Privacy Policy – TenantCheckMate

Last updated: 23/11/2025

TenantCheckMate (“we”, “our”, “us”) is committed to protecting your privacy and handling your personal data responsibly. This Privacy Policy explains what personal information we collect, how we use it, how we store it, and your rights under UK data protection law.

This service is intended for tenants in England & Wales.
By using our website or submitting information through our forms, you agree to the practices described in this Privacy Policy.

1. Who We Are

TenantCheckMate is a document-checking service operated by an individual housing professional.

Data Controller:
TenantCheckMate
Suite 505, 17 Holywell Hill, St Albans, Herts. AL1 1DT.
Email: reviews@tenantcheckmate.co.uk

2. What Information We Collect

We collect the following types of information:

A. Information you provide directly

When you use our service or upload documents, you may provide:

  • Name and contact details

  • Details about your tenancy

  • The notice you have received (Section 21, Section 8, Section 13, etc.)

  • Your tenancy agreement (AST)

  • Deposit protection paperwork

  • Rent information

  • Correspondence from your landlord or agent

  • Any documents or information you choose to submit in support of your enquiry

B. Payment information

Payments are processed securely through Stripe.
TenantCheckMate does not receive or store your card details.

C. Website and technical data

Squarespace automatically collects basic technical information such as:

  • IP address

  • Browser type

  • Device information

  • Pages visited

  • Cookies (see section below)

This data is anonymised where possible.

3. How We Use Your Information

We use your personal data for the following purposes:

To provide the service

  • Reviewing your notice and tenancy documents

  • Preparing your written summary/report

  • Contacting you with questions or clarifications

  • Delivering your final report

For administration

  • Managing your payment

  • Sending confirmation emails

  • Following up on document submissions

For legal and compliance purposes

  • Maintaining secure records

  • Responding to lawful requests

  • Preventing fraud or misuse

We do not use your data for marketing unless you explicitly opt in.

4. Legal Basis for Processing

We process your data under one or more of the following UK GDPR bases:

  • Contract: To provide the service you have paid for.

  • Consent: When you upload documents or choose to contact us.

  • Legitimate Interest: To maintain security, operate the website, and keep proper records.

  • Legal Obligation: Where required by law.

5. How Your Data Is Stored

Your data may be stored in one or more of the following:

  • Secure email inbox

  • Secure document upload platform (Jotform, Google Forms, or similar)

  • Secure cloud storage with restricted access

  • Squarespace website hosting (for general site data)

We take reasonable steps to protect your data from loss, misuse or unauthorised access.

6. How Long We Keep Your Data

We keep your documents and the report we produce for a limited retention period:

  • Uploaded documents: up to 6 months

  • Reports: up to 12 months

  • Emails: up to 12 months

After this period, documents are securely deleted unless we are required to retain them longer for legal reasons.

If you wish to request earlier deletion, contact reviews@tenantcheckmate.co.uk.

7. Who We Share Your Data With

We do not sell or share your data with third parties for advertising or commercial gain.

We may share limited data with:

  • Payment processors (Stripe) – to process your payment

  • Website providers (Squarespace) – technical hosting and analytics

  • Form providers (Jotform, Google) – secure file upload handling

  • Legal authorities – only if required by law

No one else has access to your tenancy data, documents, or reports.

8. Your Rights Under UK Data Protection Law

You have the right to:

  • Access your personal data

  • Correct inaccurate data

  • Request deletion of your data

  • Withdraw consent at any time

  • Restrict or object to processing

  • Request a copy of your data in a portable format

To exercise any of these rights, contact:
📧 reviews@tenantcheckmate.co.uk

We must respond within one month.

9. Cookies

Our site may use essential and functional cookies provided by Squarespace for:

  • Basic website operation

  • Security

  • Analytics

  • Page performance

You can control cookies through your browser settings.

10. Data Transfers Outside the UK

Some service providers (Squarespace, Stripe, Google) may store data outside the UK or EU.

Where this is the case, they use approved safeguard mechanisms, such as:

  • Standard Contractual Clauses

  • UK adequacy regulations

These providers are widely used and reputable.

11. Children’s Data

Our service is not intended for individuals under 18.
We do not knowingly collect children’s data.

12. Changes to This Policy

We may update this Privacy Policy from time to time.
Changes will be posted on this page with the updated date.

13. Contact

If you have questions about this policy or how your data is handled, contact: reviews@tenantcheckmate.co.uk