Data Processing Agreement

The customer (landlord, letting agent, property manager or portfolio owner) is the controller of personal data relating to their tenants, applicants, contractors and staff. Landlord Inspection Services Ltd ("LIS") is the processor of that data when it hosts and operates the platform.

LIS is an independent controller for its own account, billing, marketing and legal compliance records, and where LIS carries out inspections or full management under its own service contract.

LIS processes personal data for as long as the customer's account is active, plus the retention periods set out in clause 9. Processing is limited to delivering property management, inspection, compliance, maintenance, lettings and billing functionality, and to providing support.

• Data subjects: tenants, prospective tenants and guarantors, landlords and their staff, contractors, and named property contacts.
• Personal data: names, contact details, addresses, tenancy and rent records, maintenance and inspection records, photographs of properties, identity and right-to-rent evidence, referencing outcomes, and payment references.
• Special category data: not required by the platform. Customers must not upload health, biometric or similar data into free-text or document fields.

• Process personal data only on the customer's documented instructions, including the use of the platform itself.
• Ensure everyone authorised to process the data is bound by confidentiality.
• Implement the technical and organisational measures in clause 5.
• Assist the customer with data subject requests, impact assessments and regulator engagement.
• Make available the information needed to demonstrate compliance and allow audits on reasonable notice.
• Notify the customer without undue delay, and in any event within 24 hours, on becoming aware of a personal data breach affecting their data.

• Encryption in transit (TLS) and at rest for the database and file storage.
• Row-level access control so each organisation only reaches its own records.
• Role-based permissions, with permanent deletion restricted to named administrators.
• Private storage buckets with time-limited signed links for documents and photographs.
• Full audit logging of record changes, archiving, restores and administrative actions.
• Nightly automated backups with monitored restore checks.
• Optional two-factor authentication on user accounts.

The customer gives general authorisation for the subprocessors listed on our subprocessors page. LIS remains liable for their performance and will give notice of any intended change, allowing the customer to object on reasonable data protection grounds.

Platform data is hosted in the United Kingdom or European Economic Area. Where a subprocessor processes data outside the UK, transfers rely on UK adequacy regulations or the International Data Transfer Addendum to the EU Standard Contractual Clauses.

The platform provides self-service export and erasure request tools in the privacy centre. LIS will pass any request it receives directly to the relevant customer and assist in responding within statutory timescales.

Records are archived rather than immediately erased so that tenancy, deposit and repair history remains defensible. Retention periods are governed by our published retention schedule. On termination, the customer may export their data; LIS will delete or return remaining personal data within 90 days unless retention is required by law.

This agreement supplements our terms of service. Where there is a conflict on data protection matters, this agreement takes precedence. It is governed by the law of England and Wales.

Acceptance of our terms of service constitutes acceptance of this agreement, so no signature is required. If your organisation needs a countersigned copy, print this page and email it to us and we will return an executed version.