Legal owner
Smart Property Software Ltd
SmartTenant is a platform owned and operated by Smart Property Software Ltd.
Company number 17126256.
Contact: enquiries@smarttenant.co.uk
Retention and deletion
Data Retention and Deletion Standard
Default retention windows and deletion controls used by SmartTenant.
Last updated: 2 April 2026
ICO readiness
Data protection confidence
SmartTenant is preparing its ICO registration details for launch. Any ICO registration wording or logo treatment is intentionally disabled until registration is completed and confirmed.
ICO registration wording and logo placement are placeholders during development and will be updated before go-live.
1. Retention principles
- Keep data no longer than necessary for defined purposes.
- Apply legal hold where disputes, investigations, or statutory obligations require.
- Minimise retained personal data after tenancy or account lifecycle ends.
2. Default retention schedule
| Data category | Default period | Rationale |
|---|---|---|
| User account profile and role records | Duration of active account + up to 24 months after closure | Operational continuity, disputes, and security review. |
| Session and security authentication records | Up to 12 months | Security monitoring, fraud prevention, and incident investigation. |
| Audit logs and administrative change history | Up to 24 months | Compliance evidence and accountability. |
| Maintenance requests, tasks, and message records | Up to 7 years from tenancy end where required by landlord policy | Contractual evidence, claims handling, and legal obligations. |
| Financial records and payment reconciliation metadata | Up to 7 years (or longer where law requires) | Accounting and tax compliance. |
| Password reset tokens and invite tokens | Short-lived, auto-expiring (minutes/hours) and single-use | Security by design and minimisation. |
3. Deletion workflow
- Time-based and event-based deletion triggers are applied.
- Where immediate deletion is not lawful, records are restricted and queued for deletion.
- Erasure requests are checked against legal hold and statutory retention obligations.
- Anonymisation may be used where full deletion is not feasible without breaking records integrity.
4. Customer controls
Landlords can use tenant GDPR controls in-platform for export and anonymisation workflows. For full account closure or additional deletion requests, contact enquiries@smarttenant.co.uk.