Legal

Privacy Policy

Last updated: 1 November 2026

This Privacy Policy explains how UK Property Portal ("we", "us", "our") collects, uses, and protects your personal data when you use our website, subscribe to our newsletter, or use our members area at app.theukpropertyportal.co.uk. We are committed to handling your data lawfully, transparently, and in accordance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018 and the Privacy and Electronic Communications Regulations (PECR).

Who we are

The data controller responsible for your personal data is Dan Woodcock, trading as UK Property Portal. If you have any questions about this policy or your data, you can contact us at [email protected].

This policy in short

Website — you can read the site without giving us anything. Our calculators work in your browser and send us only anonymous counts.
Newsletter — we hold your email address because you asked for the newsletter, and you can unsubscribe at any time.
Members area without an account — your draft stays in your own browser. The address, postcode, notes and tag you type never leave it.
Members area with a free account — we hold what you enter so the tools can work for you. You can download it or delete it all from your Account page.

The website

When you visit the site, standard server and analytics information (such as browser type and approximate region) may be collected. The site is served through Cloudflare, which handles this on our behalf; see who processes your data and our Cookie Policy.

Calculators

Our landlord calculators work out their results in your browser. The figures you type, and the results, are never sent to us or stored, and the calculators set no cookies and store nothing on your device.

To understand which calculators are useful, each calculator page sends us one anonymous count when it is opened and one each time a calculation is run. The count names only the calculator and which of those two things happened. It contains no figures you entered, no result, no cookie, and no identifier for you or your device, and we record no visitor profile from it. Your IP address passes through our systems only so we can limit abusive volumes of requests; it is held briefly in memory for that purpose and is not stored with the count. We rely on our legitimate interests in understanding how the calculators are used, which we consider has no meaningful impact on you because nothing recorded can identify you. You can switch these counts off on the Cookie Policy page.

The mortgage calculator can show reference interest rates. Fetching them sends nothing you have typed.

Email address — provided by you when you subscribe to our newsletter.
Delivery data — whether each email we send you was delivered, delayed, bounced or failed, and whether it was reported as spam, as reported to us by our email platform. We use it to keep our mailing list working and keep these records for 13 months. We do not track whether you open our emails or click the links in them.

We use your email address solely to send you the UK Property Portal newsletter and related updates you have subscribed to. We do this on the basis of your consent, which you give when you subscribe. You may withdraw that consent at any time by unsubscribing, using the link at the foot of every email.

Members area without an account

You can use the members area's property tools — adding properties, obligations, deadlines, PRS Database readiness, the Renters' Rights Act transition, the portfolio summary and evidence packs — without signing up.

Your draft stays in your browser. What you enter is saved only in your own browser's local storage (under the name ukpp_guest_v1) until you clear it or create an account. It is not saved on our servers.
Address, postcode, notes and tag never leave your browser.
Working out your results. To calculate a result, your browser sends us the property's other details: council, property type, whether it is an HMO, bedrooms, dates, deposit and rent figures, certificate dates, EPC rating and your answers to the tool's questions. We use them to calculate the answer and send it back. They are not stored, not logged and not linked to any identity.
Your IP address is used briefly so we can limit abusive volumes of requests. It is held in a short-lived counter that stops counting within the hour and is then deleted automatically. It is never stored with the details above.
Evidence packs without an account are built from public ONS figures for a council and bedroom size. The PDF contains no personal data.

Members area with a free account

An account is free. There is no paid plan and payments are switched off. If we ever introduce paid plans, we will update this policy before we do.

You sign in with a single-use link we email to you; there is no password. When you have an account, we hold:

Your email address.
Sign-in links — stored only as a scrambled form (a hash) that cannot be turned back into the link. Each link works once and expires after 15 minutes.
A sign-in cookie (ukpp_sub) that keeps you signed in for 30 days. See our Cookie Policy.
Your properties as you enter them — address, postcode, council, property type, HMO status, bedrooms, tenancy dates and type, occupants and households, deposit and rent figures, certificate answers and dates, EPC rating, notes and tag.
Duties you mark as done.
Your income band, used for the Making Tax Digital tools.
A push notification subscription for your device, only if you allow notifications. We do not currently send any.
Feedback you send us.
Your preferences, such as regions and your role.
Usage events tied to your account — which sections you open and for how long, and which tools you run. Never what you type. See usage analytics.
Security and audit logs — the actions taken on your account, when, and the IP address they came from.

