Legal

Privacy Policy

Last updated: 20 March 2026

1. Who We Are

RentReply is operated by CodeHawks Limited, a company registered in England and Wales (Company No. 16095971). We provide an AI-powered tenant inquiry management platform that automates initial responses and qualification screening for landlords.

Contact: hello@rentreply.io

CodeHawks Limited is the data controller for subscriber data (landlords) and acts as a processor of tenant inquiry data on behalf of landlord subscribers. This policy is governed by the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

2. Data We Collect About You (Subscribers)

The following data relates to landlords and property managers who register for a RentReply account.

Account information

  • Full name and email address (collected at signup)
  • Listing address(es) associated with your account
  • Your unique RentReply inbox address(es) in the format [id]@mail.rentreply.io

Legal basis: Contract (necessary to provide and manage your account).

Payment information

Payments are processed by Stripe, Inc. We never see, store, or process your card number. Stripe stores all payment data under their PCI-DSS compliant systems. We receive a Stripe customer ID, subscription status, and your billing email.

Legal basis: Contract (fulfilling your subscription).

Daily digest preferences

Your digest delivery preferences (time, frequency, email address) are stored to deliver the service you have configured.

Legal basis: Contract.

3. Tenant Inquiry Data (Third-Party Data)

Important notice for landlords

When prospective tenants send inquiries to your listing, those emails are forwarded to your RentReply inbox address and processed by our AI. Tenant inquirers are third parties who have not directly agreed to RentReply's terms. By using RentReply, you confirm that you will inform prospective tenants that their inquiries are processed by an automated AI system (see also Section 9: Fair Processing Notice).

Tenant inquiry data we process includes:

  • Tenant name and email address (from the inquiry email)
  • Content of the inquiry email
  • Subsequent replies in the email thread (qualification responses)
  • AI-generated qualification score and summary

Legal basis for processing tenant data:Legitimate interests. We process tenant inquiry data on behalf of landlord subscribers to provide the screening and qualification service. The legitimate interest is the landlord subscriber's interest in efficiently managing rental inquiries. We have conducted a Legitimate Interests Assessment (LIA) and concluded that the processing is necessary, proportionate, and does not override the rights and freedoms of prospective tenants, provided landlords fulfil their obligation to notify tenants (see Section 9).

Tenant data is retained in our database for the duration of the landlord's subscription plus 90 days, after which it is permanently deleted. Individual tenants may contact us at hello@rentreply.io to request erasure of their inquiry data.

4. How We Use Your Data

  • Providing the service: Processing tenant inquiries, generating AI responses, scoring applicants, and delivering your daily digest.
  • Account management: Creating and maintaining your account, managing your subscription, sending billing receipts.
  • Transactional communications: Daily digest emails, subscription receipts, service notifications. We do not send marketing emails without your explicit opt-in.
  • Security and abuse prevention: Detecting and preventing misuse of the platform.
  • Service improvement: Aggregated, anonymised usage data may be used to improve the service. We do not use individual inquiry content to train AI models.

5. International Data Transfers

The following third-party processors are used to deliver the service. Where data is transferred outside the UK, appropriate safeguards (UK IDTAs or adequacy decisions) are in place:

  • Stripe, Inc.(USA) — Subscription billing and payment processing.
  • Twilio / SendGrid(USA) — Transactional email delivery, including daily digests and system notifications.
  • Vercel, Inc.(USA) — Web application hosting and serverless functions.
  • Railway(USA) — Database hosting. Landlord account data, tenant inquiry data, and qualification scores are stored in a Railway-hosted PostgreSQL database.
  • OpenAI, LLC(USA) — AI processing. Tenant inquiry content is sent to OpenAI to generate qualification questions and scores. OpenAI processes this data under our API agreement and does not use API inputs to train its models.

6. Data Retention

  • Account data: Retained for the duration of your subscription plus 90 days after cancellation.
  • Tenant inquiry data: Retained for the duration of the relevant landlord subscription plus 90 days.
  • Payment records: Retained for 7 years as required by UK tax and accounting law.
  • Server logs: Retained for 30 days.

7. Cookies and Tracking

We use a session cookie to maintain your logged-in state on the dashboard. This cookie is essential for the service to function and does not track you across other websites. We do not use advertising cookies or third-party tracking pixels. This website complies with the Privacy and Electronic Communications Regulations (PECR).

8. Your Rights Under UK GDPR

Under the UK General Data Protection Regulation and the Data Protection Act 2018, you have the following rights:

  • Right of access: You may request a copy of the personal data we hold about you.
  • Right to rectification: You may ask us to correct inaccurate or incomplete personal data.
  • Right to erasure (“right to be forgotten”): You may ask us to delete your personal data. Note that some data may be retained to comply with legal obligations (e.g. financial records).
  • Right to restriction of processing: You may ask us to restrict processing in certain circumstances.
  • Right to data portability: Where processing is based on contract and is automated, you may request your data in a structured, machine-readable format.
  • Right to object: You may object to processing based on legitimate interests. We will cease processing unless we can demonstrate compelling legitimate grounds.
  • Right to lodge a complaint with the ICO: If you believe we have not handled your data lawfully, you may contact the Information Commissioner's Office at ico.org.uk or call 0303 123 1113.

To exercise your rights, email hello@rentreply.io. We will respond within one calendar month.

9. Fair Processing Notice (Landlord Obligation)

By using RentReply, you (the landlord) acknowledge and confirm that you will take reasonable steps to inform prospective tenants that their initial inquiry emails — and any follow-up responses — will be processed by an automated AI system operated by RentReply. This can be done by including a brief note in your listing description, your email auto-reply, or in any other communication with prospective tenants prior to or concurrent with their first inquiry.

Example disclosure: “Initial rental inquiries to this listing are handled by an automated system that will ask qualifying questions on our behalf. Your responses are reviewed by the property manager before any tenancy decisions are made.”

10. Security

All data is transmitted over HTTPS/TLS. Database access is restricted and credentials are managed securely. OAuth tokens and API keys are encrypted at rest. We apply the principle of least privilege to all internal systems.

11. Changes to This Policy

We may update this policy from time to time. We will notify you by email of any material changes at least 14 days before they take effect. The current version is always available at rentreply.io/privacy.

12. Contact Us

For any questions about this Privacy Policy or your personal data:

CodeHawks Limited
Company No. 16095971
Email: hello@rentreply.io