LandlordProof — Legal Documents

Legal

Privacy Policy

Last updated: April 2026 · Effective: April 2026 · Version 1.0

        Plain English summary: We collect your name, email, and property/tenant data you enter. We use it to provide the LandlordProof service. We don't sell it. We store it securely. You can delete it anytime. This policy explains everything in full.
      

1. Who We Are

LandlordProof is a trading name of Truelove Developments Ltd, a company registered in England and Wales (Company No. [add once confirmed]). We provide a compliance guidance and document management platform for private landlords in England ("the Service"). We are a data controller registered with the Information Commissioner's Office (ICO) under registration number [ICO REGISTRATION NUMBER — add once registered at ico.org.uk].

References to "we", "us" or "our" in this policy refer to Truelove Developments Ltd trading as LandlordProof. References to "you" refer to users of our Service.

Data Controller Contact LandlordProof
Email: [email protected]
For data protection queries: [email protected]

2. What Data We Collect

2.1 Account and payment data

Your name and email address (collected at checkout and account creation)
Payment data — processed by Stripe. We do not store card numbers. Stripe's privacy policy applies to payment processing: stripe.com/gb/privacy
Purchase history and subscription status

2.2 Property and tenancy data you enter

Property addresses
Tenant names and email addresses
Tenancy type and terms
Serving dates, methods, and compliance status

2.3 Documents you upload

Photographs or scans of proof of posting receipts
Screenshots of sent emails
Signed proof of receipt documents
Any other compliance documents you choose to upload

2.4 Technical data

IP address and browser type (for security and fraud prevention)
Pages visited and features used (anonymised analytics)
Device type and operating system

2.5 Communications

Questions submitted to the AI compliance assistant (processed via Anthropic's API — see section 5)
Support emails or messages you send us
Vault waitlist email address if you sign up

3. How We Use Your Data

We use your data for the following purposes and legal bases:

Providing the Service (Contract) — processing your purchase, giving you access to your compliance dashboard, storing your audit trail and uploaded documents
Compliance reminders (Contract / Legitimate Interest) — sending you deadline reminders, renewal alerts, and compliance notifications
Security and fraud prevention (Legitimate Interest) — detecting and preventing misuse of our platform
Legal compliance (Legal Obligation) — maintaining records as required by law, cooperating with regulatory authorities
Service improvement (Legitimate Interest) — anonymised analytics to improve our platform. We never analyse your personal or tenant data for this purpose
Marketing communications (Consent) — only if you have explicitly opted in. You can unsubscribe at any time

4. Tenant Personal Data — Your Obligations as a Landlord

        Important: When you enter your tenants' names and email addresses into LandlordProof, you are uploading third-party personal data. You are the data controller for your tenants' data. We act as your data processor. You must ensure you have a lawful basis to share your tenants' data with us — your legitimate interest in complying with landlord legislation is the most likely basis. You should mention this in your privacy notice to tenants if you have one.
      

We process tenant personal data strictly as instructed by you and as necessary to provide the Service. We do not use tenant data for any other purpose. See our Data Processing Agreement for full details.

5. Third-Party Services and Data Sharing

5.1 Anthropic (AI compliance assistant)

Questions you submit to the AI compliance assistant are processed by Anthropic's Claude API. Your questions may be transmitted to Anthropic's servers. We recommend you do not include identifiable personal data (tenant names, specific addresses) in AI assistant queries — ask general questions instead. Anthropic's privacy policy applies: anthropic.com/privacy

5.2 Stripe (payments)

All payments are processed by Stripe. Card data never touches our servers. Stripe's privacy policy: stripe.com/gb/privacy

5.3 Hosting and infrastructure

Our platform is hosted on [Netlify / hosting provider]. Your data is stored on servers within the UK/EEA. We do not transfer personal data outside the UK/EEA without appropriate safeguards.

5.4 We do not sell your data

We will never sell, rent or trade your personal data or your tenants' personal data to any third party for marketing or commercial purposes.

5.5 Legal disclosure

We may disclose data to law enforcement or regulatory authorities where required by law, or to protect the rights, property or safety of LandlordProof, our users, or others.

6. Data Retention

Active account data: Retained while your account is active and for 12 months after account closure
Uploaded documents: Retained while your subscription is active. If you cancel your subscription, documents are retained for 30 days then deleted unless you download them first
Payment records: Retained for 7 years as required by HMRC
Audit logs: Retained for 6 years from the date of creation (consistent with standard limitation periods)
AI assistant queries: Not stored by us beyond your session. Subject to Anthropic's retention policy

7. Your Rights Under UK GDPR

You have the following rights regarding your personal data:

Right of access — request a copy of the data we hold about you
Right to rectification — correct inaccurate data
Right to erasure — request deletion of your data (subject to legal retention requirements)
Right to restrict processing — limit how we use your data
Right to data portability — receive your data in a machine-readable format
Right to object — object to processing based on legitimate interests
Rights regarding automated decisions — we do not make automated decisions with legal or significant effects about you

To exercise any of these rights, email [email protected]. We will respond within one month. You also have the right to complain to the Information Commissioner's Office (ICO) at ico.org.uk or by calling 0303 123 1113.

