Privacy notice

Emanuel Draghetti runs Tenant Passport and is the controller of your personal data under the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. For any question about your data, or to use your rights, email emanuel.draghetti@gmail.com.

Your account: email address, full name and role (renter, landlord or letting agent).

If you are a renter: the documents you upload (photo ID, payslips or other proof of income, tenancy agreements, rent receipts or bank statements), the addresses and dates of your previous tenancies, deposit protection references, any notes you write about gaps between tenancies, and the references you receive.

If you are a landlord or letting agent: your business name, your optional Companies House number, the applicants who have sent you their passport and the messages you send through the service.

If you write a reference for a former tenant: your name, the reference itself and, so we can confirm you were really the landlord, your photo ID, which we compare with the tenancy agreement the renter uploaded.

Access log: when someone opens a shared passport we record the date and the account or agency that opened it, so the renter knows who has seen their details.

Technical data: our providers' logs (IP address, date and time of requests), kept for security and troubleshooting. We do not use advertising or analytics cookies: see the cookie policy.

• Providing the service (account, passport, sharing, references): performance of the contract you accept when you sign up, UK GDPR Article 6(1)(b).
• Verifying identities and references, to keep out fake profiles and fake references: our legitimate interest in keeping the service trustworthy for everyone who uses it, Article 6(1)(f).
• Security and preventing misuse, including the access log: legitimate interest, Article 6(1)(f).
• Legal obligations, if an authority requires it: Article 6(1)(c).

We make no automated decisions about you: the passport does not give you a score or judge whether you are a good tenant. Choosing a tenant is always the landlord's decision. Tenant Passport is not a Right to Rent check: landlords and agents must still carry out the checks the law requires.

• People who receive one of your links, only while the link is active and only the documents you chose to share. You can revoke a link at any time.
• Us, only to verify an identity, compare a reference with a tenancy agreement or answer a request from you. Every time an administrator opens a document it is logged.
• Our technical providers, listed below, who process data on our behalf as processors under Article 28 and cannot use it for anything else.

• SupabaseDatabase, sign-in and document storageServers in London (UK)
• NetlifyHosting the websiteUnited States, under the UK Extension to the EU-US Data Privacy Framework
• ResendSending sign-in and service emailsServers in Ireland (EU); company based in the United States

Where data leaves the UK we rely on UK adequacy regulations or on the UK International Data Transfer Addendum. We do not sell data or pass it to anyone for marketing.

• Account, documents, tenancies and references: while your account is open. You can delete single documents whenever you like.
• When you close your account we delete your data and documents within 30 days. Database backups, where they exist, are overwritten within the following 30 days.
• Passport access log: for as long as the renter's account exists.
• Providers' technical logs: according to their own schedules, usually a few days or weeks.

You can ask to access your data, correct it, delete it, restrict how we use it, receive it in a portable format and object to processing based on legitimate interests. Email emanuel.draghetti@gmail.com from the address linked to your account: we reply within one month.

If you are unhappy with how we handle your data, you can complain to the Information Commissioner's Office (ico.org.uk). We would appreciate the chance to sort it out with you first.

Documents are kept in private storage: they have no public address and open only through temporary links that expire after a few minutes. Database rules stop one user from reading another user's data. You sign in with a link or code sent by email, so there is no password to forget or steal.

The service is only for people aged 18 or over. We do not knowingly collect children's data.

If we change this notice we update the date at the top. If the changes are significant we email you before they take effect.