Privacy Policy

1. Who we are

Rental1 is operated by HumacIT Ltd ("we", "us", "our"). We operate the property management platform at console.rental1.co.uk and the marketing site at rental1.co.uk. HumacIT Ltd is the data controller for personal data processed through our services.

If you have questions about this policy, contact us at hello@rental1.co.uk.

2. What data we collect

We collect the following categories of personal data:

Account data

• Name and email address
• Authentication is handled by a third-party provider — we do not store your password
• Organisation name and billing details

Property and tenancy data

• Property addresses and references
• Tenant names, contact details, and tenancy terms
• Rent amounts, payment records, and deposit information
• Uploaded documents (certificates, agreements, inventories)

Usage data

• Log data (IP address, browser type, pages visited, timestamps)
• Feature usage patterns and interactions within the platform

Cookies and similar technologies

• Essential cookies for authentication and session management
• Analytics cookies to understand how the service is used (where consent is given)

3. How we use your data

We process your personal data for the following purposes:

• Providing the service — managing your account, storing your property and tenancy data, processing your requests
• Service communications — sending transactional emails such as password resets, tenancy reminders, and certificate expiry alerts
• Improving the service — analysing usage patterns to fix bugs, improve features, and plan development
• Security — detecting and preventing fraud, abuse, and unauthorised access
• Legal compliance — meeting our obligations under applicable law

4. Legal basis for processing

Under UK GDPR, we rely on the following legal bases:

• Contract — processing necessary to provide the service you have signed up for
• Legitimate interests — improving the service, ensuring security, and preventing abuse
• Consent — where we use analytics cookies or send marketing communications
• Legal obligation — where we are required to retain data or comply with law enforcement requests

5. Data sharing

We do not sell your personal data. We share data only in the following circumstances:

• Service providers — hosting, email delivery, payment processing, and analytics providers who process data on our behalf under appropriate agreements
• Within your organisation — other members of your Rental1 organisation can access shared property and tenancy data, subject to the roles and permissions you configure
• Legal requirements — where required by law, regulation, or valid legal process

6. Data retention

We retain your data for as long as your account is active. If you delete your account, we will delete your personal data within 30 days, except where we are required to retain it for legal or regulatory purposes.

Audit logs may be retained for up to 7 years to meet regulatory requirements.

7. Data security

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

• Encryption in transit (TLS) and at rest
• Role-based access controls
• Regular security reviews and monitoring
• Audit logging of all data access and modifications

8. Your rights

Under UK GDPR, you have the right to:

• Access — request a copy of the personal data we hold about you
• Rectification — ask us to correct inaccurate data
• Erasure — ask us to delete your data (subject to legal retention requirements)
• Restriction — ask us to limit how we process your data
• Portability — receive your data in a structured, machine-readable format
• Object — object to processing based on legitimate interests
• Withdraw consent — where processing is based on consent, you may withdraw it at any time

To exercise any of these rights, contact us at hello@rental1.co.uk. We will respond within one month.

9. International transfers

Your data is primarily stored and processed within the United Kingdom and European Economic Area. Where we use service providers outside these regions, we ensure appropriate safeguards are in place (such as standard contractual clauses).

10. Children

Our service is not directed at individuals under 18. We do not knowingly collect personal data from children.

11. Changes to this policy

We may update this policy from time to time. We will notify you of material changes by email or through a notice on the platform. Continued use of the service after changes take effect constitutes acceptance of the updated policy.

12. Contact & complaints

For questions or concerns about this policy, contact us at hello@rental1.co.uk.

You also have the right to lodge a complaint with the Information Commissioner's Office (ICO), the UK's supervisory authority for data protection.