1. Introduction
Rentchecksheet is independently operated from Canada and provides services relating to residential tenancy records, property inventory sheets, rent records and maintenance logs.
This Privacy Policy explains how personal information is collected, used, stored, disclosed and retained when you visit www.rentchecksheet.com, submit an enquiry or place an order.
We handle personal information in accordance with applicable Canadian privacy legislation and, where applicable, the UK General Data Protection Regulation, the UK Data Protection Act 2018 and the EU General Data Protection Regulation (GDPR).
2. Information We Collect
Depending on your interaction with our website, we may collect the following information:
- Contact information: name, email address, telephone number and billing details.
- Order information: order reference, selected service, quotation details, deposit paid, outstanding balance and order status.
- Service information: property-related details and document requirements that you choose to provide when requesting a service.
- Communication records: messages, enquiries, feedback and correspondence relating to your order.
- Website information: IP address, browser type, device information, access timestamps and relevant usage data.
- Cookie information: preferences and other information collected through cookies or similar technologies, subject to your choices and applicable law.
Please provide only the information reasonably necessary for your enquiry or order. Avoid submitting unnecessary personal information about tenants, occupants or other individuals.
3. How We Use Your Information
We may use personal information to:
- Respond to enquiries and prepare quotations.
- Assess service requirements and communicate the agreed scope of work.
- Process orders, record deposits and manage outstanding balances.
- Prepare and deliver the agreed documents.
- Communicate updates about orders, payments and requested changes.
- Maintain business, accounting and transaction records.
- Operate, maintain and improve our website.
- Identify suspicious activity, address misuse and protect our legitimate business interests.
- Comply with applicable legal, tax, accounting and regulatory obligations.
The prices displayed on our website represent a deposit towards the requested service, unless expressly stated otherwise. We use order and payment information to record the deposit and any remaining amount payable under the agreed service terms.
4. Legal Grounds for Processing
Where the GDPR or UK GDPR applies, we process personal information on one or more of the following grounds:
- Contractual necessity: to respond to a request, prepare a quotation or perform an agreed service.
- Legal obligations: to maintain records or meet applicable statutory requirements.
- Legitimate interests: to manage enquiries, administer orders, maintain business records and address misuse, where those interests do not override your rights.
- Consent: where consent is required, including for certain non-essential cookies or optional communications.
Where processing relies on consent, you may withdraw it at any time. Withdrawal does not affect processing carried out lawfully before withdrawal.
5. Payments and Transaction Records
Payments are handled through the payment options presented at checkout. We may receive transaction confirmations, payment status, transaction references and limited payment-related information required to administer your order.
Full payment card details are generally handled by the relevant payment service provider rather than stored directly by us. Payment-related information may be retained where necessary for accounting, order administration, fraud prevention or compliance with applicable legal obligations.
6. Disclosure of Information
We may disclose relevant information to service providers where reasonably necessary to operate our business, including:
- Website hosting and website maintenance providers.
- Payment processing and transaction administration providers.
- Business communication and customer support providers.
- Accounting, legal and professional advisers.
- Public authorities or other recipients where disclosure is required by law or necessary to establish, exercise or defend legal claims.
We do not disclose personal information to unrelated parties for their independent marketing purposes without an appropriate legal basis.
Service providers are expected to handle information in accordance with applicable contractual and legal requirements.
7. International Data Transfers
As our business operates from Canada and serves customers in European markets, personal information may be processed in Canada or other countries where our service providers operate.
Where applicable data protection law requires safeguards for international transfers, we will use an appropriate transfer mechanism, such as an adequacy decision, approved contractual clauses or another lawful safeguard.
Information transferred internationally may be subject to the laws of the country in which it is processed.
8. Data Retention
We retain personal information only for as long as reasonably necessary for the purposes described in this Policy, including order administration, customer communication, accounting, legal compliance and the handling of disputes or claims.
Retention periods vary according to the type of information and the applicable legal requirements. Where information is no longer required, we will take appropriate steps to delete it or otherwise dispose of it in accordance with applicable law, subject to any lawful retention obligation.
9. Cookies and Similar Technologies
Our website may use cookies and similar technologies to support essential website functions, remember preferences, understand website usage and improve the browsing experience.
Where required by law, non-essential cookies will be used only after you have provided the necessary consent. You may change your cookie preferences through the cookie settings available on our website. Disabling certain cookies may affect some website functions.
For further details, please refer to our Cookie Policy.
10. Data Protection
We apply reasonable administrative and organisational measures intended to protect personal information against unauthorised access, disclosure, alteration or loss.
Access to personal information is limited to those who need it for legitimate business purposes. No method of data transmission or electronic storage is entirely free from risk.
11. Your Privacy Rights
Depending on your location and the law applicable to your information, you may have the right to:
- Request access to personal information we hold about you.
- Request correction of inaccurate or incomplete information.
- Request erasure of personal information in circumstances provided by law.
- Request restriction of certain processing activities.
- Object to processing based on legitimate interests.
- Request a portable copy of certain information.
- Withdraw consent where processing is based on consent.
- Lodge a complaint with the relevant privacy or data protection authority.
Some rights are subject to legal conditions and exceptions. We may need to verify your identity before responding to a request.
To exercise your rights, please contact us using the details below.
12. Children’s Information
Our services are intended for adults managing residential property records and related administrative matters. We do not knowingly seek to collect personal information directly from children in connection with these services. If you believe a child has provided personal information to us, please contact us so that we can review the matter.
13. Third-Party Websites
Our website may contain links to external websites or services. Their privacy practices are governed by their own policies. We encourage you to review those policies before providing personal information to external providers.
14. Changes to This Policy
We may update this Privacy Policy when our business practices or applicable legal requirements change. The revised version will be published on this page with an updated revision date. Changes will apply from the date indicated in the published version, subject to any notice or consent requirements imposed by applicable law.
15. Contact Information
For privacy enquiries, access requests, correction requests or other matters concerning personal information, please contact us using the details below.
Business Name: [Registered Company Name]
Brand Name: Rentchecksheet
Email: house@rentchecksheet.com
Telephone: [Telephone Number]
Business Address: [Registered Business Address]
We will review privacy requests and respond within the period required by applicable law.