Privacy Policy
Last updated 9 October 2026
This policy explains how we collect and use personal data when you use LandlordForms. We keep the data we collect to the minimum we need to provide the service.
Who we are
The data controller is [set before launch: legal entity name], [set before launch: registered address]. Our ICO registration number is [set before launch: ICO registration number]. For any privacy question or request, email support@landlordforms.uk.
What we collect
- Document details you enter, such as landlord and tenant names, addresses, rent amounts and dates. This often includes personal data about your tenants and other people.
- Order details, such as your email address, what you bought, when, and the digital-content consent you gave at checkout. Our payment provider also collects your card details and phone number to take the payment.
- Pro account details, such as your email address, your properties and your compliance items and dates.
- Email preferences, if you ask for reminders from one of our free tools or join a waitlist.
- Phone numbers, if you ask us to call you back or you call us. Our phone provider records the numbers, times and length of calls.
- Feedback, such as your rating, whether your document was correct, and any comment you write.
- Technical data needed to run and secure the site, such as error reports and security checks.
When you enter details about tenants or other people, you are responsible for having a lawful reason to use their data in your documents.
Why we use it, our lawful basis and how long we keep it
| Data | Lawful basis | How long we keep it |
|---|---|---|
| Unpaid drafts (landlord and tenant names, addresses) | Legitimate interests (saving your progress) | 30 days |
| Paid documents | Contract | 13 months, or while your Pro subscription is active plus 90 days |
| Orders | Legal obligation (accounting) | 7 years. Personal data is minimised after 13 months. |
| Properties and compliance items (Pro) | Contract | While your Pro subscription is active plus 90 days |
| Reminder emails (free tool opt-in) and waitlists | Consent | Until you unsubscribe or ask us to remove you |
| Call-back requests and call records (phone numbers) | Legitimate interests (answering your call or request) | 90 days |
| Feedback | Legitimate interests (improving the service) | Kept with the order record |
| Order alerts to our team (your email, what you bought, document checks) | Legitimate interests (running and supporting the service) | Kept in our private Telegram channel until deleted |
| Advertising and ad-measurement cookies | Consent | Until you change your choice or the cookie expires |
If you ask us to delete your account, we delete your draft contents, properties, compliance items and email opt-ins. We keep order records because the law requires it, with your email address replaced by a one-way code.
Who processes data for us
We use these service providers. They process data on our instructions, except where stated.
| Provider | What they do |
|---|---|
| Cloudflare | Hosting, database, security (including Turnstile bot checks) and cookieless web analytics. |
| Razorpay | Taking card payments. Razorpay is based in India and processes payment data, including card details and phone number, under its own privacy policy as well as on our behalf. |
| Resend | Sending emails, such as download links, sign-in links and reminders. |
| Google (sign-in) | If you choose “Continue with Google”, Google confirms your email address to us. We receive only your email address and whether Google has verified it. |
| Sentry | Error monitoring, so we can find and fix faults. |
| Umami | Cookieless, privacy-friendly website analytics. |
| Telegram | Private notifications to our team about orders, downloads, feedback and calls. These include your email address but never your document’s contents or your tenants’ details. |
| Knowlarity | Our phone numbers, call-backs you request, and call records. Knowlarity is based in India. |
| Advertising on some information pages (AdSense) and measuring our own adverts (Google Ads), only if you agree. Google acts as an independent controller for advertising data. |
We do not sell your data. Google receives data for advertising only if you accept advertising cookies.
International transfers
Some of our providers process data outside the UK, including in the United States and India (Razorpay and Knowlarity). Where they do, we rely on the safeguards UK data protection law allows: the UK International Data Transfer Agreement or Addendum, or the UK–US Data Bridge, depending on each provider’s certification. Our main database is hosted in Western Europe.
Cookies and storage on your device
- Advertising cookies, only with your consent. On some information pages we show Google adverts, and we measure our own Google Ads. These use cookies only if you agree in the consent message. You can change your choice at any time with “Cookie settings” at the bottom of every page. Document, checkout and account pages show no adverts.
- Cookieless analytics. Our analytics count visits without cookies and without identifying you.
- Turnstile. Cloudflare Turnstile checks that forms are used by people, not bots. This is strictly necessary for security.
- Sign-in cookies. If you sign in, we set a secure session cookie to keep you signed in. If you sign in with Google, a short-lived cookie (10 minutes) protects the sign-in from forgery. Both are strictly necessary.
- Draft autosave. While you fill in a document, your answers are saved in your browser’s localStorage on your own device, so you do not lose your work. Clear your browser storage to remove them.
Your rights
Under UK GDPR you have the right to:
- access the personal data we hold about you;
- ask us to correct data that is wrong;
- ask us to delete your data;
- ask us to restrict how we use your data;
- object to our use of your data where we rely on legitimate interests;
- receive your data in a portable format;
- withdraw consent at any time, where we rely on consent.
To use any of these rights, email support@landlordforms.uk. We will respond within one month.
Complaints
If you are unhappy with how we use your data, please contact us first. You also have the right to complain to the Information Commissioner’s Office (ICO) at ico.org.uk or on 0303 123 1113.
Changes to this policy
We will update this page if our use of data changes. The date at the top shows when it was last updated.