RentMint Ltd — Privacy Notice

1. Who We Are & Data Protection Roles

• Company: RentMint Ltd, registered in England and Wales.
• Contact: privacy@rentmint.co.uk
• Dual Role Framework under UK GDPR:
  • As Data Controller: RentMint is the Data Controller for your account registration data (name, email address, password hash, subscription status, and platform telemetry).
  • As Data Processor: For the maintenance logs, notes, photographs, in-app messages, and evidence bundles created between a tenant and their landlord or letting agent, RentMint operates purely as a neutral technical intermediary and Data Processor providing secure cloud infrastructure, local caching, and cryptographic verification tools.

2. Information We Collect

We collect only the minimum data required to maintain an accurate property record:

1. Account & Identity Data: Full name, email address, user role (Tenant, Landlord, or Letting Agent), and terms acceptance records.
2. Property & Tenancy Data: Tenancy address, tenancy start/end dates, landlord/agent contact email, and rent payment cadence.
3. Maintenance & Case Records (User-Generated Content): Issue categories, descriptions, dates/times, photos captured via device camera or uploaded from storage, contractor appointment dates, access check-in records, GPS verification coordinates (captured within a 200m geofence strictly to confirm physical presence during scheduled visits), and in-app communications.
4. Special Category Data (Household Vulnerability Flags):
   • Where a tenant voluntarily discloses household factors (e.g., presence of infants, elderly occupants, or medical vulnerabilities that heighten repair urgency), this constitutes Special Category Data under Article 9 of the UK GDPR.
   • Explicit Consent Requirement: We process this data strictly and solely based on your explicit, opt-in consent given via a dedicated checkbox at the time of submission.
   • Immediate Erasure: You can revoke this consent at any time in your settings or by editing your tenancy details. Doing so immediately and irreversibly deletes the vulnerability flags from our active database.
5. Technical & Telemetry Data: IP address, device type, browser version, operating system, and anonymous platform diagnostics.

3. Lawful Bases for Processing

Under Article 6 of the UK GDPR, we process personal data under the following lawful bases:

• Contractual Necessity (Art. 6(1)(b)): To create your account, sync your logs across your devices, generate requested case bundles, and provide the core record-keeping service.
• Legitimate Interests (Art. 6(1)(f)): To prevent fraudulent account creation, maintain platform integrity, and deliver single transactional notifications to designated property parties.
• Explicit Consent (Art. 6(1)(a) & Art. 9(2)(a)): For the processing and display of household vulnerability indicators.
• Legal Obligation (Art. 6(1)(c)): To comply with tax, statutory reporting, or accounting requirements.

4. Third-Party Landlord & Agent Contact Details

When a tenant enters an email address for their landlord or letting agent:

1. Limited Purpose: The address is used solely to notify that landlord/agent of a logged issue or invite them to view the shared case.
2. No Marketing / No Data Brokerage: We will never sell, rent, or use unverified landlord contact details for marketing or commercial prospecting.
3. Immediate Opt-Out: Every notification email contains an immediate, 1-click /opt-out link allowing the recipient to permanently block RentMint emails.
4. Automated 30-Day Auto-Wipe: Contact records for landlords or agents who do not register or engage are automatically and permanently anonymised by our database after thirty (30) days.

5. Access Control & Row-Level Security (RLS)

RentMint implements a strict two-party access boundary:

• Database Isolation: Every record in our database is secured with database Row-Level Security (RLS). Case data, photographs, and messages are accessible only to the tenant who created the entry and the verified landlord or letting agent matching the designated property record.
• No Unauthorised Sharing: RentMint does not automatically disclose, transmit, or report records to local councils, environmental health departments, the Housing Ombudsman, Tenancy Deposit Schemes, or credit reference agencies. Any disclosure to third parties is carried out entirely at the discretion and direction of the user through manual PDF export or shared access links.
• Contractor One-Time Links: Access granted to contractors is temporary, scoped strictly to the designated appointment, and secured by single-use access tokens.

6. Cryptographic Integrity & SHA-256 Hashes

• To preserve evidentiary authenticity without exposing your private contents, RentMint generates mathematical fingerprints (SHA-256 cryptographic hashes) of case entries, visit confirmations, and PDF bundles.
• A cryptographic hash is a one-way mathematical output that cannot be reversed into personal data. Hashes prove that a document or timestamp has not been altered after creation, protecting both parties against retroactive manipulation.
• RentMint guarantees the mathematical integrity of the hashing algorithm, but does not independently verify the physical condition of the property or the truthfulness of user submissions.

