Your information

Who decides what happens to your information

Your landlord does. They chose to collect it and they decide how long to keep it, within the limits the law sets. We hold it for them and act on their instructions.

So if you want something corrected or deleted, ask your landlord. If it is easier to ask us, we will pass it on and help them do it.

The one exception is your login itself — your email address and password. That is ours, and you can ask us to close it.

What is held about you

If you are a tenant or an applicant:

• Your name and contact details, and your tenancy: dates, rent, deposit.
• Repairs you report, the messages about them, and any photos.
• Whether a Right to Rent check was done, when, and what it showed.
• Paperwork you send in: a share code or document photo, proof of income, an employer reference, proof of identity and address.
• Rent paid and owed, including lines from your landlord's bank statement that name you.

If you are a contractor: your business and contact details, the trades and areas you cover, jobs you were asked about, your quotes and costs, and the landlord's own rating of your work.

Who can see it

• Your landlord sees your records.
• A contractor working on your repair sees the job and the address, and only the messages addressed to them. They never see your documents, your tenancy or your side of a conversation with your landlord.
• As a tenant you never see quotes or what a repair cost.
• Other tenants and other landlords see nothing of yours. That separation is enforced by the database itself, and tested automatically.

The paperwork you send in

Files go straight from your browser into private storage. They are never on the open web. Opening one produces a link that stops working after 60 seconds, and every opening is logged.

Two deliberate choices about Right to Rent:

• We ask for a Home Office share code rather than a copy of your passport, and we never ask for your date of birth — so Inlet never holds the two pieces the check needs together. Only British and Irish citizens, who cannot get a share code, are asked for a document photo.
• Sending a photo here is not the check. Your landlord still has to run it properly.

You cannot delete a file once you have sent it, because your landlord needs a reliable record. Ask them if something was sent by mistake.

When it is deleted

Some of it goes automatically, whatever anyone remembers to do:

Tenancy records, repairs and messages are kept for six years after they end, because a dispute can be raised years later. Messages are never edited or deleted in normal use, for the same reason.

Emails, texts and phone notifications

We email you about your repairs and your account. You can switch on notifications on your phone, and switch them off again at any time in Settings.

A notification never repeats what anyone wrote — no message text, no file names. A phone on a table is read by whoever picks it up, so the detail stays behind your phone's lock.

Please do not put medical details in a repair message unless they matter to the repair. If damp is making someone ill, say so: that is exactly when your landlord needs to know.

What you can ask for

You can ask to see what is held about you, have it corrected, have it deleted where there is no longer a reason to keep it, get a copy to take elsewhere, or object to a particular use.

Ask your landlord, or email us at support@inlet-homes.com and we will pass it on. You should get an answer within one month.

If you are not satisfied, you can complain to the Information Commissioner's Office at ico.org.uk or on 0303 123 1113.

More detail

The full privacy policy, at /legal/privacy, lists every company involved in running Inlet, where data is held, and how long each kind of record is kept.