Court papers or case bundles
Do not send claim forms, defence forms, hearing papers, possession orders, tribunal evidence bundles or legal correspondence for review.
Privacy policy
How we handle personal data and website information
This privacy policy explains how Renters Rights Toolkit handles information collected through the website, contact form, feedback messages, tools, cookies, analytics, security logs and editorial processes.
Last reviewed: 5 May. This policy is written for Renters Rights Toolkit’s current website setup: static HTML pages, contact form, guides, tools, scripts, editorial feedback and optional cookies or analytics where enabled.
1. Who we are
Renters Rights Toolkit is an independent information website that publishes practical private renting tools, checkers, guides, templates and evidence prompts for England.
For the purposes of this policy, “we”, “us” and “our” mean Renters Rights Toolkit. The website contact email is:
Email: contact@rentersrightstoolkit.co.uk
We use this contact route for privacy questions, website feedback, correction requests, broken links, tool issues and general editorial enquiries.
2. Scope of this policy
This policy applies to personal data processed through this website, including contact form submissions, emails, website feedback, technical logs, cookie choices, analytics data where enabled, and messages about page corrections or tool problems.
This policy does not cover external websites we link to, such as GOV.UK, Shelter, Citizens Advice, legislation.gov.uk, FormSubmit, search engines, hosting providers, analytics providers or other third-party services. Those services have their own privacy policies.
This policy also does not turn the website into a legal advice service, casework service or secure document review portal.
3. What personal data we may collect
The data we collect depends on how you use the website. You can browse most pages without sending personal data directly to us.
| Contact details | Name, email address and any contact details you choose to provide through the contact form or by email. |
|---|---|
| Message content | Your enquiry, feedback, correction request, broken link report, tool issue report, page URL, selected issue area, role and urgency level. |
| Website usage information | Pages visited, approximate interaction data, browser type, device type, referring page, timestamps and technical data where analytics, logs or hosting tools provide this. |
| Technical and security data | IP address, user agent, error logs, spam-protection signals, server logs and security event data where needed to protect the website. |
| Cookie and consent data | Cookie preferences, consent status and similar preference information where cookie tools or analytics are used. |
| Tool inputs | Many tools are designed to run in your browser. Where a tool does not submit data to a server, the information you type stays in your browser unless you choose to copy, send or save it elsewhere. If a tool or form clearly submits data, this policy applies to that submission. |
| Optional sensitive context | You may mention sensitive housing circumstances in a message. We ask you not to send medical records, identity documents, full tenancy files, court papers, bank statements or detailed private evidence through the contact form. |
4. What you should not send us
The contact form is not a secure legal casework portal. Please keep messages limited to website feedback or general editorial enquiries.
Identity or financial documents
Do not send passports, driving licences, bank statements, benefit records, payslips, tax documents or immigration documents.
Medical or highly sensitive records
Do not send medical records, disability evidence, domestic abuse evidence, children’s documents or detailed private evidence through the form.
Qualified housing advice
For live disputes, court deadlines, homelessness risk, serious repairs or illegal eviction, contact a qualified adviser, solicitor, council, Shelter or Citizens Advice.
Website feedback
You can send a page URL, broken link, correction request, source suggestion, accessibility problem or tool issue.
General enquiry
You can send a short general website question, privacy question or editorial enquiry without attaching private case documents.
5. Why we use personal data
We use personal data only where there is a practical reason connected to the website, user communication, editorial quality, safety, security or legal compliance.
| To respond to messages | We use contact details and message content to read, route and reply to website enquiries, feedback, correction requests or technical issues. |
|---|---|
| To improve pages and tools | We may use feedback to correct errors, update wording, improve accessibility, fix broken links, improve tool usability or add clearer warnings. |
| To protect the website | We may use technical data, security logs and spam-protection information to prevent abuse, malicious traffic, spam submissions, attacks or misuse of forms. |
| To understand website use | Where analytics are enabled, we may use aggregated or pseudonymous data to understand which pages are useful, identify errors and improve navigation. |
| To keep records | We may keep limited records of correction requests, privacy requests, complaints or important technical issues so we can manage them properly. |
| To comply with law | We may process data where needed to comply with legal duties, respond to lawful requests or protect legal rights. |
6. Lawful bases we may rely on
Under UK data protection law, organisations need a lawful basis for processing personal data. Depending on the situation, we may rely on:
- Consent where you choose to send a message, accept non-essential cookies or agree to specific optional processing.
