Privacy notice

[COMPANY NAME] ("we", "us") operates peppercorn.rent, a service that helps freeholders and residents' management companies ("customers") manage leasehold properties, including leaseholder records, ground rent and service charge accounts, and statutory rent demand notices.

This notice has two parts. Part 1 is for our customers. Part 2 is for the leaseholders whose details our customers store in the service.

Registered office: [COMPANY ADDRESS]. ICO registration: [ICO REGISTRATION NUMBER]. Contact: [CONTACT EMAIL].

Part 1: for our customers (landlords and RMC directors)

What we collect

• Account data: your name, email address, company name and address, and login details (handled by our identity provider, Auth0/Okta).
• Billing data: your billing address and subscription plan. Payments are processed by Stripe. We never see or store your card number — Stripe handles that directly.
• Usage data: how you use the service, such as pages visited and features used, so we can support you and improve the product.
• The property and leaseholder data you enter, covered in Part 2 below.

Why we process it (lawful basis)

We process your account, billing and usage data to perform our contract with you (running your subscription and providing the service), and to meet our own legal obligations, such as keeping accounting records.

How long we keep it

We keep account and billing data for as long as your account is active, and for up to 6 years afterwards to meet accounting and tax obligations. Usage logs are kept for up to 12 months.

Your rights

You can ask us to access, correct, or delete your account data, or to export it, by emailing [CONTACT EMAIL]. You can also complain to the Information Commissioner's Office (ICO) at ico.org.uk if you're unhappy with how we've handled your data.

Sub-processors

We use the following companies to help run the service:

International transfers

Some sub-processors are based outside the UK. Where that's the case, we rely on the UK's data protection adequacy regulations (for EU-based processing) or an International Data Transfer Agreement (IDTA) to make sure your data stays protected to UK standards.

Cookies

We only use essential cookies needed to keep you logged in and to make the service work. We don't use tracking or advertising cookies.

Contact and complaints

Email [CONTACT EMAIL] with any privacy questions. If you're not satisfied with our response, you can complain to the ICO at ico.org.uk or on 0303 123 1113.

Part 2: for leaseholders

If you're a leaseholder, your landlord or management company (our customer) uses peppercorn.rent to manage your lease, ground rent, service charges and related correspondence, including statutory demand notices.

Who is responsible for your data

Your landlord or management company is the controller of your personal data — they decide what data is collected and why. We are the processor — we only process your data on their instructions, to provide the software they use.

Why they hold your data

Your landlord or management company doesn't need your consent to hold this data. They rely on the lease itself (a contract between you and them) and their legitimate interest in lawfully collecting rent and service charges that are due under it.

What data is held

Typically: your name, contact details (address, email, phone), the property address, your lease terms, ground rent and service charge amounts, payment history, and any consent applications (such as for alterations or subletting) you've made.

How long it's kept

We keep this data for as long as your landlord or management company's account is active. After a charge or payment record is created, we keep it for up to 6 years afterwards, in line with the Limitation Act 1980, unless your landlord or management company asks us to delete it sooner.

Who to contact

For questions about your data, or to exercise your rights (such as access or correction), contact your landlord or management company first — they control the data and are best placed to help. If you have a security concern about the platform itself, you can email us at [CONTACT EMAIL].