve it, and to measure our advertising. It runs on our public marketing pages, where a notice banner lets you opt out at any time. It never loads on the public tenant application or reference forms. If you opt out we stop loading it; you can also clear this site's data in your browser to reset your choice.
LandlordProof helps landlords and agents track compliance dates, store documents, vet tenants and generate draft compliance documents. Core compliance tools are free forever for a single property; one subscription (£39/year or £4.99/month) unlocks everything — up to 30 properties, tenant references and screening, the AI tools and permanent document storage in the Vault. It is all included in the one price, with no separate add-ons.
LandlordProof provides general compliance guidance and document drafting tools to support you — it is not legal advice and does not replace a solicitor or a qualified professional. AI-generated risk assessments and other AI outputs are drafts to get you started; you are responsible for reviewing them, arranging any professional inspection required by law, and verifying current requirements at GOV.UK. We accept no liability for reliance on the tool in place of appropriate professional advice.
Our plans are priced for the genuine use of a single landlord or portfolio owner. The free plan covers one property and stores up to 20 documents; a paid subscription covers up to 30 properties with generous, good-faith limits on document storage, AI usage, tenant references and emails. Subject to those limits, you can use the service normally without worrying about hitting a wall.
To keep the service fast and affordable for everyone, you agree not to:
Where usage is excessive, appears automated, or is materially out of line with normal individual-landlord use, we may apply reasonable limits, throttle or pause specific features, ask you to move to an Enterprise plan, or — for serious or repeated breaches — suspend or close the account. We will use reasonable judgement and, where practical, contact you first. Managing a larger portfolio or an agency is welcome: our Enterprise plan offers higher limits and volume pricing — email agents@landlordproof.co.uk.
Paid subscriptions are billed monthly or annually through Whop and can be cancelled at any time from your Whop account; access continues until the end of the paid period.
We aim to keep the service available but do not guarantee uninterrupted access. We may update these terms or the service; material changes will be reflected on this page.