- Legitimate interests where we need to run, secure, improve and maintain the website, respond to feedback and prevent misuse.
- Legal obligation where we need to keep or disclose information because the law requires it.
Where consent is used, you may withdraw it where applicable. Withdrawal will not affect processing already carried out before withdrawal.
7. Special category data
Housing problems can involve sensitive matters such as health, disability, domestic abuse, children, financial hardship or immigration concerns. We do not ask you to send detailed sensitive evidence through the contact form.
If you choose to include sensitive information in a message, we will treat it carefully and use it only to understand the message, respond where appropriate, manage website feedback or protect legal rights. However, the contact form should not be used for private casework or document review.
If your issue involves sensitive personal circumstances, use a qualified adviser or secure advice route rather than sending detailed documents to this website.
8. Contact form and email messages
The contact page is for website feedback, correction requests, broken links, tool issues, accessibility problems, privacy questions and general editorial enquiries.
| Contact email | Messages are sent to contact@rentersrightstoolkit.co.uk. |
|---|---|
| Form handling | If the contact form uses a third-party form handling service, the service may process the information you submit so the message can be delivered to us. |
| What we use it for | We use the message to review the issue, respond if needed, correct content, fix technical problems, improve tools or manage privacy requests. |
| What not to include | Do not send full tenancy agreements, court papers, identity documents, medical records, bank statements or private evidence. |
| Reply limits | We may not reply to every message. We do not provide legal advice, legal representation, emergency housing help or case-specific document review. |
| Retention | Routine contact messages are normally kept only as long as needed to handle the enquiry, maintain records, prevent misuse or manage legal/privacy obligations. |
9. Cookies and similar technologies
Cookies are small files or similar technologies used by websites to remember information, operate services, measure use or support features. Some cookies are essential for a website to work. Others, such as analytics, advertising or tracking cookies, may need consent before they are used.
Renters Rights Toolkit may use cookies or similar technologies for:
- essential website operation and security;
- remembering user preferences, where enabled;
- analytics and performance measurement, where enabled;
- spam prevention and form protection, where enabled;
- advertising or affiliate measurement, only if such services are added and explained.
Where non-essential cookies are used, the site should provide a clear choice where required. You can also control cookies through your browser settings.
10. Analytics, advertising and third-party tools
The website may use analytics or third-party services to understand site performance, detect errors, protect forms, deliver messages or measure page use. These services may process technical data such as IP address, browser, device type, page URLs and timestamps.
If advertising, remarketing, affiliate links, embedded media or advanced analytics are added, they may involve additional cookies or third-party processing. The site should disclose those tools and provide cookie choices where required.
We do not sell personal data. We do not intentionally use contact form submissions to build advertising profiles.
11. Who we may share personal data with
We do not sell personal data. We may share or make data available only where needed to operate the website, manage communication, improve security, comply with law or use trusted service providers.
| Website hosting and security providers | May process technical data, logs, IP addresses and security information needed to host and protect the site. |
|---|---|
| Form handling and email services | May process contact form submissions and email messages so they can be delivered and managed. |
| Analytics providers | May process page-use and technical data where analytics are enabled, subject to cookie choices where required. |
| Professional advisers | May receive limited information if needed for legal, accounting, security or compliance advice. |
| Authorities or regulators | May receive information if required by law, court order, lawful request, safety issue or rights protection. |
| External websites | If you click an external link, the destination website may collect information under its own privacy policy. |
12. International transfers
Some website services, hosting, form handling, analytics, email or security providers may process data outside the United Kingdom. Where this happens, the provider should use appropriate safeguards where required by data protection law.
Because the site may rely on third-party infrastructure, you should avoid submitting sensitive documents or confidential case evidence through general website forms.
13. Data security
We take reasonable steps to protect website data, including using secure website connections where available, limiting the purpose of contact forms, discouraging sensitive uploads, using spam protection where needed and keeping access to messages limited.
No website, email route or form service can be guaranteed completely secure. Do not use the contact form to send documents or information that would cause serious harm if seen by the wrong person.
14. How long we keep personal data
We keep personal data only for as long as reasonably needed for the purpose it was collected, unless a longer period is needed for legal, security, dispute, audit or compliance reasons.
| General contact messages | Normally kept for as long as needed to handle the enquiry and maintain a reasonable record of communication. |
|---|---|
| Correction or editorial requests | May be kept longer where needed to document a page update, source review, correction decision or repeated issue. |
| Privacy rights requests | May be kept for a reasonable period to show how the request was handled. |
| Security logs | Normally kept only as long as needed for security, abuse prevention, troubleshooting or hosting requirements. |
| Analytics data | Kept according to the analytics provider settings and cookie choices where relevant. |
| Unwanted sensitive data | If users send unnecessary sensitive documents or information, we may delete, minimise or avoid using it where practical and lawful. |
15. Your privacy rights
Depending on the situation and the legal basis for processing, you may have rights over your personal data.
