PROFESSIONAL STANDARDS

GDPR Support & Data Protection

How TenantTalk UK supports your data protection obligations.

1. Roles: Controller vs. Processor

Under the UK General Data Protection Regulation (UK GDPR) and Data Protection Act 2018:

  • You (The Landlord / Letting Agency) are the Data Controller: You determine the purpose and lawful basis for communicating with your tenants and collect resident contact details under your tenancy agreements.
  • TenantTalk is the Data Processor: We provide the automated telecommunications infrastructure, SMS routing, and management dashboard strictly on your instructions to facilitate property administration.

2. Lawful Basis for Processing

Letting agents and landlords typically process tenant contact information under:

  • Contractual Necessity (Article 6(1)(b)): Delivering essential tenancy notifications, rent reminders, safety inspections, and maintenance updates required to fulfil the tenancy agreement.
  • Legitimate Interests (Article 6(1)(f)): Maintaining clear, timestamped operational records to resolve property disputes and coordinate emergency contractor visits.

3. Privacy by Design & Data Minimisation

TenantTalk is engineered with data minimisation at its core:

  • Separation of Bilateral vs. Housemate Messaging: Management communications with tenants are logged for administrative compliance. In contrast, tenant-to-tenant messages sent via the Tenant Chat Number are relayed in real time between housemates and are not stored in the management database or visible in the agent dashboard.
  • Sub-Processor Transparency: We use industry-standard enterprise sub-processors under strict data protection terms: Twilio (telecoms routing), Stripe (PCI-compliant payment processing), and Google Gemini (real-time translation without model training or retention).

4. Fulfilling Data Subject Access Requests (DSARs)

TenantTalk provides built-in tools to help landlords and agents satisfy tenant rights swiftly:

  • Right of Access: Generate and export comprehensive timestamped communication records on demand via the Access Requests tool in your dashboard.
  • Right to Rectification: Instantly amend tenant phone numbers, names, or room allocations via the dashboard or CRM REST API.
  • Right to Erasure & Opt-Out: Tenants can immediately opt out of automated notifications by texting STOP to any TenantTalk property number.

5. Contact Our Data Protection Team

For questions regarding our Data Processing Terms or assistance with compliance inquiries, please contact our privacy team at support@tenanttalk.uk.