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Privacy Policy

DocuTenant | Last updated: February 2026

Who We Are

DocuTenant is operated by Gudgie Digital Ltd (SC880840), 18 Young St, Office 305, Edinburgh EH2 4JB ("we", "us", "our"). We provide an online document generation tool for UK private landlords.

Contact: hello@docutenant.co.uk

What Data We Collect

Account Data

When you create an account, we collect:

  • Full name
  • Email address
  • Password (encrypted, never stored in plain text)
  • Phone number (optional)
  • Company name (optional)
  • Jurisdiction (Scotland, England, or Wales)

Property Data

When you add a property, we collect:

  • Property address
  • Property type, bedrooms, bathrooms
  • EPC rating
  • Other property attributes relevant to document generation

Tenancy Data

When you add a tenancy, we collect minimal tenant information required to populate document templates:

  • Tenant name(s)
  • Tenant email and phone (optional)
  • Tenant's previous address (optional)
  • Tenancy start date, rent amount, payment date
  • Deposit amount and protection scheme details
  • Right to Rent check details (England only)
  • Guarantor details (if applicable)

We do not collect tenant bank details, employment history, income details, or any data beyond what is necessary for document generation.

Document Data

When you generate a document, we store:

  • The document type and generation date
  • The inputs you provided specific to that document (stored as structured data)
  • We do not store completed PDF or DOCX files — documents are generated on demand from your stored data

Compliance Data

When you log certificates, we store:

  • Certificate type, date obtained, expiry date
  • Reference numbers (optional)

Uploaded Files

If you upload a company logo (paid tier), it is stored securely in our cloud storage.

Why We Collect This Data (Legal Basis)

We process your data under the following legal bases (UK GDPR Article 6):

  • Contract performance — We need your account, property, and tenancy data to provide the document generation service you have signed up for.
  • Legitimate interest — We use aggregated, anonymised usage data to improve our service.
  • Consent — Where we rely on consent (e.g. marketing communications), you can withdraw it at any time.

How We Use Your Data

We use your data to:

  • Generate documents based on your inputs
  • Pre-fill document forms from your stored property and tenancy data
  • Display compliance alerts for expiring certificates
  • Authenticate your account and maintain your session
  • Communicate with you about your account or our service

We do not:

  • Sell your data to third parties
  • Use your data for advertising
  • Share tenant personal data with anyone other than you (the landlord account holder)
  • Use your data to train AI models — AI-generated documents use your inputs as prompts but your data is not retained by the AI provider for training purposes

Who Has Access to Your Data

Your data is accessible only to:

  • You — through your authenticated account
  • Our infrastructure providers — who process data on our behalf under strict data processing agreements:
    • Supabase (database, authentication, file storage) — EU/UK data processing
    • Vercel (web hosting) — serves the application frontend
    • Anthropic (AI document generation) — processes inputs for AI-generated documents only, under their data processing terms. Inputs are sent for generation and are not stored or used for model training.

We do not share your data with any other third parties.

Data Security

  • All data is transmitted over HTTPS (encrypted in transit)
  • Passwords are hashed and never stored in plain text
  • Database access is protected by Row Level Security — each user can only access their own data
  • File uploads are stored in private storage buckets with authenticated access only
  • We do not store completed documents — they are generated on demand and delivered directly to your browser

Data Retention

  • Active account data — retained for as long as your account is active
  • Archived tenancy data — retained for up to 6 years after the tenancy ends (aligned with the UK limitation period for legal claims), unless you choose to delete it sooner
  • Generated document metadata — retained for as long as your account is active
  • Deleted accounts — all personal data is permanently deleted when you delete your account

Your Rights (UK GDPR)

You have the right to:

  • Access — request a copy of the personal data we hold about you
  • Rectification — request correction of inaccurate data
  • Erasure — request deletion of your data ("right to be forgotten")
  • Portability — request your data in a machine-readable format (CSV export)
  • Restriction — request that we limit processing of your data
  • Object — object to processing based on legitimate interest
  • Withdraw consent — where processing is based on consent, withdraw it at any time

To exercise any of these rights, contact us at hello@docutenant.co.uk. We will respond within 30 days.

Cookies

We use only essential cookies required for the service to function:

  • Authentication session cookie — keeps you logged in. This is strictly necessary and does not require consent.

We do not use analytics cookies, advertising cookies, or third-party tracking cookies. See our Cookie Notice for full details.

Children

DocuTenant is a business tool for landlords. We do not knowingly collect data from anyone under 18. If you believe a minor has created an account, contact us and we will delete it.

International Transfers

Your data is primarily processed within the UK and EU. Where data is transferred outside the UK/EU (for example, to AI processing services), appropriate safeguards are in place under UK GDPR, including standard contractual clauses or adequacy decisions.

Changes to This Policy

We may update this policy from time to time. Material changes will be communicated via the email address on your account. The "Last updated" date at the top of this page will always reflect the most recent version.

Complaints

If you are unhappy with how we handle your data, you have the right to complain to the Information Commissioner's Office (ICO):

  • Website: ico.org.uk
  • Phone: 0303 123 1113

Contact

For any questions about this privacy policy or your data, contact:

Gudgie Digital Ltd (SC880840)
18 Young St, Office 305, Edinburgh EH2 4JB
hello@docutenant.co.uk