Privacy policy

The data controller for your account is Northwind Labs Ltd (registered office: 82a James Carter Road, Mildenhall, IP28 7DE), registered with the UK Information Commissioner's Office (ICO) under reference 00014695557. When you use TenantProof to record information about your own tenancy, you are organising your personal records; the operator processes that information on your behalf to provide the service.

TenantProof is a tool to help you keep your own records and find official routes. It does not provide legal advice and does not act on your behalf.

We collect only what the features need (data minimisation):

• Your account email address and an encrypted password.
• Tenancy details you enter (address, landlord/agent, dates, rent, deposit and scheme).
• Condition reports and repair logs, including notes and any photos you upload.
• Photo metadata: the time you uploaded it, the capture time from the photo's EXIF data (if present), and — only if you explicitly opt in when adding a photo — your device's location at that moment.
• Letters you choose to save.
• If you buy a Dispute Pack, a record that the purchase was made (the card payment itself is handled by Stripe — we never see or store your card details).

We process your data to perform the service you asked for (Article 6(1)(b) — performance of a contract), and to keep the service secure and working. Optional location data attached to a photo is processed on the basis of your explicit consent, given each time you opt in; you can decline and still use every feature.

Your records are private to your account. Every database table is protected by row-level security, so one user can never read or change another user's data. Photos are kept in a private storage bucket and shown to you only through short-lived signed links. Access from inside the application is scoped to your own account.

We do not sell your data or use it for advertising. We use a small number of processors to run the service:

• Supabase — database, authentication and photo storage.
• Stripe — payment processing, only if you buy a Dispute Pack.
• An email provider — only to send account emails and (if you opt in) repair-chase reminders.
• Vercel— hosting, plus cookie-less, aggregate page analytics that don't identify you (no cookies, no cross-site tracking).

Your records are stored by Supabase in a UK region. Stripe, Vercel and our email provider may process limited data outside the UK, including in the United States; where they do, the transfer is protected by the UK International Data Transfer Agreement (or Addendum) or Standard Contractual Clauses.

We keep your data for as long as your account is open. When you delete your account, your data and photos are permanently removed. You stay in control: you can export or delete everything at any time.

Under UK GDPR you have the right to access, correct, export and delete your data, and to withdraw consent. You can download all of your data, or permanently delete your account and everything in it, at any time from your account page. You also have the right to complain to the ICO (ico.org.uk).

Location is only ever attached to a photo if you explicitly opt in when adding it, and your browser asks your permission first. You can decline and still use every feature. Location is never collected in the background.

For any privacy question or to exercise your rights, contact privacy@tenantproof.co.uk.