Topnotch Properties
Topnotch Properties

Privacy Policy

Last updated: July 2026

1. Data Controller

Topnotch Technologies Ltd (Company No. 17242921), registered in England and Wales, is the data controller for personal information processed through Topnotch Properties. Contact: legal@topnotchproperties.com.

2. What data we collect

  • Identity and contact details: name, email, phone number.
  • Verification documents: government-issued ID, selfie, proof of address.
  • Property documents (landlords): title deeds, utility bills, ownership evidence.
  • Financial documents (tenants): bank statements, salary letters, credit reference letters — uploaded by you, never fetched from a credit bureau.
  • Trade documents (handymen): licences, insurance certificates, ID.
  • Platform activity: listings, maintenance cases, messages, e-signed contract audit trails.

3. Why we collect it

  • Identity and ownership verification to protect other users.
  • Generating and storing legally binding tenancy contracts.
  • Coordinating maintenance jobs between tenants, landlords and handymen.
  • Fraud prevention and platform safety.

4. How we store it

Personal data and documents are stored in encrypted Supabase Storage buckets hosted in a UK data centre. Access is restricted by row-level security policies scoped to your account.

5. How long we keep it

Account data is retained for the duration of your active account. Signed contracts and their audit trail are retained for a further 7 years after tenancy termination, in line with UK record-keeping requirements. Verification documents are retained for the same period to defend against future disputes.

6. Your rights under UK GDPR

You have the right to access, rectify, erase, restrict, port, or object to the processing of your personal data. To exercise any of these rights, email legal@topnotchproperties.com. You may also complain to the UK Information Commissioner's Office (ICO).

7. Cookies

Topnotch Properties uses only essential cookies required to keep you signed in and to remember your language preference. We do not use advertising or third-party tracking cookies.

8. Third parties

  • Stripe — subscription and payment processing.
  • Supabase — authentication, database and encrypted document storage.
  • Dropbox Sign — e-signature workflow for tenancy contracts.

We never sell your data.

9. Contact

Questions about this policy? Email legal@topnotchproperties.com.