Effective 2 April 2026 · Version 1.0
We're Harther Ltd, and we make Harthing — a record-keeping platform for landlords. Here's what you actually need to know about how we handle your data:
Questions? Email us: [email protected]
The full policy follows below, covering the same ground in the detail UK GDPR requires.
Harther Ltd ("we", "us", "our") is the data controller responsible for your personal data. We are registered in England and Wales.
Registered address: 124–128 City Road, London, England, EC1V 2NX
Company number: 17075829
Privacy contact: [email protected]
ICO registration: ZC113403
We operate two products: Harthing (a landlord compliance and property management portal at app.harthing.co.uk) and Letterlea (a tenant portal, not yet launched). Our marketing site is at www.harthing.co.uk.
| Data | Source | Purpose | Lawful basis |
|---|---|---|---|
| Email address | Early access sign-up form (via Formspree) | To send you a single launch notification email | Consent (Article 6(1)(a)) |
| Email address | Landlord survey | Research purposes | Consent (Article 6(1)(a)) |
| IP address and device data | Google Analytics 4 (IP anonymisation enabled) | Website analytics — understanding how visitors use the site | Legitimate interests (Article 6(1)(f)) |
| Cookie preferences | Cookie consent banner | Recording your cookie choices | Legal obligation (PECR compliance) |
| Click and browsing data | Meta Pixel | Measuring ad performance | Consent (Article 6(1)(a), PECR Regulation 6) |
| Data | Source | Purpose | Lawful basis |
|---|---|---|---|
| Name, email, phone number | Account registration | Service delivery | Contract (Article 6(1)(b)) |
| Property addresses | Landlord input | Service delivery | Contract (Article 6(1)(b)) |
| Tenancy details and documents (including ASTs) | Landlord input and upload | Compliance record-keeping | Legal obligation (Art. 6(1)(c)) and legitimate interests (Art. 6(1)(f)) |
| Compliance certificates (gas safety, EICR, EPC) | Landlord upload | Compliance record-keeping | Legal obligation (Art. 6(1)(c)) and legitimate interests (Art. 6(1)(f)) |
| Maintenance invoices | Landlord upload | Property management | Contract (Article 6(1)(b)) |
| Fault and repair records | Landlord input | Property management | Contract (Article 6(1)(b)) |
| Tenant name and contact details | Entered by landlord | Compliance record-keeping; landlord obligations under the Renters' Rights Act and associated regulations | Legitimate interests (Article 6(1)(f)) |
| System-generated audit logs (Accountability Record) | Automated system logs | Core product function: immutable compliance record | Legal obligation (Art. 6(1)(c)) and legitimate interests (Art. 6(1)(f)) |
We do not collect or process any banking or financial data. We do not use data brokers, and we do not sell or share your personal data with third parties for their own marketing purposes.
If your landlord uses Harthing and enters your personal data (such as your name and contact details), we process that data to maintain a compliance record of the tenancy. We did not collect this data directly from you.
When your landlord creates a tenancy record that includes your email address, we will send you a notification email explaining what data we hold, why, and what your rights are.
Categories of data held: your name, contact details (email address and/or phone number), and tenancy information (property address, tenancy dates, associated compliance documents).
Source of data: your landlord.
Purpose: maintaining a verifiable compliance record of the tenancy for the landlord's legal obligations under housing regulations, including the Renters' Rights Act.
Lawful basis: legitimate interests (Article 6(1)(f)). The legitimate interest pursued is enabling landlords to comply with their legal obligations by maintaining accurate, timestamped records of their tenancy management. We have conducted a Legitimate Interests Assessment, which concluded that this processing is necessary and that the landlord's compliance interests and the tenant's interest in a verifiable record outweigh any privacy impact.
Retention: six years from the end of the tenancy (see Section 6 below).
You have the right to access, rectify, or object to the processing of your data. To exercise these rights, contact [email protected]. Please see Section 5 for full details of your rights, including limitations that apply to audit log entries.
We share personal data with the following third-party service providers, who process data on our behalf:
We do not use any other third-party cookies, data brokers, or advertising networks.
Under UK GDPR, you have the following rights in relation to your personal data:
To exercise any of these rights, email [email protected]. We will respond within one month.
Harthing generates system audit logs (the "Accountability Record") that create an immutable, timestamped record of actions taken within the platform. Erasure requests relating to audit log entries will generally be refused.
This is because the audit log exists to protect both landlords and tenants by maintaining an independent, verifiable record of compliance actions. Deleting entries from this record would compromise its integrity and defeat its purpose. The legal grounds for this refusal are:
If you believe there are exceptional circumstances warranting erasure of a specific audit log entry, please contact us at [email protected] and we will consider your request on a case-by-case basis.
| Data | Retention period | Clock starts |
|---|---|---|
| Early access emails | 6 months post-launch, or until unsubscribed (whichever is first) | Launch date |
| Survey emails | 12 months | Collection date |
| Landlord account data | Duration of account + 6 years | Account closure |
| Tenant personal data | 6 years | Tenancy end date |
| Tenancy documents and compliance certificates | 6 years | Tenancy end date |
| Maintenance invoices | 6 years | Invoice date |
| Fault and repair records | 6 years | Tenancy end date |
| Audit logs (Accountability Record) | 6 years | Tenancy end date |
| Google Analytics data | 14 months (rolling) | Rolling |
Where a landlord closes their Harthing account, a 90-day account recovery window applies. During this period, you may reactivate your account by contacting us. After 90 days, the account is permanently closed.
Following account closure, we retain tenancy-related data (tenant details, compliance documents, audit logs) for six years from the tenancy end date, even where the landlord account has been deleted. This is because:
Harther Ltd acts as an independent data controller for retained data following account closure.
Our marketing site uses two cookies: Google Analytics (analytics) and the Meta Pixel (advertising). For full details, please see our Cookie Policy.
We implement appropriate technical and organisational measures to protect your personal data against unauthorised access, alteration, disclosure, or destruction. These include encryption in transit and at rest, access controls, and regular security reviews.
Some of our third-party processors (Google, Meta, Formspree) are based in the United States. Where personal data is transferred outside the UK, we ensure that appropriate safeguards are in place, including reliance on the relevant adequacy regulations or standard contractual clauses approved by the Information Commissioner.
We may update this Privacy Policy from time to time. Where changes are significant, we will notify users by email or by a prominent notice on our website. The "Last updated" date at the top of this page indicates when the policy was last revised.
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
Telephone: 0303 123 1113
We would appreciate the opportunity to address your concerns before you contact the ICO. Please email [email protected] in the first instance.
This policy will be reviewed at least annually, or sooner if there are material changes to our processing activities.
Next scheduled review: April 2027