Privacy Policy

1. Data Controller

RentAppeals.co.uk Ltd is the data controller for personal data processed through the Website.

• Registered office: Tayfield House, 38 Poole Road, Westbourne, Bournemouth, Dorset, BH4 9DW
• Company number: 16860198
• Contact (including complaints):help@rentappeals.co.uk

2. Personal data we collect

2.1 Account and contact data

• Name (if provided)
• Email address
• Password (stored securely in hashed form)
• Account settings and preferences

2.2 Case and form data you provide

• Tenancy, property and rent details (amounts, frequencies and dates)
• Landlord or agent details
• Explanations you type in (reasons, context and supporting information)
• Communications you choose to store within your Case

2.3 Uploaded documents

• Tenancy agreements, rent notices, statements and supporting evidence (PDFs, scans or photos)
• These documents may contain personal data and could include special category data depending on what you upload.

2.4 Payment data

• Payments are processed by Stripe and PayPal
• We do not store full card details
• We may store transaction identifiers, payment status, amount paid, discounts applied and products purchased

2.5 Technical data

• IP address, device and browser information
• Log data such as timestamps and pages/actions
• Cookies and similar technologies

2.6 AI/OCR activity data

• Fields you requested help with
• OCR extracted text and confidence scores
• Audit logs of AI/OCR actions

3. How we use your data

• Provide and operate the Website and Services
• Create and manage your Account and Cases
• Generate Outputs (Tribunal pack or landlord letter)
• Submit emails and attachments to the Tribunal where you confirm submission
• Send confirmations and copies of Outputs
• Process payments and prevent fraud
• Provide customer support
• Improve and secure the Website
• Comply with legal obligations

4. Lawful bases for processing (UK GDPR)

• Contract: to provide the Services you request and manage your Account
• Legitimate interests: security, fraud prevention, analytics and service improvement
• Legal obligation: accounting and regulatory requirements
• Consent: certain cookies and marketing communications

5. Marketing and pre-registration

If you pre-register or opt in to marketing, we may email you about launch updates and offers. You can unsubscribe at any time using the link in emails or by contacting help@rentappeals.co.uk.

6. Who we share data with

• Payment processors such as Stripe and PayPal
• Email delivery providers
• Hosting, storage and security providers
• OCR and AI providers where used
• The First-tier Tribunal (Property Chamber) where you confirm submission
• Professional advisers
• Authorities where required by law

We do not sell your personal data.

7. International transfers

Some providers may process data outside the UK. Where this happens, we use appropriate safeguards required by law such as adequacy regulations or standard contractual clauses.

8. Data retention

• Account and Case data: while your account is active and a reasonable period afterwards
• Payment records: retained as required for accounting and tax purposes
• Logs retained for security and operational purposes

You may request deletion of your account subject to legal retention requirements.

9. Your rights

• Access your personal data
• Correct inaccurate data
• Request deletion
• Restrict processing
• Object to processing
• Data portability (where applicable)
• Withdraw consent

To exercise your rights, email help@rentappeals.co.uk.

10. Security

We use reasonable technical and organisational measures to protect your data, including encryption in transit (HTTPS) and access controls. However, no system is perfectly secure.