7. Storage, International Transfers & Sub-Processors

Your data is stored and processed using secure infrastructure compliant with UK and EU data protection standards:

• Cloud Hosting & Database: Lovable Cloud infrastructure hosted within secure UK/EU data centres, protected by encryption at rest (AES-256) and in transit (TLS 1.3).
• Edge Functions & Content Delivery: Cloudflare Workers (edge compute and DDoS mitigation).
• Transactional Email: Resend / verified SMTP relay services (strictly for platform notifications, password resets, and opt-outs).
• Payment Processing: When landlord or agent subscriptions are purchased, financial data is processed directly by our PCI-DSS Level 1 compliant payment provider (e.g. Stripe). RentMint never receives, views, or stores your credit card number.

8. Data Retention & Deletion

• Active Accounts: Data is retained for as long as your account is active to ensure access to your historic property timelines.
• Storage on This Device: RentMint keeps recent records, drafts and offline photos on your device so you can keep working without a signal. When you are signed in and online, shared evidence is securely synced to the case record.
• Clear Local Device Data: The “Clear local device data” option in Settings → Storage on this device asks you to confirm, then removes RentMint’s local drafts, cached records, settings and offline photos from that phone or browser. It does not delete evidence already synced to a shared case, delete your account, or remove another participant’s access. Records that have not synced yet may be lost permanently, so please connect to the internet and allow recent work to sync before you clear local data. To delete your account, use the separate account deletion option described below.
• Account Deletion & Right to Be Forgotten: Tenants, landlords, and letting agents may request account deletion through their profile. Deletion removes your sign-in account and saved private profile information. Associated private account records are removed from our production database within thirty (30) days, except where retention is required by law. Account deletion does not automatically erase shared case evidence as explained below.
• Shared Case Evidence: Logs, photographs, messages, visit records, and other evidence already submitted to a shared case may remain accessible to the other authorised case participants after you delete your account or remove an address. These records may still contain your name, property address, or other personal information included in the evidence. They are not made public. Retention must have an applicable lawful basis, such as a legitimate interest in preserving relevant records or establishing, exercising, or defending legal claims; shared status alone does not justify indefinite retention. You may contact us to request erasure or restriction, or to object to processing. We will assess the request against applicable legal obligations and the rights of other participants.
• Removing an Address: Tenants and letting agents may remove a saved address from their profile. This updates their saved tenancy or managed-property information; it does not delete the shared case history, recall previously shared evidence, or remove that address from records held by other authorised participants.
• Immutable Exports Caveat: Please note that once a PDF bundle or master case file has been exported, downloaded, or shared by either party, RentMint cannot delete copies stored on third-party devices or printed in physical form.

9. Your Legal Rights (UK GDPR)

You have the following statutory rights regarding your personal data:

• Right of Access (Subject Access Request): Request a copy of the personal data we hold about you.
• Right to Rectification: Request correction of inaccurate personal data.
• Right to Erasure: Request deletion of your personal data where no overriding legal basis exists.
• Right to Restrict Processing: Request restriction of processing under certain statutory conditions.
• Right to Data Portability: Export your records in a structured, machine-readable format (including via our PDF case export and bundle downloads).
• Right to Withdraw Consent: Where processing relies on consent (such as vulnerability declarations), withdraw consent at any time without affecting prior lawful processing.

To exercise any of these rights, contact our Data Protection Team at privacy@rentmint.co.uk. You also have the right to lodge a complaint with the Information Commissioner’s Office (ICO) at ico.org.uk.

10. Cookies & Local Storage

RentMint uses only strictly necessary cookies and device storage, which are exempt from consent under the UK Privacy and Electronic Communications Regulations (PECR). These are used to:

• Keep you signed in securely to your account.
• Save offline records (photos, notes and timestamps) on your device until they sync.
• Remember app settings, such as which notifications you have already read.

RentMint uses no advertising, analytics or third-party tracking cookies, and we do not track you across other websites. If this changes, we will update this notice and ask for your consent before any non-essential cookies are set.

11. Children's Privacy

RentMint is intended strictly for adults aged 18 and older. We do not knowingly collect personal data from children under 18. If a parent or guardian notes that a minor's information has been submitted without consent, please contact us immediately for prompt deletion.

12. Amendments to This Policy

We reserve the right to update this Privacy Notice to reflect changes in our legal obligations or technical architecture. Significant updates will be notified through the Platform or via email before taking effect. Continued use of the Platform constitutes acknowledgment of the revised policy.