The members area is for your own details about your own properties. It does not ask for information about anyone else, such as your tenants, so please don't enter other people's personal details in your notes or tags.

Saving a draft to your account

If you sign in on a device that holds a draft from using the members area without an account, we ask whether you want to save it to your account. Only if you say yes is the draft sent to us — including the address, postcode, notes and tag — and stored with your account. If you say no, it stays in your browser.

Certificate reminder emails

We can email you before your certificates are due. These reminders are off by default and are sent only if you turn them on in your Account page. We have not started sending them yet: turning them on now records your choice, and the first reminder will come only once the service starts. You can turn them off at any time on your Account page, or with the link in every reminder.

The newsletter is separate: subscribing to it, or not, does not affect your account or your reminders.

Usage analytics in the members area

When you are signed in, we record which sections of the members area you open and for how long, and which tools you run, so we can see what is useful and what needs work. We never record what you type. These events are tied to your account and deleted with it. You can object, and switch them off, using the switch on your Account page. See our Cookie Policy for how this works on your device.

Lawful basis

Contract — providing your account and its tools, including holding your properties, preferences and sign-in.
Consent — the newsletter, certificate reminder emails, and push notifications. You can withdraw consent at any time, and doing so does not affect anything done before you withdrew it.
Legitimate interests — keeping the service secure (security logging and rate limiting); understanding how the site and members area are used (usage events and anonymous counts); reading and replying to feedback you send us; and working out results for you when you use the members area without an account, from details that are not stored. We consider these have little impact on you, and you can object at any time.

Who processes your data

Subscriber and members-area data is processed and stored on UK Property Portal's own server, in the United Kingdom. We also use these providers, who act on our behalf:

Resend — our email delivery provider, which delivers the newsletter, sign-in links and reminders and processes delivery data on our behalf. It may process data on servers outside the UK; where it does, appropriate safeguards are in place to protect your data in line with UK data protection law.
Cloudflare — the site and the members area are served through Cloudflare, which provides our network and security. It may process data on servers outside the UK; where it does, appropriate safeguards are in place to protect your data in line with UK data protection law.
Browser push services (Google, Apple or Mozilla, depending on your browser) — only if you allow notifications.

We do not use a payment provider: payments are switched off. Our fonts are served from our own website, so no font provider receives data about your visit. We do not sell, rent, or share your personal data with third parties for their own marketing.

How long we keep it

Newsletter — your email address for as long as you remain subscribed. If you unsubscribe, your data is removed from our active mailing list and deleted or anonymised in line with our retention practices. Delivery data is kept for 13 months.
Account data — until you delete your account. When you confirm deletion, everything in it is deleted straight away, and in any case within 30 days.
Record of deletion — we keep a record that an account was deleted and when. It holds your email address only as a keyed hash, which cannot be read back as your address, and we keep it for 12 months so we can show that we carried out your request. After that it is deleted.
Security and audit logs — about 90 days.
Drafts without an account — never on our servers. They stay in your browser until you clear them.
Rate-limit counters — stop counting within the hour and are then deleted automatically.

Your rights

Under UK data protection law you have the right to access your data, to have it corrected or erased, to restrict or object to its processing, to data portability, and to withdraw consent at any time. To exercise any of these rights, contact us at the email above.

If you have an account, you can also do two of these yourself from your Account page:

Download my data — gives you a copy of everything we hold about your account, as a JSON file.
Delete my account — we email you a confirmation link. Pressing the button on the page it opens deletes your account and everything in it. Deleting your account also ends your newsletter subscription for that address.

You also have the right to lodge a complaint with the Information Commissioner's Office (ICO), the UK's data protection regulator, at ico.org.uk.

Changes to this policy

We may update this policy from time to time. Any changes will be posted on this page with a revised "last updated" date.