Legal
Privacy Policy
Last updated: June 2026
This Privacy Policy explains how The Letting Desk Ltd (“The Letting Desk”, “we”, “us” or “our”) collects, uses and protects personal data when you use The Letting Desk, our HMO property management platform for UK landlords and letting agents, and our website.
We are a UK-based company and are registered with the Information Commissioner’s Office (ICO). We process personal data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
1. Who we are
For the purposes of this policy and your use of our website and account, The Letting Desk Ltd is the data controller. Where you use The Letting Desk to manage your own properties, tenancies and tenants, you are the controller of that data and we act as your processor — see our Data Processing Addendum.
2. The data we collect
Account and contact data
Your name, business name, email address, phone number, role, and billing details when you register, subscribe or contact us.
Usage and device data
Information about how you interact with the Service, including log data, IP address, browser type, and pages visited, collected through essential and (where you consent) analytics cookies.
Customer Data you upload
Property, tenancy, tenant, financial and compliance records you add to your account. This may include personal data about your tenants and applicants, which we process on your behalf as a processor.
3. How and why we use your data
We use personal data to:
- provide, maintain, secure and improve the Service;
- set up and administer your account and process payments;
- provide customer support and respond to your enquiries;
- send service and transactional messages, and (where permitted) relevant product updates;
- detect, prevent and investigate fraud, abuse and security incidents; and
- comply with our legal and regulatory obligations.
4. Our lawful bases
Under UK GDPR we rely on the following lawful bases: performance of a contract (to provide the Service to you); legitimate interests (to run, secure and improve our business, balanced against your rights); consent (for non-essential cookies and certain marketing); and legal obligation (for example, to keep accounting records).
6. International transfers
Where personal data is transferred outside the UK, we ensure an appropriate safeguard is in place, such as the UK International Data Transfer Agreement or addendum to the EU Standard Contractual Clauses, so that your data receives an equivalent level of protection.
7. Data retention
We keep personal data only for as long as necessary for the purposes described in this policy, including to meet legal, accounting and reporting requirements. After you cancel, Customer Data remains available for export for a limited period before deletion, in line with the terms agreed with you.
8. Security
We implement appropriate technical and organisational measures to protect personal data, including encryption in transit, access controls, and regular review of our practices. No system is completely secure, but we work hard to safeguard your information and will notify you and the ICO of a personal data breach where required.
9. Your rights
Under UK GDPR you have the right to:
- access the personal data we hold about you;
- request correction of inaccurate or incomplete data;
- request erasure of your data in certain circumstances;
- object to or restrict processing, and to data portability; and
- withdraw consent at any time where we rely on consent.
To exercise any of these rights, contact us using the details below. You also have the right to lodge a complaint with the ICO at ico.org.uk, although we would welcome the chance to address your concerns first.
11. Contact us
If you have questions about this policy or how we handle your data, contact us at support@thelettingdesk.com.