Your data explained

When a landlord or agent uses our platform to run their own properties, they decide what is recorded about their tenants and properties, and we look after it on their behalf. We are responsible in our own right for accounts, billing, security records, and for any inspection or management work we carry out ourselves.

Landlord Inspection Services Ltd, registered office 49 Basecamp Liverpool, Level 1, Jamaica street, L1 0AH. Data protection contact: help@landlordinspectionservices.co.uk, or call 0151 272 1096 (Mon–Fri, 9am–5pm).

What we collect: your name, email, phone number, company details and login records; the properties in your portfolio; your tenancies, compliance certificates, inspection reports, maintenance jobs and documents; and your subscription and payment references. Card and bank details are handled by our payment providers, never stored by us.

Why: to run your account and deliver the service you pay for, to send certificate and inspection reminders, to keep the platform secure, and to meet our own tax and accounting duties.

How long: account records for as long as your account is open, then 12 months. Inspection reports and photographs for 6 years. Certificates for 6 years after they expire. Invoices and payment records for 7 years.

What we collect: your name and contact details, your tenancy dates and address, inspection notes and photographs of the property, meter readings, your signature on check-in and check-out reports, repair requests and the messages attached to them, and right-to-rent or referencing evidence where your landlord or agent uses those features.

Why: so your landlord or agent can manage the tenancy and repairs, so inspection evidence is available if there is a deposit or condition dispute, and so safety visits can be arranged with you.

How long: inspection reports, photographs and signatures for 6 years from the report date. Repair jobs and messages for 6 years from completion. Records under an active dispute are kept until it is resolved.

Important: in most cases your landlord or agent decides what is held about you. We will always help, but a request to delete tenancy records normally has to be agreed with them, and we will pass your request on.

What we collect: your trading and contact details, the trades and areas you cover, your insurance and qualification documents, your quotes and invoices, job messages and photographs of completed work, and the ratings left for you.

Why: to match you with jobs, to confirm you are insured and qualified, to process quotes and payments, and to keep the marketplace trustworthy.

How long: your profile for as long as it stays active, then 12 months. Completed jobs, quotes and invoices for 6 years.

Only the people who need it: the landlord or agent responsible for a property, the tenant for their own tenancy, and a contractor for the specific job they are assigned. We also use a small number of trusted service providers listed on our subprocessors page. We never sell personal information.

You can ask for a copy of your information, ask us to correct it, ask us to delete it, or object to how it is used.

• If you have a login — go to the Privacy centre in your dashboard to download a copy of your data instantly and to submit a deletion request.
• If you do not have a login — email help@landlordinspectionservices.co.uk with "Data request" in the subject line, or write to our registered office.

Please tell us your full name, the property address involved, and what you would like us to do. We may ask for proof of identity before we release anything — this protects you and anyone else living at the property.

We reply within one calendar month and there is no charge. If your request concerns records held by your landlord or agent, we will forward it to them and tell you we have done so.

Contact us first and we will try to put it right. You can also complain to the Information Commissioner's Office at ico.org.uk or on 0303 123 1113.

For the full legal detail, see our privacy notice, cookie policy and data processing agreement.