Privacy Policy

Last Updated: 26 October 2026

1. Who we are

RentGuard ("we", "us") provides compliance automation software for UK landlords, letting agents, and property law firms. We are the data controller for personal data processed through our website and platform. For data protection enquiries, contact: support@getrentguard.co.uk.

2. What data we collect

• Account data: name, email address, and authentication credentials (managed by Clerk).
• Property and tenancy data: addresses, tenant names, tenancy dates, rent amounts, certificate expiry dates, and any other data you upload via CSV or the notice builder.
• Payment data: processed by LemonSqueezy. We do not store card details.
• Usage data: pages visited, features used, browser type, IP address.
• AI-processed data: any images or text you submit to the Awaab's Law triage module.

3. Legal basis for processing

We process your data on the following legal bases under UK GDPR: (a) performance of a contract — to provide the service you have purchased; (b) legitimate interests — to prevent fraud, improve the service, and communicate about your account; (c) legal obligation — to comply with tax, accounting, and regulatory requirements; (d) consent — for marketing emails (you may withdraw at any time).

4. Sub-processors

We use the following third-party providers. Each is bound by a data processing agreement with RentGuard:

• Clerk — authentication and user management (USA/EU).
• Supabase — database and storage (EU-hosted in Ireland).
• LemonSqueezy — payment processing (EU/USA).
• Anthropic / OpenAI — AI processing for hazard triage (USA, with standard contractual clauses in place).
• Vercel — application hosting (EU/USA).

5. Where your data is stored

Core application data (account, property, tenancy) is stored in Supabase EU (Ireland). Where data is transferred outside the UK/EEA (for example, to AI sub-processors), it is protected by UK-approved Standard Contractual Clauses and additional technical safeguards.

6. How long we keep your data

Account data: retained for the life of your account, plus 30 days after closure. Generated notices: retained for 7 years to satisfy statutory record-keeping requirements, unless you request earlier deletion. Payment records: retained for 6 years per HMRC requirements.

7. Your rights under UK GDPR

You have the right to access, rectify, erase, restrict, or object to the processing of your data, as well as the right to data portability and to withdraw consent. To exercise any of these rights, contact support@getrentguard.co.uk. We will respond within one month.

8. Automated processing (AI triage)

The Awaab's Law maintenance triage module uses AI to classify hazard severity. It does not make decisions with legal or significant effect — the classification is provided as a recommendation, and you remain responsible for the final assessment and any statutory notification. You may request human review of any AI output.

9. Cookies

We use essential cookies for authentication (Clerk) and analytics cookies to understand usage. You can disable non-essential cookies in your browser settings without affecting core functionality.

10. Complaints

If you are unhappy with how we handle your data, please contact us first at support@getrentguard.co.uk. You also have the legal right to lodge a complaint with the UK supervisory authority, the Information Commissioner's Office (ICO).

Terms of Service

Last Updated: 26 October 2026

1. Acceptance of Terms

By accessing or using RentGuard ("the Service"), you agree to be bound by these Terms of Service. If you are using the Service on behalf of a company or law firm, you represent that you have the authority to bind that entity to these terms.

2. Description of Service & Legal Disclaimer

RentGuard is a document automation and compliance tool. While we embed statutory logic and prescribed form wording, our output does not constitute formal legal advice and does not create a solicitor-client relationship.

You are solely responsible for ensuring the accuracy of the data you input and the correct operation of the tool against the specific circumstances of each tenancy. For complex possession claims or legal disputes, you must consult a qualified legal professional.

3. Licence & Permitted Use

Individual Landlords: The £5-per-notice pricing is licensed strictly for individual landlords managing their own property portfolio.

Commercial Entities: Letting agencies, property management companies, and law firms processing notices on behalf of clients require a Commercial Licence. Using the consumer £5 tier to process third-party client data is a breach of these terms.

4. Payments and Refunds

Payments are processed securely via our third-party payment provider, LemonSqueezy.

• Credits: AI Scan credits and Notice credits do not expire.
• Refunds: Because the Service involves the immediate generation of digital documents, refunds are not provided once a PDF notice has been successfully generated and downloaded.

5. Limitation of Liability

To the maximum extent permitted by law, RentGuard shall not be liable for any indirect, incidental, special, consequential, or punitive damages, or any loss of profits or revenues, whether incurred directly or indirectly, or any loss of data, use, goodwill, or other intangible losses, resulting from:

• Your use or inability to use the Service;
• Any inaccuracies in the data you provide to the Service;
• Any rejection of a generated notice by a court, tribunal, or tenant;
• Unauthorized access, use, or alteration of your transmissions or content.

6. Changes to the Law

We strive to keep our templates updated with the latest UK legislation (including the Renters' Rights Act 2026 and Awaab's Law). However, we do not guarantee that our templates reflect the law on the exact day you generate a notice. It is your responsibility to ensure compliance with current legislation.

7. Governing Law

These Terms shall be governed by and construed in accordance with the laws of England and Wales. Any disputes arising under these Terms shall be subject to the exclusive jurisdiction of the courts of England and Wales.