Privacy Policy

1. Introduction

RentPAID (“we”, “us”, “our”) is committed to protecting the privacy of every individual who interacts with our website and services. This Privacy Policy explains how we collect, use, store, and share your personal data when you visit rentpaid.co.uk or engage with us through any of our communication channels.

RentPAID is a trading name registered in England & Wales (Company No. 14261817). For the purposes of the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018, we are the data controller.

2. Data Protection Contact

If you have any questions about this policy or about how we handle your personal data, please contact us:

• Email: hello@rentpaid.co.uk
• WhatsApp: +44 7888 864824
• Post: RentPAID, England & Wales (Company No. 14261817)

3. What Personal Data We Collect

We collect and process the following categories of personal data:

3.1 Information you provide directly

• Full name, email address, and telephone number (via our forms and WhatsApp)
• Property details such as city/region, monthly rent amount, and current letting agent fees
• Any additional information you choose to share in messages or enquiry forms

3.2 Information collected automatically

• Device and browser type, operating system, screen resolution
• IP address and approximate geographic location
• Pages visited, time spent on pages, and referral source
• Interaction data from cookies and tracking pixels (see Section 7)

3.3 Information from third parties

• Meta (Facebook/Instagram) advertising data including ad interactions, click identifiers, and browser identifiers for conversion attribution
• Google Analytics data including session information and user behaviour metrics

4. How We Use Your Data

We process your personal data for the following purposes and on the corresponding legal bases under UK GDPR:

5. Meta (Facebook) Advertising & Conversions API

We use Meta technologies to measure the effectiveness of our advertising and to serve relevant ads to landlords who may benefit from our services. This includes:

• Meta Pixel: A JavaScript snippet that records page views, form interactions, and conversion events (such as running an audit or clicking a WhatsApp link) in your browser.
• Conversions API (CAPI): A server-to-server integration that sends conversion event data directly from our server to Meta. This may include hashed email addresses, hashed phone numbers, IP addresses, browser user-agent strings, and click identifiers (fbc/fbp) for the purpose of conversion attribution and ad optimisation.
• Custom Audiences: We may create audience segments based on website visitors or contact lists for targeted advertising on Meta platforms. Personal data used for audience matching is hashed before transmission.

You can manage your Meta advertising preferences at facebook.com/adpreferences and opt out of interest-based advertising via youronlinechoices.com.

6. Google Analytics

We use Google Analytics 4 (GA4) to understand how visitors interact with our website. GA4 collects data such as pages viewed, session duration, device type, and geographic region. Google may process this data on servers outside the UK; where this occurs, we rely on Google’s data processing terms and appropriate safeguards (see Section 10).

You can opt out of Google Analytics by installing the Google Analytics Opt-out Browser Add-on.

7. Cookies & Similar Technologies

Our website uses the following types of cookies:

Under the Privacy and Electronic Communications Regulations (PECR) 2003, we are required to obtain your consent before placing non-essential cookies. You can withdraw consent or manage your cookie preferences at any time through your browser settings.

8. Who We Share Your Data With

We do not sell your personal data. We may share it with the following categories of recipients who process data on our behalf or as required:

• GoHighLevel (HighLevel Inc.): Our customer relationship management platform, used to manage leads and communications. Acts as a data processor under a data processing agreement.
• Meta Platforms, Inc.: Receives hashed event data for advertising measurement and optimisation (see Section 5).
• Google LLC: Receives analytics data to help us understand website usage (see Section 6).
• Vercel Inc.: Our website hosting provider. Processes server logs and request data as part of hosting operations.
• WhatsApp (Meta): When you contact us via WhatsApp, your messages are processed through the WhatsApp platform.
• Professional advisors and regulators: Where required by law, we may share data with legal advisors, accountants, or regulatory bodies such as Propertymark, the Property Ombudsman, or the Information Commissioner’s Office (ICO).

9. Data Retention

We retain your personal data only for as long as necessary:

• Enquiry data (leads): Retained for up to 24 months from last contact, or for the duration of our business relationship if you become a client.
• Client data: Retained for 6 years after the end of our contractual relationship, in line with HMRC and legal requirements.
• Analytics & cookie data: As set out in Section 7. Meta Pixel cookies expire after 90 days; Google Analytics cookies expire after up to 2 years.
• Marketing communications: Until you withdraw consent (unsubscribe).

10. International Data Transfers

Some of our service providers (Meta, Google, Vercel, GoHighLevel) are based in the United States. Where personal data is transferred outside the UK, we ensure appropriate safeguards are in place, such as:

• Standard contractual clauses approved by the UK Information Commissioner
• The provider’s participation in recognised data protection frameworks
• UK adequacy decisions where applicable

11. Your Rights Under UK GDPR

Under the UK General Data Protection Regulation and the Data Protection Act 2018, you have the following rights:

• Right of access: Request a copy of the personal data we hold about you.
• Right to rectification: Ask us to correct any inaccurate or incomplete data.
• Right to erasure: Ask us to delete your personal data where there is no compelling reason for continued processing.
• Right to restrict processing: Ask us to limit how we process your data in certain circumstances.
• Right to data portability: Request a machine-readable copy of data you provided to us.
• Right to object: Object to processing based on legitimate interests, including direct marketing.
• Right to withdraw consent: Where processing is based on consent, you may withdraw it at any time without affecting the lawfulness of prior processing.

To exercise any of these rights, email us at hello@rentpaid.co.uk. We will respond within one calendar month.

12. Data Security

We take appropriate technical and organisational measures to protect your personal data, including HTTPS encryption across our entire website, secure hosting infrastructure, and access controls on internal systems. While no method of transmission over the internet is completely secure, we are committed to protecting the data entrusted to us.

13. Children’s Privacy

Our services are intended for landlords and property owners aged 18 and over. We do not knowingly collect personal data from anyone under the age of 18. If you believe we have inadvertently collected data from a minor, please contact us immediately and we will delete it.

14. Complaints

If you are unhappy with how we have handled your personal data, you have the right to lodge a complaint with the Information Commissioner’s Office (ICO):

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

We would appreciate the opportunity to resolve any concerns directly before you contact the ICO.

15. Changes to This Policy

We may update this Privacy Policy from time to time. Any changes will be posted on this page with an updated “Last updated” date. We encourage you to review this page periodically. Where changes are significant, we will make reasonable efforts to notify you.