8. Security

We take data security seriously. Our measures include:

SSL/TLS encryption for all data in transit
Encrypted storage for documents and sensitive data at rest
Access controls limiting who can access your data
Regular security reviews
Cyber liability insurance covering data breach scenarios

Despite these measures, no internet service can guarantee absolute security. In the event of a data breach that poses a risk to your rights, we will notify you and the ICO as required by law within 72 hours of becoming aware.

9. Cookies

We use cookies for essential site functionality and anonymised analytics. See our Cookie Policy for full details.

10. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of significant changes by email or by a prominent notice on our website. Continued use of the Service after changes constitute acceptance of the updated policy.

11. Contact

Privacy queries and data subject requests: [email protected]

Data Protection Officer: [email protected]

ICO complaints: ico.org.uk/make-a-complaint

Legal

Terms of Service

Last updated: April 2026 · Effective: April 2026 · Version 1.0

        Plain English summary: LandlordProof gives you compliance guidance and tools — not legal advice. You're responsible for your own compliance. We're not liable if you get fined. Pay your subscription to keep your documents. Be honest about your property numbers when selecting a pricing tier.
      

1. The Service

LandlordProof is a trading name of Truelove Developments Ltd (registered in England and Wales). LandlordProof ("we", "us", "the Service") provides a compliance guidance and document management platform to assist private landlords in England with their obligations under the Renters Rights Act 2025 and related legislation.

2. Not Legal Advice — Critical Disclaimer

        This is important. Please read carefully.

        LandlordProof is not a law firm and is not regulated by the Solicitors Regulation Authority. Nothing on our platform — including checklists, guides, email templates, AI responses, audit logs, or any other feature — constitutes legal advice.

        You are solely responsible for your compliance with all applicable legislation. LandlordProof provides tools and general guidance to assist you. We do not guarantee that use of our Service will make you legally compliant or protect you from fines, penalties, enforcement action or legal proceedings.

        You should seek independent legal advice from a qualified solicitor for your specific circumstances, particularly for complex tenancy situations, possession proceedings, or where significant financial or legal risk is involved.

3. Eligibility and Account

You must be 18 or over to use this Service
You must be a landlord or authorised agent of a landlord in England
You must provide accurate information including your correct property count when selecting a pricing tier
You are responsible for keeping your account credentials secure

4. Pricing and Payment

4.1 One-time compliance pack

The RRA Compliance Pack is a one-time payment giving you access to the compliance checklist, serving flow, email generator, and 30 days of proof document storage. Payment is processed by Stripe. All prices include VAT where applicable.

Up to 5 properties: £19 + VAT
6–30 properties: £29 + VAT
30+ properties: £49 + VAT

You must select the tier that accurately reflects your portfolio size. If you have more properties than your selected tier covers, you must upgrade.

4.2 Vault subscription

The optional Compliance Vault subscription is £4.99/month, billed monthly by Stripe. It provides ongoing document storage, renewal reminders, and AI document alerts beyond the initial 30-day free storage period.

Your subscription continues until cancelled. Cancel anytime through your account settings. No refunds for partial months. On cancellation, you have 30 days to download your documents before they are deleted.

4.3 Refunds

The one-time compliance pack is non-refundable once you have accessed the dashboard, as the digital service has been delivered. If you have not accessed the dashboard within 24 hours of purchase, contact us for a refund. Monthly vault subscriptions are non-refundable for the current billing period.

5. Document Storage — Your Responsibility

        Do not rely solely on LandlordProof to store your legal evidence. Always keep your own copies of proof of posting receipts, sent emails, and signed documents stored independently. We are not responsible for any loss arising from loss of access to documents stored on our platform.
      

Documents stored on LandlordProof are available while your vault subscription is active. We use reasonable technical measures to protect stored documents but cannot guarantee availability in all circumstances.

6. ICO Registration — Your Obligation

If you are processing personal data of third parties (including your tenants) in the course of a business or commercial activity, you are likely required to register with the Information Commissioner's Office (ICO) as a data controller. This is a legal obligation under UK GDPR and the Data Protection Act 2018. Failure to register when required is a criminal offence. LandlordProof is not responsible for your compliance with ICO registration requirements. See ico.org.uk for guidance and to register (£40/year for most small businesses).

