Privacy policy

Who we are

LetRecord is run by Yira Ltd ("we", "us"), a company registered in England and Wales with company number 11383255. Our registered office is Sudbury Heights Avenue, Greenford, London, UB6 0LY. For your account, and for how we run and improve the service, we are the data controller.

Landlords and agents also enter details about their tenants, such as names and email addresses. For that information the landlord or agent is the controller, and we process it on their behalf to provide the service. If you are a tenant with a question about your data, contact your landlord or agent first; we will help them answer you.

Contact us about anything in this policy at hello@letrecord.co.uk.

What we collect

• Your account: your name or agency name, email address, whether you are a landlord or an agent, and your password, which we store only as a secure hash.
• Teams and clients: for agents, the names and email addresses of colleagues you invite and of the landlords you manage properties for.
• Property records: addresses, postcodes and property reference numbers (UPRNs), and the results of the register checks we run for each property.
• Tenancy details: start dates, rent, deposit amounts and schemes, occupant and household numbers, tenants' names and email addresses, and the dates of checks such as Right to Rent. We ask you not to upload passports, share codes or other identity documents.
• Documents: certificates and other files you upload, such as gas safety records and EICRs, and copies of emails you send to tenants through LetRecord, including attachments.
• Reminders: a record of the reminder emails we send you.
• Checklist requests: if you ask for a free checklist, your email address, the date, and whether you ticked the box to hear when landlord rules change.
• Registration alerts: if you ask to hear when PRS registration opens in your region, your email address, the region and the postcode you checked, and when we sent the alert.
• Technical data: our web server logs IP addresses, browser details and the pages requested, to keep the service secure and working.
• Analytics: only if you accept analytics cookies. See the cookies page.

Why we use it, and our lawful basis

• To provide LetRecord (contract): running register checks, building each property's duty list, storing your documents, sending reminders and sending documents to tenants when you ask us to.
• To keep the service secure and working (legitimate interests): server logs, preventing abuse and fixing faults.
• To run the business (legitimate interests): we are told when someone signs up or adds a property, so we can support new users and understand how LetRecord is used. We do not sell your data.
• To understand how the site is used (consent): Google Analytics, only after you accept.
• To measure and target our adverts (consent): Google Ads cookies record when a visitor from one of our adverts creates an account, and let us show LetRecord adverts to past visitors. In the UK, EEA and Switzerland these stay off until you accept; you can change your choice on the cookies page.
• To send a checklist or registration alert you ask for (legitimate interests): we email the checklist once, and the alert once when your region opens, with a confirmation when you sign up. We only send updates about landlord rules if you ticked the box (consent), and every update tells you how to stop them.
• To meet legal obligations, such as keeping business records or responding to lawful requests.

Who we share it with

We use these providers to run LetRecord. They act on our instructions.

• Vultr: hosts our servers, database and uploaded files in London.
• Resend: delivers the emails LetRecord sends, including reminders and documents you send to tenants.
• Google: Google Analytics, Google Ads and Tag Manager if you accept optional cookies, and Google Fonts, which receives your IP address when a page loads the typefaces.
• Stripe: takes subscription payments. Card details go straight to Stripe and never reach our servers; we keep your Stripe customer reference, plan and payment status.

To check a property we send its postcode, address, coordinates or reference number to the following services. We never send them your name, email address or tenancy details.

• Homedata and Ideal Postcodes: address lists, property reference numbers, and per-building data such as listed status, council tax band and flood risk.
• The domestic EPC register (Ministry of Housing, Communities and Local Government), postcodes.io and planning.data.gov.uk.

We may also disclose data if the law requires it, or to protect the rights and safety of our users or others.

Transfers outside the UK

Your records are stored in the UK. Some providers, such as Resend and Google, may process data in other countries, including the United States. Where that happens, the transfer is covered by UK adequacy regulations or by the provider's contractual safeguards approved under UK law.

How long we keep it

• Account and property data are kept while your account is open.
• When you delete a property, its records, uploaded documents and saved emails are deleted.
• To close your account, email us. We delete your account and everything in it within 30 days, apart from anything we must keep by law.
• Checklist requests and registration alerts are kept until you ask us to delete them or to stop updates. Email us and we will remove your address.
• Server logs are kept for a short period for security, then deleted.
• Copies in backups are overwritten as backups are replaced.

Keeping it safe

The site is only served over HTTPS, passwords are stored as one-way hashes, uploaded files are not publicly accessible, and a property can only be seen by the account that owns it and the people that account has invited.

Your rights

You can ask us for a copy of your data, to correct it, to delete it, to restrict or object to how we use it, or to receive it in a portable format. Where we rely on consent, you can withdraw it at any time: for analytics on the cookies page, and for rule updates by emailing us. Email hello@letrecord.co.uk and we will reply within one month.

If you are unhappy with how we have handled your data, you can complain to the Information Commissioner's Office at ico.org.uk or on 0303 123 1113. We would appreciate the chance to put things right first.

Children

LetRecord is for landlords and letting agents and is not intended for anyone under 18.

Changes to this policy

If we change this policy we will update the date at the top. If a change affects how we use your data, we will email account holders before it takes effect.