How we use your information

Burton Property Management is used by landlords to manage their properties and tenancies. The landlord whose property you live in, or work on, decides what information is kept and is responsible for it (the "data controller").

Tenants

We keep your name and contact details, emergency contact, your tenancy and rent records, documents about your tenancy (such as your agreement, deposit paperwork and Right to Rent check), repair reports and photos, and your messages with your landlord. These are needed to run your tenancy and meet legal duties.

When you report a repair, your name, phone number and access times are shared with the contractor sent to fix it, only if you agree. Your landlord's letting agent may see your details if they help manage your home.

Landlords, agents and contractors

We keep your name, contact details and the changes you make (every change is recorded in an audit history that can't be edited). Contractors' names and numbers are kept so jobs can be sent to them by text.

How long we keep it

Records are kept for six years after a tenancy ends, for tax and in case of disputes. After that, former tenants' personal details are removed automatically.

Who else handles it

Our service providers: Supabase (database and file storage), Vercel (website hosting), Resend (emails), Twilio (text messages) and, if the landlord connects it, FreeAgent (their accounts). They only process it on our instructions.

Your rights

You can ask your landlord for a copy of your information, to correct it, or to delete it where the law allows. If you're unhappy with how it's handled you can complain to the Information Commissioner's Office (ico.org.uk).