Privacy Policy

Last updated: August 2026 · Service provided for the UK market

1. Who We Are

RentSift ("we", "us", "our") operates rentsift.co.uk and provides automated rental applicant screening software for UK letting agents. For any privacy-related enquiries, please contact us at [email protected].

2. Data We Collect

• Personal details of subscribing agents: name, email address, telephone number
• Rental applicant data submitted via our screening system: name, income, employment status, postcode, document status, and message content
• Payment information, processed securely by our payment provider — we do not store card details
• Technical usage data and cookies for service improvement and analytics

3. How We Use Your Data

• To provide, maintain, and improve the RentSift screening service
• To process subscription payments and manage your account
• To send service-related notifications and product updates
• To assist agents in organising and prioritising applicant data

4. Legal Basis (UK GDPR)

We process personal data under the following legal bases: performance of a contract (to deliver our service), legitimate interests (service improvement and security), and legal obligation (UK regulatory compliance).

5. Data Retention

Agent account data is retained for the duration of your subscription plus six months thereafter. Rental applicant data is automatically deleted after 30 days for unsuitable applicants and after 12 months for all other records.

6. Your Rights

Under UK GDPR, you have the right to access, rectify, erase, or port your personal data. Contact us at [email protected]. We will respond within 30 days.

7. Data Security

All data is encrypted in transit using TLS and at rest using AES-256 encryption. We use Supabase as our primary data processor, hosted on servers located in the United Kingdom (London region).

8. Contact

For all privacy-related queries: [email protected]

Refund Policy

Last updated: August 2026 · Service provided for the UK market

1. Subscription Cancellation

You may cancel your RentSift subscription at any time. Cancellation takes effect at the end of your current billing period. You will retain full access to your account until that date.

2. Refund Eligibility

We offer a full refund within 14 days of your initial subscription purchase if you are not satisfied with the service. To request a refund, contact us at [email protected] within 14 days of your purchase date.

3. Non-Refundable Circumstances

Refunds are not available for:

• Renewal charges where cancellation was not requested before the renewal date
• Partial months of service following a mid-cycle cancellation
• Accounts found to be in breach of our Terms of Service

4. How to Request a Refund

To request a refund, please email [email protected] with your account email address and the reason for your request. We will respond within 3 business days.

5. Processing

Approved refunds are processed within 5–10 business days and returned to the original payment method.

6. Contact

For all refund-related queries: [email protected]

Terms of Service

Last updated: August 2026 · Service provided for the UK market

1. Acceptance of Terms

By accessing or using RentSift, you agree to be bound by these Terms of Service and our Privacy Policy.

2. Description of Service

RentSift provides automated rental applicant screening and data management software for UK letting agents.

3. Important Disclaimer — Screening Tool Only

All automated scores and qualification analyses are provided for informational and triage purposes only. They must not be used as the sole basis for any letting decision, tenancy offer, or rejection.

Letting agents remain solely and fully responsible for all legal compliance obligations, including:

• Conducting formal Right to Rent checks in compliance with applicable UK legislation
• Carrying out independent affordability and income verification
• All duties under the Equality Act 2010
• Compliance with all applicable UK landlord and lettings legislation

4. Subscription and Payment

Subscriptions are billed monthly or annually in GBP. You may cancel at any time; cancellation takes effect at the end of the current billing period.

5. Acceptable Use

You agree not to use RentSift to discriminate unlawfully against any applicant on the basis of any protected characteristic under the Equality Act 2010.

6. Intellectual Property

All RentSift software, content, branding, and documentation are the exclusive intellectual property of RentSift.

7. Limitation of Liability

To the maximum extent permitted by applicable law, RentSift shall not be liable for any indirect, incidental, special, or consequential damages arising from your use of our service.

8. Governing Law

These Terms are governed by the laws of England and Wales.

9. Contact

[email protected]

Data Processing Agreement (DPA)

Last updated: August 2026 · Service provided for the UK market

1. Scope & Roles

This Data Processing Agreement ("DPA") governs the processing of personal data in connection with the RentSift service. The Letting Agent acts as the Data Controller, and RentSift acts as the Data Processor under the UK General Data Protection Regulation (UK GDPR) and Data Protection Act 2018.

2. Details of Processing

• Subject Matter: Automated screening and qualification of rental property enquiries.
• Categories of Data Subjects: Prospective tenants and rental applicants.
• Types of Personal Data: Full name, email, phone number, employment status, declared income, current postcode, Right to Rent declaration, and enquiry messages.
• Duration: Active subscription period plus data retention schedules (30 days for unsuitable leads, 12 months for standard records).

3. Processor Obligations

RentSift agrees to:

• Process applicant personal data solely on documented instructions from the Controller.
• Ensure all personnel and sub-processors maintain strict confidentiality.
• Implement robust technical and organisational security measures (TLS in transit, AES-256 at rest, London AWS/Supabase servers).
• Assist the Controller in fulfilling Data Subject Access Requests (DSAR) and right-to-be-forgotten requests.
• Notify the Controller without undue delay (within 48 hours) upon becoming aware of a personal data breach.

4. Sub-Processors

RentSift engages the following sub-processors for service delivery:

• Supabase Inc. – Database and authentication (London, UK region).
• OpenAI LLC – API-based qualification analysis (Zero data retention / not used for model training).
• Cloudflare Inc. – Email routing, DNS, and Turnstile security.
• Resend – Transactional email delivery.
• Paddle – Merchant of Record & subscription billing.

5. Governing Law

This DPA is governed by the laws of England and Wales.