Data Retention Policy
Last updated: March 2026
1. Introduction
This Data Retention Policy explains how long Trust My Landlord Ltd retains your personal data and the criteria we use to determine appropriate retention periods. We are committed to retaining data only for as long as necessary and in compliance with UK GDPR and the Data Protection Act 2018.
2. Retention Principles
We retain personal data based on the following principles:
- Purpose limitation: Data is retained only for as long as it is needed for the purpose for which it was collected.
- Legal requirements: Some data must be retained to comply with legal, regulatory, or contractual obligations.
- Legitimate interests: Data may be retained where we have a legitimate interest, such as resolving disputes or enforcing our terms.
- Data minimisation: We regularly review the data we hold and delete or anonymise data that is no longer needed.
3. Retention Periods
| Data Type | Retention Period | Basis |
|---|---|---|
| Early access signups | Until platform launch + 12 months, or until deletion requested | Consent |
| Contact form enquiries | 24 months from submission | Legitimate interest |
| Account data | Duration of account + 24 months after closure | Contract / Legal obligation |
| Tenancy verification data | Duration of tenancy + 36 months | Legitimate interest / Legal obligation |
| Issue reports and evidence | Duration of tenancy + 36 months | Legitimate interest |
| Trust Score data | Retained as long as the property or user account is active | Legitimate interest |
| Website analytics | 26 months (anonymised) | Consent |
| Financial records | 7 years (as required by HMRC) | Legal obligation |
4. Anonymisation
Where possible, we anonymise data rather than delete it. Anonymised data cannot be linked back to an individual and may be retained indefinitely for statistical and analytical purposes, such as improving our Trust Score algorithm.
5. Deletion Requests
You can request deletion of your personal data at any time by contacting [email protected]. We will process your request within 30 days. Please note that some data may need to be retained to comply with legal obligations, even after a deletion request.
6. Review
We review this Data Retention Policy annually to ensure retention periods remain appropriate and compliant with current legislation.