Privacy Policy

1. Introduction

LetLog ("we", "our", "us") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our property management platform.

We comply with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

2. Information We Collect

2.1 Personal Information

We may collect the following personal information:

Identity Data: Name, username, title
Contact Data: Email address, telephone number, postal address
Account Data: Username, password, account preferences
Property Data: Property addresses, tenancy details, rent amounts
Financial Data: Payment card details, bank account information (processed securely via Stripe)
Technical Data: IP address, browser type, device information, login data
Usage Data: Information about how you use our Service

2.2 Special Category Data

We do not intentionally collect special category data (such as racial or ethnic origin, health data, etc.). Please do not include such information in any documents or communications you upload to the Service.

3. How We Use Your Information

We use your personal information to:

Provide, operate, and maintain the Service
Create and manage your account
Process transactions and send related information
Send you service-related communications
Respond to your enquiries and provide support
Send marketing communications (with your consent)
Improve and personalise the Service
Detect and prevent fraud and security issues
Comply with legal obligations

4. Legal Basis for Processing

We process your personal information based on:

Contract: Processing necessary to perform our contract with you
Legitimate Interests: Processing necessary for our legitimate business interests
Consent: Where you have given consent for specific processing
Legal Obligation: Processing necessary to comply with the law

5. Data Sharing

We may share your information with:

Other Users: Landlords, tenants, and contractors as necessary to provide the Service (e.g., sharing tenant contact details with approved contractors for repairs)
Service Providers: Third-party companies that help us operate the Service (hosting, payment processing, email delivery)
Professional Advisers: Lawyers, accountants, and insurers where necessary
Law Enforcement: Where required by law or to protect our rights

We do not sell your personal information to third parties.

6. Data Retention

We retain your personal information for as long as your account is active or as needed to provide the Service. We may retain certain information as required by law or for legitimate business purposes, such as:

Financial records: 7 years (as required by UK law)
Property and tenancy records: 6 years after tenancy ends
Account information: Until you request deletion

7. Data Security

We implement appropriate technical and organisational measures to protect your personal information, including:

Encryption of data in transit and at rest
Secure hosting infrastructure
Regular security assessments
Access controls and authentication
Employee training on data protection

8. Your Rights

Under UK GDPR, you have the right to:

Access: Request a copy of your personal information
Rectification: Request correction of inaccurate information
Erasure: Request deletion of your information ("right to be forgotten")
Restriction: Request restriction of processing
Portability: Receive your data in a portable format
Object: Object to processing based on legitimate interests
Withdraw Consent: Withdraw consent at any time (where processing is based on consent)

To exercise these rights, please contact us at privacy@letlog.co.uk.

9. International Transfers

Your information may be transferred to and processed in countries outside the UK. Where this happens, we ensure appropriate safeguards are in place, such as Standard Contractual Clauses or adequacy decisions.

10. Children's Privacy

The Service is not intended for children under 18 years of age. We do not knowingly collect personal information from children under 18.

11. Third-Party Links

The Service may contain links to third-party websites. We are not responsible for the privacy practices of these websites and encourage you to read their privacy policies.

12. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of any material changes by posting the new policy on this page and updating the "Last updated" date.

13. Contact Us

If you have questions about this Privacy Policy or wish to exercise your rights, please contact us:

Email: privacy@letlog.co.uk
Data Protection Officer: dpo@letlog.co.uk

14. Complaints

If you are not satisfied with how we handle your personal information, you have the right to lodge a complaint with the Information Commissioner's Office (ICO):

Website: ico.org.uk
Telephone: 0303 123 1113