Privacy Policy

1. Who we are

LandlordTaxAi is the data controller for personal data processed through this service. Our registered address is 12 Oak Street, Hemel Hempstead, HP3 9TT, United Kingdom.

Contact: hello@landlordtaxai.co.uk

We are committed to UK GDPR compliance and will complete our ICO registration before processing personal data at scale.

2. What data we collect

• Account data: email address, name, and password (hashed — we never store plaintext passwords).
• Property data: property addresses, rental income amounts, and mortgage details you enter.
• Transaction data: bank statement CSV files you upload, and the transaction records parsed from them.
• HMRC OAuth tokens: encrypted access tokens that allow us to submit quarterly updates to HMRC on your behalf.
• Billing data: subscription tier and billing history. Card details are held by Stripe — we do not store card numbers.
• Usage data: pages visited, features used, and error logs, used to improve the service.

3. Lawful basis for processing

• Contract: processing necessary to provide the service you signed up for (account, transactions, HMRC submissions).
• Legitimate interests: usage analytics and service improvement, fraud prevention.
• Legal obligation: retaining records as required by UK tax law.
• Consent: marketing emails (you may withdraw consent at any time).

4. How we use your data

• To provide the MTD categorisation and submission service.
• To send transactional emails (welcome, submission confirmations, deadline reminders).
• To process your subscription via Stripe.
• To improve the AI categorisation engine.
• To comply with legal and regulatory obligations.

5. Data sharing

We do not sell your personal data. We share data only with:

• HMRC — quarterly updates submitted on your behalf via the MTD API.
• Stripe — for payment processing (PCI DSS Level 1 certified).
• Neon (database) — UK-region PostgreSQL hosting.
• Anthropic (Claude AI)— transaction descriptions are sent to Claude to determine HMRC category. Anthropic's data processing agreement applies.
• Resend — transactional email delivery.

6. Data retention

We retain your account data for as long as your account is active. After account deletion, we retain transaction records for 7 years to comply with HMRC record-keeping requirements under the Taxes Management Act 1970. You may request earlier deletion of non-statutory data by contacting us.

7. Your rights under UK GDPR

• Access: request a copy of your personal data.
• Rectification: correct inaccurate data.
• Erasure: request deletion (subject to legal retention obligations).
• Portability: receive your data in a machine-readable format.
• Objection: object to processing based on legitimate interests.
• Restriction: request that we limit how we use your data.

To exercise any right, email hello@landlordtaxai.co.uk. We will respond within 30 days. You also have the right to lodge a complaint with the Information Commissioner's Office (ICO).

8. Cookies

We use essential cookies only. See our Cookie Policy for details.

9. Changes to this policy

We will notify registered users by email of any material changes to this policy. Continued use of the service after notification constitutes acceptance of the updated policy.