Data Subject Rights Procedure

1. Rights covered

• Right of access.
• Right to rectification.
• Right to erasure.
• Right to restriction.
• Right to object.
• Right to data portability (where applicable).

2. Request channels

Requests can be sent to [email protected]. Smart Property Software Ltd logs request receipt, scope, and outcome for compliance evidence.

3. Identity verification

We verify requester identity before releasing or changing personal data. Where required, additional verification evidence may be requested.

4. Response timelines

• Standard response target: within one calendar month.
• Complex requests may be extended by up to two additional months where lawful.
• If a request is refused or limited, reasons and rights to complain are provided.

5. Controller and processor workflow

For customer tenancy data, the landlord/customer is controller and Smart Property Software Ltd, trading through SmartTenant, acts as processor for customer tenancy and operational data entered by landlords and other customer organisations. For platform account/support data, Smart Property Software Ltd, trading through SmartTenant, acts as controller for platform account, billing, support, and security data.

6. Exemptions and legal holds

Erasure or disclosure may be limited where legal obligations, safeguarding requirements, or active disputes require retention.

7. Escalation

If you are not satisfied with response handling, contact us again at [email protected] and you may also escalate to the ICO.