Privacy policy

Last updated 19 April 2026.

This privacy policy explains how LandlordFile collects and uses your personal data when you use the LandlordFile website or service.

1. Who we are

LandlordFile is operated by Gary Scott, a sole trader trading as LandlordFile, based in Eaton Socon, Cambridgeshire, United Kingdom. We are the data controller for the personal data described in this policy. A full postal address is available on request from privacy@landlordfile.co.uk.

LandlordFile is subject to the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

2. What data we collect

LandlordFile is software that helps UK landlords submit quarterly Making Tax Digital (MTD) Income Tax Self Assessment (ITSA) returns to HM Revenue & Customs (HMRC). To provide that service we collect:

• Account information — your name and email address.
• HMRC identifier data — the tax references and identifiers you authorise LandlordFile to access through HMRC's MTD ITSA APIs, together with Companies House identifiers where you choose to link them.
• Rental records — the rental income and expense data you import into LandlordFile, which we transmit to HMRC on your instruction.
• HMRC OAuth tokens — access and refresh tokens issued by HMRC when you authorise LandlordFile to act on your behalf.
• Payment metadata — a transaction reference and billing status from Stripe. We do not receive or store your card details; these are handled by Stripe.
• Operational logs — request and error logs needed to operate the service securely.

3. Why we collect it and our lawful basis

• Contract — we process your account information, HMRC identifier data, rental records, OAuth tokens and payment metadata to provide the LandlordFile service you have signed up to.
• Legal obligation — we retain records of MTD submissions for the period HMRC requires.
• Legitimate interest — we process operational logs to secure, debug and improve the service, balanced against your rights.

4. Who we share it with

We only share your personal data where it is necessary to deliver the service, and only with the following categories of recipient:

• HM Revenue & Customs (HMRC) — the receiving tax authority for your MTD ITSA submissions.
• Stripe — payment processing (PCI-DSS compliant).
• Postmark — sending transactional emails such as receipts and submission confirmations.
• Vercel — hosting of the LandlordFile website and application.
• A Postgres database provider (Neon or Supabase) — storing your account and rental data. The specific provider will be confirmed before launch.

We do not sell your data. We do not share it for advertising purposes.

5. How long we keep it

• Tax submission records — kept for seven years after your account closes, to meet HMRC's record-keeping requirements.
• HMRC OAuth tokens — deleted 30 days after their last use.
• Marketing email addresses (for example, the notify list on this site) — deleted immediately on request and, in any event, once the launch announcement has been sent.
• Operational logs — retained for 30 days, then deleted.

6. Your rights

Under UK GDPR you have the right to:

• access the personal data we hold about you;
• ask us to rectify inaccurate data;
• ask us to erase your data, except where we are required by HMRC to retain tax submission records;
• receive a copy of your data in a portable format, or have it sent to another provider where technically feasible;
• object to or restrict certain processing;
• complain to the Information Commissioner's Office at ico.org.uk.

To exercise any of these rights, email privacy@landlordfile.co.uk.

7. Cookies

landlordfile.co.uk uses only strictly-necessary cookies required for the site to function. We do not use analytics or advertising cookies, and will not do so without your consent.

8. International transfers

Some of our processors (including Vercel, Stripe and Postmark) may process data outside the United Kingdom. Where this happens we rely on UK-approved transfer mechanisms such as the UK International Data Transfer Addendum to the EU Standard Contractual Clauses.

9. Changes to this policy

If we make material changes to this policy we will update the date at the top of this page and, for registered users, notify you by email at least 14 days before the changes take effect.

10. Contact

For any privacy question or request, contact privacy@landlordfile.co.uk.