Ask for a copy
You can ask whether we hold personal data about you and request a copy, subject to legal limits.
Fix inaccurate data
You can ask us to correct inaccurate personal data or complete incomplete information where appropriate.
Ask for deletion
You can ask for personal data to be deleted in certain circumstances. This right is not absolute.
Limit processing
You can ask us to restrict processing in certain circumstances, such as while accuracy is being checked.
Object to processing
You can object to certain processing, including some processing based on legitimate interests.
Contact the ICO
You can complain to the UK Information Commissioner’s Office if you are unhappy with how your data is handled.
Privacy contact:
To make a privacy request, email contact@rentersrightstoolkit.co.uk. We may need enough information to identify your message or verify that the request relates to you.
16. Children and vulnerable users
The website is written for people seeking information about renting in England. It is not aimed at children and should not be used by children to send personal data.
Some users may be vulnerable because of homelessness risk, disability, domestic abuse, age, health, debt, language barriers or urgent eviction. If you are at risk or need urgent support, contact a qualified adviser, council homelessness team, emergency service or trusted support organisation rather than sending sensitive information to this website.
17. Automated decision-making
Renters Rights Toolkit tools may produce automated prompts or summaries based on information entered by a user. These outputs are general information only and do not make legal decisions, approve claims, reject rights, assess eligibility for official services or replace human professional advice.
We do not use contact form messages to make automated legal decisions about users.
18. Legal advice, confidentiality and contact limits
Contacting Renters Rights Toolkit does not create a solicitor-client relationship, adviser-client relationship or confidential legal advice relationship. We cannot guarantee that messages sent through ordinary website forms or email will have the protections that apply to communications with a regulated legal adviser.
Do not send information that you would only want to share with a qualified adviser, solicitor, court, tribunal, council, doctor or regulated professional. Use appropriate secure routes for urgent or sensitive housing issues.
For more detail, read our Legal Disclaimer.
19. Official privacy and advice sources
These sources help users understand privacy rights and safer routes for housing help.
ICO: Your data protection rights
Official UK information about privacy rights and how to complain about data handling.
ICO: Cookies and privacy notices
Guidance on what privacy notices should explain and how cookie information should be presented.
ICO: Cookies and similar technologies
Guidance on cookie consent, essential cookies, analytics and similar technologies.
GOV.UK: Private renting
Official guidance on private renting rights, responsibilities, repairs, deposits, rent and complaints.
Shelter England: Private renting advice
Specialist housing advice for tenants dealing with renting problems.
Citizens Advice: Renting privately
Advice on renting privately, landlord problems and practical next steps.
Need to contact us about privacy?
Email us about privacy questions, data rights, correction requests or concerns about how your information was handled. Do not include private case documents or sensitive evidence.
Privacy policy FAQs
Quick answers about data, contact forms, cookies and user rights.
Does Renters Rights Toolkit collect personal data?
Yes, mainly when you submit a contact form, send an email or provide feedback. The website may also process technical information such as browser, device, IP address, cookie choices and security logs.
Should I send tenancy documents or court papers?
No. Do not send full tenancy agreements, court papers, identity documents, medical records, bank statements or sensitive evidence through the contact form.
Does the website sell personal data?
No. Renters Rights Toolkit does not sell personal data.
Can I ask for my data to be deleted?
You can ask us to delete personal data in certain circumstances. The right to erasure is not absolute and may depend on the reason the data is held.
Do the tools store my answers?
Many tools are designed to run in your browser and do not send answers to us unless a page clearly submits a form or you choose to copy and send information yourself.
Do cookies need consent?
Strictly necessary cookies may not need consent, but analytics, advertising or similar non-essential cookies may require clear information and consent where the rules apply.
How can I contact you about privacy?
Email contact@rentersrightstoolkit.co.uk with your privacy question. Include enough detail to identify your message, but do not send private case documents.
Can I complain to the ICO?
Yes. If you are unhappy with how your personal data is handled, you can contact the UK Information Commissioner’s Office. It is usually sensible to contact us first so we can try to resolve the issue.