LandlordHub

Data Processing Agreement

Last updated: 3 August 2026

This Agreement forms part of the Terms of Service between LandlordHub ("Processor") and the customer ("Controller") and governs Processor's processing of personal data on Controller's behalf under Regulation (EU) 2016/679 ("GDPR"). Where Controller requires a signed copy, or an Auftragsverarbeitungsvertrag under German practice, contact us.

1. Roles

Controller determines the purposes and means of processing personal data relating to its tenants, occupants and applicants ("Tenant Data"). Processor processes Tenant Data only on Controller's documented instructions. Use of the Service constitutes such instruction.

Processor is an independent controller in respect of Controller's own account and billing data, which is covered by the Privacy Policy rather than this Agreement.

2. Subject matter and duration

Processing continues for the term of Controller's account. Categories and purposes are set out in Annex 1.

3. Processor obligations

Processor shall:

  • process Tenant Data only on documented instructions, including for transfers;
  • ensure persons authorised to process it are bound by confidentiality;
  • implement the measures described in Annex 2;
  • respect the conditions in clause 4 for engaging sub-processors;
  • assist Controller, so far as possible, in responding to data subject requests;
  • assist Controller with its obligations under Articles 32 to 36 GDPR;
  • delete Tenant Data at the end of the account, subject to clause 7. Controller may export its data from the Service at any time before deletion, from the Account page;
  • make available the information necessary to demonstrate compliance.

4. Sub-processors

Controller grants general authorisation for the sub-processors listed on this page. Processor will give at least 30 days' notice before adding or replacing one, and Controller may object on reasonable data-protection grounds. If the objection cannot be resolved, Controller may terminate and receive a pro rata refund of prepaid fees.

5. International transfers

All services holding customer records are located in the European Union. Where a sub-processor is outside the EEA, transfers rely on an adequacy decision or the EU Standard Contractual Clauses, together with that provider's supplementary measures.

6. Personal data breach

Processor shall notify Controller without undue delay, and in any event within 72 hours of becoming aware of a personal data breach affecting Tenant Data, with the information available at the time, and shall provide further detail as it becomes available.

7. Deletion

On account deletion, Tenant Data is removed from live systems immediately. It also exists in encrypted backups, which are destroyed by rotation within 8 weeks. Processor does not access backup copies except to restore the Service.

8. Audit

Processor shall make available the information necessary to demonstrate compliance, including responses to a reasonable security questionnaire and the description of measures in Annex 2. Where that is not sufficient for Controller to meet its own legal obligations, Controller may conduct an audit on 30 days' written notice, at Controller's cost, no more than once in any twelve-month period, unless a supervisory authority requires otherwise.

9. Liability

Liability under this Agreement is subject to the limitations set out in the Terms of Service.

Annex 1 — Details of processing

  • Subject matter: provision of rental-management software.
  • Duration: the term of Controller's account, plus the backup window in clause 7.
  • Nature and purpose: storage, organisation, retrieval and transmission of tenancy records so Controller can manage its rental properties.
  • Categories of data subject: Controller's tenants, prospective tenants and guests.
  • Categories of personal data: name; email address; telephone number; tenancy dates and status; rent amounts and payment history; maintenance requests and photographs; documents uploaded by Controller, which may include tenancy agreements and identification.
  • Special categories of data: none requested or required. Controller must not upload special category data through free-text fields or document upload.
  • Frequency: continuous, for the term of the account.

Annex 2 — Technical and organisational measures

  • Tenant isolation is enforced in the database itself by PostgreSQL row-level security, not only in application code, so a fault in one route cannot expose another customer's data.
  • All traffic is encrypted in transit. Backups are encrypted at rest with a key that is not held on the machine that writes them.
  • Operational database roles hold least privilege: the monitoring role can connect but cannot read any customer table.
  • Password complexity is enforced server-side, passwords appearing in known breaches are rejected, captcha protects sign-in and sign-up, and authentication endpoints are rate-limited.
  • Uploaded files are held in private storage with no public read path. Every download requires an ownership check and a short-lived signed link.
  • Card payments are handled by Stripe. Processor never stores card data.
  • Failures of the above are logged and alerted on, with a documented incident response.
  • Controller can delete its account at any time, which removes records, files and the login.
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