Privacy Policy

1. Introduction

Lease Ward ("Lease Ward", "we", "us", "our") provides a compliance and repairs risk management platform for professional portfolio landlords.

We are committed to protecting personal data and handling it transparently and securely. Lease Ward operates in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

This Privacy Policy explains:

• What personal data we collect
• How we use it
• The legal basis for processing
• How we store and protect it
• Your rights under UK data protection law

2. Data Controller

For the purposes of UK GDPR, Lease Ward acts as:

• Data Controller for account-holder data (landlords, users of the platform)
• Data Processor for tenant, guarantor and occupier data entered into the platform by users

3. Information We Collect

3.1 Account Information

When you create an account, we collect:

• Name
• Email address
• Account login credentials
• Organisation or business details (if provided)
• Billing information (processed via Stripe)

3.2 Property and Tenancy Data

Users may input:

• Property addresses
• Tenant names and contact details
• Guarantor names
• Deposit information
• Compliance certificate dates
• Uploaded documents (tenancy agreements, certificates, notices)

Lease Ward processes this information solely to provide the services requested by the user. Lease Ward does not independently verify the accuracy of data entered by users.

3.3 Payment Information

All payments are processed securely via Stripe. Lease Ward does not store full card details. Stripe acts as an independent data controller for payment processing.

Stripe's privacy policy: https://stripe.com/privacy

3.4 Technical Data

We may collect limited technical information such as:

• IP address
• Browser type
• Device information
• Usage logs
• Authentication session data

This information is used for security, fraud prevention, and service performance.

4. Legal Basis for Processing

We process personal data under the following lawful bases:

4.1 Contract

To provide the Lease Ward service to account holders.

4.2 Legitimate Interests

To maintain platform security, improve service functionality, and prevent misuse.

4.3 Legal Obligation

Where required to comply with applicable law.

5. How We Use Personal Data

We use personal data to:

• Provide compliance tracking tools
• Generate structured documentation (notices, evidence packs)
• Enable repair logging and audit trails
• Store and retrieve uploaded documents
• Process payments
• Provide customer support
• Maintain platform security

6. Role as Data Processor

Where users upload or input tenant or guarantor data:

• The user (landlord) is the Data Controller
• Lease Ward acts as a Data Processor

We process such data only on documented instructions from the user and for the purpose of delivering the service.

Further details are set out in our Data Processing Addendum.

7. Third-Party Service Providers

Lease Ward uses trusted third-party providers:

• Stripe — payment processing
• Supabase — cloud database and authentication infrastructure
• Vercel — hosting and deployment infrastructure

These providers may process personal data in accordance with their own privacy policies and applicable data protection laws. We ensure appropriate contractual safeguards are in place where required.

8. International Data Transfers

Some service providers may process data outside the United Kingdom.

Where international transfers occur, we ensure appropriate safeguards are implemented, including:

• Standard Contractual Clauses (where applicable)
• Adequacy decisions (where available)

9. Data Retention

We retain personal data:

• For as long as an account remains active
• For a reasonable period thereafter for legal, regulatory, or security purposes
• In accordance with contractual obligations

Users may request deletion of their account data, subject to legal and contractual limitations.

10. Data Security

Lease Ward implements appropriate technical and organisational measures, including:

• Encrypted data transmission (HTTPS)
• Secure authentication systems
• Role-based access controls
• Infrastructure-level security protections
• Restricted internal access

No system is entirely immune from risk. We take reasonable steps to protect data from unauthorised access, loss, or misuse.

11. Your Rights (UK GDPR)

You have the right to:

• Access your personal data
• Request correction of inaccurate data
• Request deletion (where applicable)
• Restrict processing
• Object to processing
• Data portability
• Lodge a complaint with the Information Commissioner's Office (ICO)

To exercise your rights, contact: hello@leaseward.com

12. Cookies

Lease Ward uses essential cookies required for authentication, session management, and security.

Additional details are available in our Cookie Policy.

13. Changes to This Policy

We may update this Privacy Policy from time to time.

Updated versions will be published on this page with a revised "Last updated" date.

14. Contact

If you have questions about this Privacy Policy or our data protection practices, please contact: