Privacy Policy

1. Introduction

Rent Collection Toolkit ("we", "our", or "us") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our service.

2. Information We Collect

2.1 Personal Information

We collect personal information that you provide directly to us, including:

• Name and job title
• Email address
• Organisation name
• Phone number (optional)
• Account credentials

2.2 Usage Information

We automatically collect certain information when you use our service:

• Log data (IP address, browser type, pages visited)
• Device information
• Usage patterns and preferences
• Performance metrics

2.3 Tenant Data

As a data processor, we process tenant information on behalf of housing providers:

• Tenant reference numbers
• Rent payment information
• Financial calculations
• Case notes and communications

3. How We Use Your Information

We use the collected information for:

• Providing and maintaining our service
• Managing your account and authentication
• Sending service updates and notifications
• Providing customer support
• Improving our service and developing new features
• Complying with legal obligations
• Protecting against fraudulent or illegal activity

4. Data Sharing and Disclosure

We do not sell, trade, or rent your personal information. We may share your information only in the following circumstances:

• With your consent: We may share information with your explicit consent
• Service providers: We work with trusted third parties who assist in operating our service
• Legal requirements: If required by law or to protect our rights
• Business transfers: In connection with a merger, acquisition, or sale of assets

5. Data Security

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

• Encryption in transit and at rest
• Regular security assessments
• Access controls and authentication
• Regular backups
• Incident response procedures

6. Data Retention

We retain your information for as long as necessary to provide our services and comply with legal obligations:

• Account information: Retained while account is active
• Tenant data: As specified by the data controller or legal requirements
• Usage logs: Typically retained for 12 months
• Archived data: Retained according to legal requirements

7. Your Rights (GDPR)

Under the General Data Protection Regulation (GDPR), you have the following rights:

• Access: Request a copy of your personal data
• Rectification: Request correction of inaccurate data
• Erasure: Request deletion of your data ("right to be forgotten")
• Restriction: Request restriction of processing
• Portability: Receive your data in a structured format
• Object: Object to certain types of processing
• Automated decision-making: Not be subject to automated decision-making

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

8. Cookies and Tracking

We use cookies and similar technologies to:

• Maintain your session and authentication
• Remember your preferences
• Analyze usage patterns
• Improve performance

You can control cookies through your browser settings. Disabling certain cookies may limit functionality.

9. Children's Privacy

Our service is not intended for children under 16. We do not knowingly collect personal information from children.

10. International Data Transfers

Your data is processed and stored within the UK. If we transfer data internationally, we ensure appropriate safeguards are in place.

11. Changes to This Policy

We may update this Privacy Policy periodically. We will notify you of material changes via email or through our service.

13. Supervisory Authority

You have the right to lodge a complaint with the Information Commissioner's Office (ICO):