Privacy notice

Our Your data explained page sets out, role by role, what we hold about landlords, tenants and contractors, how long we keep it, and how to make a data request.

Landlord Inspection Services Ltd ("we", "us") is a company registered in England and Wales, operating from Liverpool and serving the North West. We are the data controller for personal data processed through this platform and our inspection services.

Registered office: 49 Basecamp Liverpool, Level 1, Jamaica street, L1 0AH.

Data protection contact: help@landlordinspectionservices.co.uk

Where a landlord or managing agent uses the platform to manage their own portfolio, they are the controller of their tenant and property records and we act as their processor under our service terms. We remain the controller for account, billing, security and platform operations data.

• Account data — name, email address, phone number, company, role and authentication records.
• Property and tenancy data — addresses, property details, tenancy dates, tenant names and contact details.
• Inspection data — checklists, condition notes, recommendations, photographs of the property, meter readings, key records and signatures.
• Compliance data — gas, electrical, EPC, fire risk and other certificates and their expiry dates.
• Maintenance data — job descriptions, message threads, attachments, quotes, invoices and completion records.
• Contractor data — trading details, trades, service areas, insurance and qualification documents.
• Billing data — subscription status and payment references. Card details are handled by our payment provider and never stored by us.
• Technical data — IP address, device and browser information, security and audit logs, and consented analytics.

• Contract — creating accounts, delivering inspections, managing maintenance jobs, issuing reports, taking payment.
• Legal obligation — retaining safety certificates and financial records, and supporting landlords with their statutory duties.
• Legitimate interests — securing the platform, preventing fraud and misuse, keeping audit trails, and improving our services. We balance these against your rights.
• Consent — non-essential cookies and any marketing email. You can withdraw consent at any time.

We share personal data only where it is needed to deliver the service: with the landlord or agent responsible for a property, with tenants for their own tenancy, with contractors assigned to a specific job, and with the service providers listed on our subprocessors page. We do not sell personal data.

We may disclose data where required by law, or to establish, exercise or defend legal claims.

Platform data is stored on managed cloud infrastructure. Where a provider processes data outside the UK, transfers are covered by the UK International Data Transfer Addendum or equivalent safeguards.

• Account records — for the life of the account, then 12 months.
• Inspection reports, photographs and signatures — 6 years from the report date.
• Compliance certificates — 6 years from expiry.
• Maintenance jobs, messages and attachments — 6 years from completion.
• Invoices, payments and clawback records — 7 years (tax and accounting requirements).
• Security and audit logs — 24 months.
• Contact enquiries — 24 months.

Records past their retention window are deleted or anonymised by a scheduled process, unless they are subject to an active dispute or legal hold.

Under UK GDPR you can request access, correction, erasure, restriction, portability, and you can object to processing based on legitimate interests. Where processing is based on consent, you can withdraw it at any time.

Signed-in users can download a copy of their own data and submit an erasure request from Privacy centre in the app. Otherwise, email help@landlordinspectionservices.co.uk and we will respond within one month.

If you are unhappy with how we handle your data you can complain to the Information Commissioner's Office at ico.org.uk.

We do not make decisions producing legal or similarly significant effects about you by purely automated means.

We update this notice when our processing changes. Material changes are communicated to account holders by email.