Privacy Policy

1. Who we are

RSure Ltd. (trading as RentSure) is registered in Scotland under company number SC874247. Our registered office is 48 Clyde Offices, West George Street, Glasgow, G2 1BP, United Kingdom. We are the controller for account, billing, support, security and service-usage data collected directly from RentSure users.

Where a landlord uploads tenant, property or compliance records to RentSure, the landlord is normally the controller of that personal data and RentSure processes it on the landlord’s instructions. Landlords remain responsible for providing any required privacy information to their tenants and establishing a lawful basis for that processing.

2. Data we process

• Account data: name, email address, password credentials held by our authentication provider, profile and plan details.
• Property and tenancy data: addresses, property characteristics, tenancy dates and the limited tenant details a user chooses to record for compliance administration.
• Compliance data: requirement status, inspection and service history, documents, certificates, extracted fields, review decisions and reminder history.
• Billing data: subscription, invoices and payment status. Card details are handled by Stripe and are not stored by RentSure.
• Technical and security data: IP address, browser and device information, authentication events, security logs and support correspondence.

3. How and why we use data

• To create and secure accounts, provide the compliance service and administer subscriptions under our contract with the user.
• To generate property-specific requirement plans, organise evidence, calculate status and send requested email and in-app reminders.
• To respond to support requests, prevent fraud, maintain security and improve service reliability where this is in our legitimate interests.
• To meet legal duties that apply to RSure Ltd., including accounting, tax, regulatory and lawful disclosure obligations.
• To send marketing communications only where we have consent or another lawful basis, with an unsubscribe option in every message.

The landlord laws tracked by RentSure are obligations of the user, not a legal basis on which RSure Ltd. automatically processes tenant data.

4. AI-assisted document processing

When a user chooses AI-assisted upload, the document is processed to suggest its type and extract likely fields such as issue or expiry dates. These results remain drafts until the user reviews and confirms them. Unreviewed or archived suggestions do not count towards compliance status. RentSure does not use AI output to make a solely automated decision with legal or similarly significant effects.

5. Service providers

We use providers only for defined service functions and require appropriate data-protection terms:

Some providers may process data outside the UK. Where required, we use an applicable adequacy regulation, the UK International Data Transfer Agreement or Addendum, or another lawful transfer safeguard. We may also disclose data where required by law or necessary to establish, exercise or defend legal claims.

6. Retention

We keep account and user content while the account is active. After closure, content may remain available for export for up to 30 days before deletion is scheduled, subject to backup cycles and any legal hold. Billing and accounting records may be retained for up to six years. Security, support and audit records are retained only for as long as reasonably necessary for the purpose collected. Users control how long they keep landlord compliance evidence in an active account and remain responsible for applicable statutory record-keeping periods.

7. Your rights

Depending on the circumstances, UK data-protection law gives you rights to:

• access, correct or erase your personal data;
• restrict or object to processing;
• receive portable data you provided to us;
• withdraw consent without affecting earlier lawful processing; and
• complain to the Information Commissioner’s Office.

If your request concerns data entered by your landlord, contact the landlord first because they are normally the controller. We will assist them where required.

8. Security and cookies

We use access controls, encrypted transport, provider-managed encryption at rest, row-level database policies and security logging. No online service can guarantee absolute security. Our current use of cookies and browser storage is described in the Cookie Policy; we do not currently set advertising cookies.

9. Contact and complaints

Contact privacy@rentsure.io or write to RSure Ltd., 48 Clyde Offices, West George Street, Glasgow, G2 1BP, United Kingdom. You can also complain to the Information Commissioner’s Office at ico.org.uk or by calling 0303 123 1113.

10. Changes

We will update this policy when our processing changes and will give appropriate notice of material changes.