Privacy Policy


This privacy notice is provided to inform you about how and why your personal data is used and to ensure that you are aware of your rights under UK data protection legislation.

Who is the Data Controller?

Rentman Software Ltd is the Data Controller for your personal data. We are Data Processors for the personal data our clients upload to the Rentman platform. Our correspondence address is 27, Old Gloucester Street, London, WC1N 3AX. We can be contacted on 0330 390 3990 or

Which personal data do we process and why?

In short, we process your personal data so we can engage with you and supply our software solution.  This data is typically your name, contact details and job title.

We use your personal data for account management purposes, maintaining communication and providing service based information. We also use your personal data for the purpose of providing you focussed marketing material and updates on products and services.

As a client or prospective client, we process your name and contact data as well as job title and details and type of the organisation you work for, including physical address. We will also use your contact details to send you appropriate marketing material. The lawful basis we use for this is Article 6.1.f UK GDPR (Legitimate Interest). The legitimate interest we pursue is to grow our business through expanding and retaining our client base and provide excellent customer service.  As with any legitimate interest processing, you have the right to object to this and you can do so by contacting us using the information provided above. If you fail to provide the information required, we will be unable to provide the agreed products and services to you.

We collect data through our website analytics some of which may identify you, such as an IP address. Our Cookie Policy details the cookies we use and you can manage your preferences through our cookie consent platform.

Who are the recipients of your data?

We will not transfer your personal data to other recipients without your permission. 

There are some exceptions to this:

  • It is possible, that we might be obliged to disclose personal information in response to a court order or other lawful obligation. Our lawful basis for this is Article 6.1.c -legal obligation.
  • We may share your data as part of a sale, transfer, or merge part of our business or our assets. Alternatively, we may seek to acquire other businesses or merge with them. We would do this as under the basis of Article 6.1.f – legitimate interest as we have a legitimate interest in developing our business.

What about data processed by third parties on our behalf?

As with many other organisations, we use the services of others in the processing your data.

We use cloud-based email and document storage, customer relationship management and video conference platforms as well as cloud based accounting software. Our website processes limited personal data such as through our contact form.

Those organisations that process personal data on our behalf are subject to a data processing contract as required by Article 28 of the UK GPDR. This ensures that your data is handled in accordance with the UK GPDR.

Do we transfer your data outside of the UK?

Just about all our data processing is undertaking in the UK but some is stored overseas.

We transfer personal data outside of the UK by virtue of our cloud hosted accounting software and CRM which holds data in the USA and New Zealand. This transfer of data to the USA is facilitated through the UK extension to the EU – US Data Privacy Framework and for New Zealand, the UK / EU adequacy decision.

How long do we keep your data?

We hold onto your data all the time you are a customer of ours and then for 7 years afterwards.

We will retain your data only for the time we require it for the purposes stated and / or where we have a legal obligation or other legitimate purpose. We will retain the personal data of our clients for 7 years. Personal data processed for marketing purposes is deleted after 6 months.

These are your rights. 

The UK GDPR provides you with several rights in relation to the data of your we process. The rights relevant to our activities are:

  • You have the right to get access to and copies of your personal data.
  • You can ask us to rectify any inaccurate information we may be holding.
  • You can request we restrict our processing of your data.
  • You can ask us to erase your personal data if it is no longer required for the purpose we collected it or have no legal obligation to retain it.
  • You have the right to object to processing we undertake under a legitimate interest basis.

If you want to exercise any of these rights, please contact us using the above contact details.

You have the right to lodge a complaint about our processing with a supervisory authority, in the UK, this is the Information Commissioner’s Office.

The Information Commissioner’s Office
Wycliffe House
Water Lane
SK9 5AF.

Helpline number: 0303 123 1113