Privacy Policy

1. Who we are

OneTenancy is a rental application platform that helps tenants create a reusable tenant profile and helps letting agents manage rental applications.

For privacy enquiries, contact us at: sales@onetenancy.com.

2. Information we collect

Depending on how you use OneTenancy, we may collect:

• Account details, such as your name, email address and login information.
• Tenant profile information, such as date of birth, phone number, address history, employment details, income details, household information, pet information, guarantor details and right-to-rent information.
• Application information submitted to letting agents.
• Documents uploaded by tenants, such as ID, proof of income or other supporting files.
• Agency information, such as business name, business email, address, telephone number and logo.
• Billing information processed through Stripe.
• Technical information, such as device, browser, IP address and usage logs.

3. How we use your information

We use personal information to:

• Create and manage user accounts.
• Allow tenants to complete and reuse rental application profiles.
• Allow agents to create invite links and review applications.
• Generate application summaries and PDF reports.
• Process subscriptions and payments through Stripe.
• Improve, secure and maintain the OneTenancy platform.
• Respond to support requests and legal obligations.

4. Lawful basis

Under UK GDPR, we must have a lawful basis to process personal information. Depending on the situation, we may rely on contract, consent, legal obligation or legitimate interests.

5. Sharing your information

We may share information with:

• Letting agents when a tenant submits an application to them.
• Firebase/Google Cloud services used to host, authenticate and store application data.
• Stripe for subscription and payment processing.
• Service providers who help us operate, secure or improve the platform.
• Authorities or regulators where required by law.

We do not sell personal information.

6. Data storage and security

We use technical and organisational measures to protect personal information. This includes access controls, authentication, secure cloud storage and role-based permissions.

No online system is completely risk-free, but we take reasonable steps to protect the information stored in OneTenancy.

7. How long we keep information

We keep personal information only for as long as needed for the purposes described in this policy, including account management, application records, legal obligations, dispute handling and security.

Tenants and agents may request deletion of their account or personal information by contacting us.

8. Your rights

You may have rights to access, correct, delete, restrict or object to the use of your personal information. You may also have the right to data portability and to complain to the Information Commissioner’s Office.

To exercise your rights, contact: sales@onetenancy.com.

9. Cookies and similar technologies

OneTenancy may use essential cookies or local storage to keep users signed in, remember session information and support security. If analytics or marketing cookies are added later, this policy may be updated.

10. Third-party links

OneTenancy may contain links to third-party websites or services. We are not responsible for the privacy practices of those third parties.

11. Changes to this policy

We may update this Privacy Policy from time to time. The latest version will always be available on this page.

12. Contact

For questions about this Privacy Policy, contact: sales@onetenancy.com.