Privacy policy
How MyLandlordPA handles personal data: what we collect, why, where it is stored, who sees it, and your rights under UK GDPR.
Last updated 2026-09-27.
Who we are
MyLandlordPA is operated by the company named in the footer of this site (the "controller"). Contact details are there too.
What we collect
- Account data: your email, name and phone, and the one-time codes we send to sign you in.
- Property data you add: addresses, tenancies, rent records, certificates and the documents you upload. Documents may contain personal data of tenants and contractors; you are the controller of that data and we process it on your instructions.
- Bank details you type in so your tenant knows where to pay. We never use them to move money.
- Usage data: pages visited, actions taken, device and browser, for security and to improve the service.
Why (lawful basis)
To provide the service you signed up for (contract); to keep the service secure and to meet our legal duties (legal obligation); to improve it (legitimate interests). We do not sell personal data and we do not use it for advertising.
AI processing
Documents you upload are read by an AI model to extract dates, amounts and types. The model provider receives the document content for that purpose only and is contractually barred from training on it. Tenants and contractors who message the PA are told they are talking to an assistant.
Where it is stored
In the United Kingdom, on Microsoft Azure (South UK region). Email and messaging are delivered through our messaging service, BotInbox. Subscriptions are handled by Stripe; we never see your card number.
Who sees it
Your tenants see their own tenancy, documents you share and the certificates the law requires. Contractors see the jobs you assign to them. Our staff see data only to support you or to keep the service running. We never share your data with third parties for their own purposes.
How long
For as long as you have an account, and for up to six years after a tenancy ends because tax and deposit rules require it. You can delete a property or your account at any time from Settings; some records are kept where the law requires.
Your rights
Access, correction, erasure, restriction, portability and objection, under UK GDPR. Write to us at the address in the footer. You can also complain to the Information Commissioner's Office (ico.org.uk).
Cookies
We use a session token to keep you signed in and no advertising cookies. See the cookies page.