7. Acceptable Use

You must not use LandlordProof to:

Upload or store data you do not have the right to process
Attempt to access other users' accounts or data
Reverse engineer, scrape, or copy our platform
Use the Service for any unlawful purpose
Upload malicious files or content

8. Limitation of Liability

To the maximum extent permitted by law:

LandlordProof is not liable for any fines, penalties, or enforcement action you receive from any authority
LandlordProof is not liable for any loss arising from your reliance on our compliance guidance
LandlordProof is not liable for any loss of documents stored on our platform
Our total liability to you in any circumstances is limited to the amount you have paid us in the 12 months preceding the claim
Nothing in these terms excludes liability for death, personal injury caused by negligence, or fraud

9. Intellectual Property

All content on LandlordProof — including the platform design, code, checklists, guides, and email templates — is our intellectual property. You may use it for your own compliance purposes. You may not copy, redistribute, or commercialise it without our written permission.

Content uploaded by you (documents, photos) remains yours. You grant us a licence to store and process it solely for the purpose of providing the Service.

10. Changes to the Service

We may update, modify or discontinue features of the Service. We will give reasonable notice of significant changes. If we discontinue the Service entirely, vault subscribers will receive at least 30 days notice to download their documents.

11. Governing Law

These terms are governed by the laws of England and Wales. Any disputes will be subject to the exclusive jurisdiction of the courts of England and Wales.

12. Contact

For any queries about these terms: [email protected]

Legal

Cookie Policy

Last updated: April 2026 · Version 1.0

What Are Cookies

Cookies are small text files stored on your device when you visit a website. They help websites remember your preferences and how you use the site.

Cookies We Use

Essential cookies (always active)

Session cookie — keeps you logged in during your session. Deleted when you close your browser.
CSRF token — security cookie preventing cross-site request forgery. Deleted when you close your browser.
Stripe cookies — set by Stripe for payment processing and fraud prevention. See stripe.com/privacy.

Analytics cookies (optional)

Anonymous usage analytics — we use privacy-friendly analytics to understand which features are used most. No personal data is collected. No cross-site tracking. You can opt out below.

We do not use:

Advertising or tracking cookies
Social media tracking pixels
Third-party marketing cookies

Managing Cookies

You can control cookies through your browser settings. Disabling essential cookies may affect how the Service works. You can opt out of analytics cookies at any time by emailing [email protected].

Legal

Data Processing Agreement

Last updated: April 2026 · Applies to all LandlordProof users who upload third-party personal data

        Why this matters: When you enter your tenants' names and contact details into LandlordProof, you are sharing their personal data with us. UK GDPR requires that we have a Data Processing Agreement in place. This document sets out our obligations as your data processor for that tenant data.
      

1. Definitions

Controller: You — the landlord using LandlordProof who determines the purposes of processing tenant personal data
Processor: LandlordProof — who processes that data on your behalf
Personal Data: Tenant names, email addresses, and any other identifiable information you upload
UK GDPR: The UK General Data Protection Regulation as retained in UK law

2. Our Obligations as Processor

LandlordProof will:

Process tenant personal data only on your documented instructions (providing the Service)
Ensure persons with access to the data are bound by confidentiality obligations
Implement appropriate technical and organisational security measures
Assist you in responding to data subject requests from your tenants
Delete or return all tenant personal data on termination of the Service
Provide all information necessary to demonstrate compliance with UK GDPR obligations
Notify you without undue delay of any personal data breach affecting tenant data

3. Your Obligations as Controller

You confirm that:

You have a lawful basis to process your tenants' personal data (typically legitimate interests in landlord compliance)
You have provided appropriate privacy information to your tenants, or will do so
The data you upload is accurate and limited to what is necessary
You will promptly notify us of any changes to your instructions

4. Sub-processors

We use the following sub-processors to provide the Service:

Anthropic — AI processing for the compliance assistant. We recommend you do not include tenant personal data in AI queries.
Stripe — payment processing (does not access tenant data)
[Hosting provider] — secure infrastructure and storage

5. Data Transfers

Tenant personal data is stored within the UK/EEA. Where sub-processors operate outside the UK/EEA, we ensure appropriate safeguards are in place (Standard Contractual Clauses or adequacy decisions).

6. ICO Registration Reminder

Are you registered with the ICO? As a landlord processing tenant personal data in a commercial context, you are very likely required to re Are you registered with the ICO? As a landlord processing tenant personal data in a commercial context, you are very likely required to register as a data controller with the ICO. Registration costs £40/year. Register at ico.org.uk/registration. LandlordProof will remind you of your annual ICO renewal in the Compliance Vault.