TenancyVault

Privacy Policy

Last updated: 11 June 2026

Applies to: tenancy-vault.co.uk, app.tenancy-vault.co.uk, and related TenancyVault service domains — including the Making Tax Digital and HMRC-connected features of the TenancyVault app

1. Who we are

TenancyVault is a product owned and operated by Pixel Funnel Ltd ("we", "us", "our"). This Privacy Policy explains how we collect, use, and share personal data when you use our website and app.

Data controller: Pixel Funnel Ltd
Contact: [email protected]

2. What this policy covers

This policy covers:

It does not cover third-party websites or services we link to.

3. Personal data we collect

3.1 Marketing website visitors and enquiries

When you visit our website or send us a message, we may collect:

Marketing site enquiries and data request forms are submitted using Web3Forms and then delivered to us. We also use PostHog for product analytics. On the marketing site this loads only with your analytics consent; within the signed-in app and tenant portal it runs as part of operating the service. This includes page and event analytics, session replay and heatmaps, used to improve usability and support. Session replay is configured to mask form inputs and sensitive content — including documents, tenant details, financial, tax and HMRC information, and signatures — so that content is redacted in recordings. We do not capture raw names, email addresses, property addresses, document contents or financial values in analytics events.

3.2 Account, authentication, and subscription data

When you create or use a TenancyVault account, we may collect:

3.3 Payments

If you pay for TenancyVault, payments are processed by Stripe. We do not store full card details on our servers. Stripe may process your payment and maintain its own records under its own privacy policy.

We may store limited payment-related data such as:

3.4 Property, compliance, and document data (app content)

Depending on features you use, you may input or upload:

3.5 Making Tax Digital (MTD) and HMRC connection data

TenancyVault includes features for landlords using Making Tax Digital (MTD) for Income Tax. If you use these features, we may collect and process:

We process HMRC-related data only to provide the MTD features you have activated. We do not use it for advertising or share it with parties other than HMRC (for the purpose of submitting your MTD updates and year-end filings) and the infrastructure providers needed to operate the service.

Your HMRC authorisation is customer-direct — you authorise TenancyVault through HMRC's standard OAuth authorisation flow. You can revoke TenancyVault's access to your HMRC account at any time through your HMRC online account.

3.5a HMRC fraud prevention data

HMRC requires all software that connects to their Making Tax Digital API to submit fraud prevention data with every API call. This is a mandatory HMRC requirement, not optional. When TenancyVault makes API calls to HMRC on your behalf, it automatically collects and transmits the following device and connection data to HMRC:

This data is transmitted directly to HMRC as part of their fraud prevention framework. TenancyVault does not use it for any other purpose. You can read more about HMRC's fraud prevention requirements at developer.service.hmrc.gov.uk/guides/fraud-prevention.

3.6 Tenant and tenant portal data (minimised)

TenancyVault is designed to store minimal tenant information. Depending on your use, you may store:

Please avoid uploading special category data (e.g., health information) unless strictly necessary.

3.6a Electronic signature data

If you or your tenants use TenancyVault's e-signing feature, we collect and process for each signer:

This data forms the evidence record for the signature and is included in the signature certificate appended to the completed document. It is processed to provide the e-signing feature and to preserve the integrity and enforceability of signed documents. Landlord users can also choose to save their signature image for reuse; saved signatures can be deleted at any time from the signing dialog or by contacting us.

3.7 Support, feedback, and diagnostics

If you contact us, use support features, or an error occurs, we may collect:

We use Sentry for error monitoring and diagnostic replay. Our current app configuration masks text by default and strips Cookie and Authorization headers before sending error events.

4. How we use your data

We use personal data to:

5. Lawful bases (UK GDPR)

We rely on:

6. Marketing emails

We may send product updates/newsletters if you opt in (or where otherwise permitted by law). You can unsubscribe at any time using the link in the email or by contacting [email protected].

We do not sell your personal data.

7. Who we share data with (service providers)

We use trusted vendors to run TenancyVault. Depending on your usage, we may share personal data with:

We share only what is necessary and use contractual protections with processors.

8. Where your data is processed (UK + international transfers)

TenancyVault is intended for UK customers, but our infrastructure and subprocessors may operate in the UK, EEA, United States, or other countries depending on deployment configuration and provider location.

Some third-party providers, including Stripe, Sentry, Resend, Web3Forms, and PostHog, may process data outside the UK (PostHog is configured to use its EU Cloud where available). Where international transfers occur, we rely on appropriate safeguards required by UK GDPR, such as adequacy regulations or contractual safeguards.

9. Data retention

We keep personal data only as long as necessary for the purposes described:

You can request account deletion by contacting [email protected] (see "Your rights").

10. Security

We implement appropriate technical and organisational measures, including:

No system is 100% secure, but we work to protect your data and respond to incidents.

11. Your rights (UK GDPR)

You have the following rights under UK GDPR:

If you have a TenancyVault account, you can export or delete your data directly from the app. To submit a formal request, or if you do not have an account, use our Data Request form. We normally respond within one month. For complex requests, we may take up to an additional two months where the law allows and will let you know. We may request identity verification before acting on a request.

12. Complaints

If you are unhappy with how we handle your data, please contact us first at [email protected]. You also have the right to complain to the UK Information Commissioner's Office (ICO).

13. Children

TenancyVault is not intended for children and we do not knowingly collect data about children.

14. Changes to this policy

We may update this policy from time to time. We will post updates on this page and update the effective date.

See also: Cookie Policy

TenancyVault helps you track deadlines and organise evidence. It does not provide legal advice.