Privacy policy

Last updated 30 October 2026

This policy explains what personal data Rentzilla ("we", "us") collects, why, who we share it with and what rights you have. It covers landlords who use Rentzilla and the tenants whose details landlords add to it.

Two kinds of data, two roles

• Your account. For the details you give us to run your account, we are the data controller.
• Your tenants and properties. For the information you add about your tenants, such as names, contact details, Right to Rent checks, ID documents and payments, you are the data controller and we process it on your behalf, only to provide Rentzilla to you. You are responsible for having a lawful basis to keep that information and for telling your tenants how you use it.

What we collect about you

• Account details: your first and last name, email address and password (stored only as a one-way hash). If you turn on two-factor authentication or passkeys, the data needed for them.
• Sign-up and sign-in details: the IP address you signed up from, the approximate location it suggests (country, region and city), your browser, operating system and type of device, how many times you have signed in and when you last did.
• What you add: properties, tenancies, rent, payments, deposits, certificates, income and expenses, and the documents you upload.
• Billing: your plan and invoice history. Card details are handled by Stripe and never reach our servers.
• Site usage: if you allow analytics cookies, which pages you visit and roughly how you got here, collected by Google Analytics.
• Email activity: whether our tips emails were opened or a link in them was clicked, and whether emails to you bounce or are marked as spam.

How we use it

• To provide Rentzilla: work out rent and arrears, store your documents and send the reminders you rely on (contract).
• To take payment for paid plans and keep financial records (contract and legal obligation).
• To keep accounts secure, spot misuse and fix problems (legitimate interests).
• To send a short series of tips when you join, and to understand which ones help. You can unsubscribe from tips at any time using the link in every tips email (legitimate interests).
• To read the type and dates from a certificate you upload, when you ask us to (contract).

We do not sell personal data or use it for advertising.

Who we share it with

We use these service providers to run Rentzilla. Each only receives what it needs to do its job.

• IONOS: hosts our servers and database.
• Amazon Web Services: stores uploaded documents (in London) and sends our emails.
• Stripe: takes payments and manages subscriptions.
• Google (Gemini): reads certificates you choose to have read automatically.
• Google Analytics: measures how the site is used, if you allow analytics cookies.
• IPinfo: turns the IP address you sign up from into an approximate location.
• Sentry: records technical errors so we can fix them.

Some of these providers may process data outside the UK. Where they do, the transfer is covered by UK adequacy regulations or the UK's International Data Transfer Addendum to the EU standard contractual clauses. We may also disclose data where the law requires it.

How long we keep it

We keep your data for as long as you have an account. When you delete your account, your account details, records and uploaded documents are deleted. Copies of deleted documents can remain in our storage backups for up to 30 days. We keep invoice records for as long as tax law requires.

Cookies

We use cookies to keep you signed in and to protect forms against forgery. These are essential and always on.

With your permission, we also use Google Analytics cookies to understand how people use the site, such as which pages are visited. We ask the first time you visit and remember your choice for a year. If you reject them, Google Analytics sets no cookies. You can change your choice at any time with the “Cookie settings” link at the bottom of our website. We don't use advertising cookies.

Your rights

You can ask us for a copy of your personal data, ask us to correct or delete it, object to or ask us to restrict how we use it, or ask for it in a portable format. You can correct most of your details and delete your account yourself in your settings. Tenants who want to use these rights over data a landlord keeps in Rentzilla should contact their landlord; we will help the landlord respond.

If you're unhappy with how we've handled your data, you can complain to the Information Commissioner's Office at ico.org.uk. We'd appreciate the chance to put things right first.

Security

Connections to Rentzilla are encrypted. Documents are stored privately and only shown to you after you sign in, through links that expire after a few minutes. Every landlord's records are kept separate from every other landlord's.

Changes and contact

If we make a significant change to this policy we'll email you before it takes effect. For any question about your data, use our contact form.