Privacy notice

1. Who is responsible

Sledgehammer Software Limited runs Rentura. For the details you give us about yourself (your name, email address, login and billing) we are the data controller. For everything you enter about your properties and your tenants, you are the controller and we are your processor, acting only on your instructions. Questions and requests go to hello@rentura.co.uk.

Applications through a property listing

If you apply for a home through Rentura, your contact details and the answers you choose to give go to the landlord for that listing. Their authorised account users can review them. Where a landlord enables the optional questionnaire, the form shows the public contact details and privacy notice they have chosen. Use that notice for their purposes, retention and requests about your application. Rentura stores the application on their behalf.

The optional questions cover your current home, household, accommodation history, income and references. Your saved submission includes the form wording, confirmations, the published listing terms and the public application contact at that time. Review notes are kept separately. The original is retained with the landlord’s account; it is not automatically deleted when a listing closes. Contact the landlord about a copy, correction or deletion. Applications remain separate from the tenant portal’s records.

The landlord can also email you a viewing invitation after reviewing its recipient and contents. Replies go to the contact shown in that email. The reviewed email and its sending record remain with the application; failed attempts use the same reviewed contents when retried. A viewing invitation does not accept your application or confirm an appointment.

Only your name, email and the specific submission confirmations are required. Leave other questions blank if you do not want to answer them. Do not include bank account details, National Insurance numbers, identity documents or medical/criminal history. Rentura does not score applications or contact references automatically. Support access follows the controls below.

2. What we hold

• Your account: name, email address, a hash of your password (never the password), when you last signed in.
• Your portfolio: property addresses, certificates and their dates, tenancies, rent amounts and payments, repairs and the notes and files you attach.
• Statements you choose to import: incoming credit dates, amounts, descriptions, references, transaction IDs, your bank account label and the rent matches or other classifications you confirm. We do not ask for bank login details.
• Your tenants: names, contact details, reviewed person links, contact-change and archive history, and tenancy terms you record, plus messages, repair reports, photos and other records they provide through access you invite.
• Agreements and signing: landlord identity, reviewed templates, generated documents, named signers, drawn signature images, the document revision and consent, signing time, IP address and browser. These records support the signing workflow you request and remain with its evidence. A landlord can review and email a private signing or completed-copy link. The reviewed message and sending record are retained; private links are encrypted in pending delivery and withheld from history and account exports.
• Connections you authorise when available: bank institution and masked account details, encrypted provider authorisations, reviewed incoming transactions, import decisions and selected accounting company details. We do not ask for your bank password or make payments from your bank account.
• Billing: your tier, subscription status and the dates of your billing periods. Card details are held by Stripe, never by us.
• A history of what was done in your account and by whom, including any time Rentura support entered it, so you can see it.
• Technical logs: the address and browser a request came from, kept for security and fault-finding.

A statement CSV is processed to prepare your preview; the original file and outgoing transaction rows are not saved. Saved credits are available to authorised users of your landlord account and in its export. Tenant statements contain the confirmed rent entries, without the raw bank descriptions.

3. Why, and on what basis

To provide the service you signed up for (contract); to keep the service secure, to prevent abuse and to answer support requests (our legitimate interests); to send you the emails the service needs, such as password resets, billing receipts and notices about changes to the terms (contract); and to meet legal obligations such as tax records. We do not sell data, we do not use it for advertising, and we do not send marketing email unless you ask for it.

4. Where it lives

The application and its database run on Render, in Frankfurt, Germany (the EU), under the UK adequacy regulations. Germany is covered by the UK’s adequacy regulations, so no separate transfer safeguard is needed for the storage location. Our hosting provider is a US company that processes support and operational data in the United States under the UK Addendum to the standard contractual clauses.

5. Who else processes it

• Render Services, Inc. (United States; EU region): application hosting and database.
• Stripe Payments UK Ltd and Stripe, Inc.: subscription payments. Stripe is a controller for the card data it holds.
• Cloudflare, Inc.: file storage when configured. When accounting connections are enabled, a separate Cloudflare service forwards temporary authorisation codes to Rentura. That service has no retained application request logs or database, and does not receive provider access or refresh tokens.
• An email delivery service, for the transactional email the service sends.

Each is bound by a data processing agreement. If we add or replace one, we will update this page and, where it affects your tenants’ data, tell account owners by email at least 10 days before.

Video meetings

When you join a video meeting, your browser connects to Daily. Daily processes your display name, audio, video, meeting chat, any screen you choose to share and the connection information needed for the call. Meeting participants can see and hear what you share. See Daily's privacy notice. Rentura does not record or transcribe meetings or save the chat.

Rentura retains the meeting details, intended recipients, email-service results and the first time an invitation reports opening the meeting. Opening a link does not prove identity or attendance. These records are available to authorised members of the landlord account and in its export. Guest access requires host admission. Private invitation credentials are excluded from exports.

Email campaigns

When a landlord sends an email campaign, Rentura holds the contact details, labels, consent wording, source and date they record. The landlord is responsible for that permission and for the message. An owner or manager reviews the recipients and complete email before approving it. Resend processes the recipient address, sender details and message to deliver the email and report its outcome.

Every campaign email includes an unsubscribe link that works without signing in. Withdrawing marketing permission stops further campaign attempts for that address in the sender's account. It does not change service messages about an existing tenancy. Rentura retains consent changes, the approved message and delivery history with the landlord's account, including archived contacts. Provider event references without message content or addresses are kept for up to 90 days. Owners and managers can export the account's campaign and consent records; private unsubscribe credentials are excluded.

6. Who at Rentura can see it

Rentura support staff can enter a selected portfolio through their staff login for account administration. The purpose is recorded automatically in Rentura’s staff log, while your account history records the support visit. A banner identifies staff access within the workspace.

7. How long

For as long as your account is open. When you close it, or when a free account has been unused for twelve months and we have written to you, we delete the account and its data within 30 days, and it drops out of backups within 90 days. Billing records are kept for six years after the transaction as tax law requires. Technical logs are kept for 30 days.

8. Your rights

You can ask for a copy of what we hold about you, have it corrected or deleted, object to or restrict its use, and take it elsewhere in a usable format. Most of this you can do yourself from inside the account: the account export includes saved statement credits and matches, and a tenant's records and rent entries download from the tenants screen. A portal download covers that tenancy; landlords can separately export reviewed person records and their history and should check what else a request covers. Bank statement descriptions may also name other people, so requests for personal data within those descriptions need the landlord's review. For the rest, email us and we will answer within one month. If a tenant asks you about their data, you are the controller; a tenant with a portal login can also take their own copy from “Your data” without asking you. You can complain to the Information Commissioner’s Office at ico.org.uk.

9. Security

• Everything travels over HTTPS. The site refuses plain HTTP.
• Passwords are hashed with scrypt. Session tokens are stored only as hashes, so a copy of the database contains no usable login.
• Every database query for landlord data is filtered by account before it reaches the database, so a coding mistake cannot show one landlord another’s rows.
• Repeated failed logins lock the account for a period, and login attempts are rate-limited.
• Card numbers never touch our servers.
• If we ever discover a breach that affects you, we will tell you and, where required, the ICO within 72 hours.

10. Cookies

Rentura sets one cookie when you sign in, to keep you signed in, and nothing else. The public site sets none. There is no tracking and no analytics cookie.

11. Changes

We will post changes here and email account owners about any change that affects their tenants’ data or their rights.