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Privacy Notice

1. Who we are

RentReturn is a property record-keeping, bookkeeping, reporting and tax-preparation service for UK landlords.

For general support, contact support@rentreturn.co.uk.

For privacy or data-rights enquiries, contact privacy@rentreturn.co.uk.

2. What this notice covers

This notice explains how RentReturn handles personal information when you use the RentReturn website and authenticated application.

It covers information associated with your account, rental properties, owners and ownership, tenancies, mortgages, income and expenses, supporting evidence, reporting, annual tax preparation and related technical operation of the service.

It also covers information about other people that you choose to enter or upload, for example tenant names, co-owner details, supplier/payee information and information contained in receipts or other documents.

3. Information we collect

Account and authentication information

We process information needed to operate your RentReturn account, including your email address, account/user identifier, authentication and session information, and relevant account timestamps.

Authentication is provided using Supabase. RentReturn does not store your password in its ordinary customer-data tables.

Owner and profile information

You may enter owner names, owner types, contact details, ownership information, tax-profile facts and related account settings.

Property and tenancy information

You may enter property names or nicknames, postal addresses, property types, room information, tenancy details, tenant names, rent information, dates and notes.

Mortgage and finance information

You may enter lender and mortgage-product information, balances, interest or capital amounts, payment information, dates and notes.

Income and expense information

You may enter or import rental income and expenses, including dates, categories, descriptions, supplier/payee information, notes, amounts, property/room associations and ownership-related allocations.

Supporting evidence and documents

You can upload supported documents and images to income and expense records. Current supported formats include PDF, JPEG, PNG and WebP, subject to the product's file-size limits.

Uploaded evidence is stored in private Supabase Storage and linked to the relevant RentReturn record.

Tax-preparation information

RentReturn processes information used to prepare and maintain Annual Statements and Accountant Tax Packs, including owner, tax-year, property, record, review, acknowledgement, version and finalisation information.

RentReturn does not currently submit Self Assessment returns or Making Tax Digital updates directly to HMRC.

Technical and diagnostic information

Our service providers and application infrastructure may process technical information needed to operate the service, including authentication/session information, request or service logs, browser or user-agent information, IP-address information where captured by providers, and diagnostic information generated when the application encounters errors.

We do not currently use a customer-facing advertising or analytics integration in the audited RentReturn application.

4. How we collect information

We collect information:

  • directly from you when you sign in, enter records, complete forms, import records or upload evidence;
  • from your use of RentReturn, for example when the application creates account, audit, statement or session records needed to operate the service;
  • from service providers that support authentication, hosting, database, storage and technical operation.

We do not currently provide Open Banking, automated bank feeds, HMRC submission or an accountant login.

5. Why we use personal information

We use personal information to:

  • provide and operate your RentReturn account;
  • maintain property, ownership, tenancy, mortgage and financial records;
  • process supported imports and evidence uploads;
  • provide management reporting and exports;
  • prepare Annual Statements and Accountant Tax Packs;
  • authenticate users and protect account access;
  • provide support and respond to enquiries;
  • maintain, diagnose and improve the reliability and security of the service;
  • comply with legal and regulatory obligations that apply to us.

6. Information about other people

RentReturn may contain information about people other than the account holder, such as tenants, co-owners, suppliers or other individuals named in records or uploaded evidence.

You are responsible for making sure that you are entitled to enter or upload that information and that you only provide information that is reasonably necessary for your use of RentReturn.

7. Who we share information with

We use service providers to operate RentReturn.

Current core providers include:

  • Supabase, which provides database, authentication and private file storage services;
  • Vercel, which provides application hosting and server/runtime infrastructure.

Authentication email delivery is not yet sufficiently verified to name the final email transport provider.

We may also disclose information where required by law, to protect legal rights, or where necessary in connection with professional advisers or a business transaction, subject to applicable law.

RentReturn does not sell customer personal data. RentReturn does not use landlord property or financial records for advertising profiling.

8. Accountant handoff and information you share yourself

RentReturn lets you download supported reports, exports and Accountant Tax Packs.

You decide whether and how to share those files with your accountant or another third party. RentReturn does not currently provide an accountant login, delegated accountant access or automatic accountant email delivery.

Once you download or share information outside RentReturn, the copy you have shared is outside RentReturn's direct control.

9. International processing

RentReturn uses providers whose services operate across more than one country.

The current Supabase project is primarily configured in Ireland. Current Vercel production functions are configured in the United States. These locations do not represent every location in which the providers, their subprocessors, support systems or logs may process information.

RentReturn must not be described as UK-only hosted or UK-only processed.

10. How long we keep information

Our intended MVP policy is to retain account data while an account remains active unless it is deleted or archived through supported RentReturn functionality.

For a future paid subscription, the intended account-exit model is:

  1. paid access ends;
  2. a 30-day read-only/export period follows;
  3. data is then deleted from primary RentReturn systems.

Different technical records may follow different lifecycles. Provider logs, authentication records, archived records, backups and downloaded copies may not be deleted at the same time as primary application records.

The current product includes record deletion, explicit attachment deletion and a workspace reset function. These functions do not currently establish guaranteed erasure of every possible stored object, provider log, authentication record, backup or previously downloaded copy.

11. Your data-protection rights

Depending on the circumstances and the legal basis for processing, you may have rights including access to your personal information, correction of inaccurate information, erasure, restriction, objection and data portability.

To exercise a privacy right, contact privacy@rentreturn.co.uk.

We may need to verify your identity before acting on a request.

Some rights are subject to legal conditions and exceptions.

12. Cookies and similar technologies

RentReturn uses cookies and browser storage for authentication and limited application-state purposes.

Our current technical inventory is described in the separate Cookie Notice at /cookies.

At the time of the factual audit, no active analytics or advertising tracking integration was identified in the RentReturn runtime or observed traffic. This must be rechecked before publication and whenever tracking technology changes.

13. Security

RentReturn uses technical controls including HTTPS, authenticated account access, database row-level access policies and private document storage.

More information is available on our Security page at /security.

No online service can guarantee absolute security. RentReturn does not make claims of certification, customer MFA, guaranteed backup recovery, continuous monitoring or UK-only hosting unless and until those claims are separately verified.

14. Changes to this notice

We may update this Privacy Notice as RentReturn changes or where legal requirements change.

Where a change materially affects how we use personal information, we will take appropriate steps to bring it to users' attention.

15. Complaints

Please contact privacy@rentreturn.co.uk first if you have a concern about how RentReturn uses personal information.

You may also have the right to complain to the Information Commissioner's Office.

16. Contact

General support: support@rentreturn.co.uk
Privacy and data rights: privacy@rentreturn.co.uk
Security concerns: security@rentreturn.co.uk
Legal notices: legal@rentreturn.co.uk