Privacy notice

Who runs this service

Rent to Rent CRM, 2b Woodhouse Road, Sheffield, S13 8LT. Telephone 07771234662. Email info@renttorentcrm.co.uk. Version 2 October 2026.

What we collect and why

We use your name, company, email, login details, subscription references, correspondence and security/audit records to provide and protect the service. Contract is the basis for account administration, legal obligation for required business records, and legitimate interests for security, fraud prevention and answering enquiries. We do not sell personal data or use it for advertising.

Your property records

Your company determines why its landlord, tenant, occupier, payment, inspection and identity records are collected, and acts as their controller. We process those records on your instructions as described in the processing terms below. Do not upload unnecessary sensitive information. Obtain appropriate lawful grounds and give occupants your own privacy notice. This service does not make immigration, housing or eligibility decisions.

Who receives information

Authorised company staff can access their workspace. Invited landlords can access their assigned property information and shared documents; tenant identity evidence is restricted. Hosting and account email use the cpanelwebhosting.co.uk server operated for this website. PayPal processes subscription payments under its own privacy notice; we receive subscription status and payment references rather than card details. No advertising analytics are installed. Any additional processor or overseas transfer must be documented and notified before it is introduced, with appropriate safeguards where required.

Storage, retention and deletion

Documents are privately stored, encrypted and scanned before release. The service maintains dated access and financial records. Customers decide the lawful retention of their property records; archiving preserves history and is not deletion. Right to Rent evidence usually must be kept for the tenancy and one year afterwards. Gas safety records normally require at least two years. Different tax, deposit, dispute or licensing records may need longer retention.

Ask support to export, rectify or securely delete records you no longer lawfully need. On account closure, we provide a 30-day export window, then delete operational customer records within 30 further days unless instructed otherwise or legally required to retain them. Rolling backups expire within 30 days of operational deletion. Our own subscription/tax records are kept for six years after the relevant accounting year; necessary security records up to 12 months and ordinary support correspondence up to two years. Records subject to a documented legal hold are retained only as necessary.

Your rights and complaints

Contact the address above to request access, correction, erasure, restriction or portability, or object to legitimate-interest processing. Rights depend on the circumstances; we normally respond within one month and may verify your identity. For property/tenant records contact the company managing the property; we will assist that company. You may complain to the Information Commissioner's Office at ico.org.uk. Contact us first if you would like us to resolve a concern.

Cookies and security

The essential rtr_session cookie keeps you signed in for up to eight hours. No advertising cookies are used. Access controls, encrypted documents and private backups reduce risk but cannot guarantee absolute security. Keep passwords private, remove former users promptly and report suspected incidents immediately.

Landlord bank details

Company users may store landlord account-holder names, bank names, UK sort codes, account numbers and payment preferences to administer agreed rent payments. Account details are encrypted in storage and masked in the normal landlord record. Authorised company owners and staff can open them; landlords, tenants and platform administrators cannot retrieve them through the bank-details API. Account details are excluded from emailed statements and normal ledger/workspace exports. The same hosting, backup, retention and rights arrangements above apply. The service does not verify ownership of an account or make bank transfers.