Privacy Notice

1. Who we are

TLA Commercial Partnerships Ltd, trading as The Landlord Association (TLA), is the controller of your personal data. It is registered in England and Wales, company number 16844398; its registered office and other details are on our Company information page. We are registered with the Information Commissioner’s Office as a data controller, registration number ZC284633.

Contact us about privacy at membership@landlordassociation.org.uk with the subject “Privacy”.

2. What we collect

• Identity and contact: name, email, phone, postal address, and your role (landlord, agent or tenant).
• Membership and payment: plan, dates, payment and transaction history. Card details are held by Stripe or PayPal, never by us.
• Property and tenancy: properties, certificates, dates and documents you add to ORBIT or upload to our tools. These can include your tenants’ names and addresses.
• Ask TLA: the questions you ask, the town you choose and your plan.
• Partner enquiries: what you ask a partner for, and which partner.
• Communications: emails, support tickets, complaints and feedback.
• Marketing preferences: which emails you agreed to receive.
• Technical: IP address, device and browser, and pages visited.

3. How and why we use it

4. AI tools

Ask TLA, our document tools and AI Partner Match send the text you enter, or the document you upload, to OpenAI to produce an answer or extract details. OpenAI does not use this data to train its models, and may keep it for up to 30 days to monitor for abuse.

AI results are suggestions only. They make no decision with legal or similarly significant effects on you, and you can ask a person to review any result.

5. Who receives your data

We never sell personal data. These service providers process it for us under contract:

• Website hosting and content delivery: Hostinger
• Payments: Stripe and PayPal, and Klarna where it is offered at checkout
• AI: OpenAI
• Email delivery: Amazon Web Services (Amazon SES). Our mailing list, forms and support desk (FluentCRM, Fluent Forms and Fluent Support) run on our own website.
• Website statistics: Google Analytics, only with your consent
• Advertising, only with your consent: Google Ads and AdSense, Meta, LinkedIn and Quora
• Website security: Wordfence

Advertising partners pay us to advertise and do not receive member data. Finance and insurance partners never receive your details from us: their adverts take you to their own website. Other partners receive your details only when you choose to send them an enquiry through our site, with the partner named before you send it.

We also disclose data to HMRC, regulators, the police or courts when the law requires it.

6. Transfers outside the UK

OpenAI, Stripe, PayPal, Amazon Web Services, Google, Meta, LinkedIn and Quora may process data in the United States. We rely on the UK–US Data Bridge where the recipient is certified, and otherwise on the ICO’s International Data Transfer Agreement or the UK Addendum to the EU standard contractual clauses.

7. Your rights

You can ask us for a copy of your data, or to correct it, delete it, restrict or object to its use, or send it to you or another organisation. You can withdraw consent at any time and object to direct marketing at any time.

Email membership@landlordassociation.org.uk with the subject “Privacy request”. We reply within one month.

8. Complaints

Please tell us first, at membership@landlordassociation.org.uk with the subject “Data protection complaint”. We acknowledge data protection complaints within 5 working days, and always within 30 days, and reply in full without undue delay. See our Complaints Procedure.

You can also complain to the Information Commissioner’s Office: ico.org.uk, 0303 123 1113.

9. Security

Access to personal data is limited to people who need it. All traffic to our website is encrypted, and passwords are stored hashed. Our service providers are bound by contract to keep data secure.

10. Children

Our services are for people aged 18 and over.

11. Changes

We will post changes here and email members about significant ones.

Document control