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Data retention
Data retention is the time you keep each type of personal information. Set those periods on the portfolio so they match the privacy notice, and so Rent Logger can remind you to delete records when they should no longer be held. This page is setup guidance, not legal advice.
1. Why retention matters
UK data protection expects you to keep personal information only for as long as you still need it, then delete or anonymise it. The privacy notice should say how long that is, in language people can understand.
- Holding records “just in case” after the purpose has ended is a common source of risk. Short, stated periods are easier to follow than an open-ended file.
- Some records must be kept for a set time, for example Right to Rent checks and tax or accounting records. Deleting those early can be as much of a problem as keeping others too long.
- You remain responsible for paper files, email, and records held by an agent, as well as what is stored in Rent Logger.
2. Legal and usual periods
Each row on the Data Retention tab is marked so you can see whether the suggested time is a legal period, covers a legal minimum, or is a usual claim or practice period.
- Legal period is used where the law sets the time, for example Right to Rent evidence in England (keep the check for the tenancy and one year after it ends, then destroy it unless a legal hold applies).
- Covers the legal minimum is used for tax and accounting records. The usual operational period is six years after the relevant tax or accounting year ends.
- Usual claim period is the time a civil claim can typically still be brought. In England and Wales that is often six years after the tenancy or matter ends. Scotland can differ for some claim periods.
- Usual period is common practice rather than a fixed legal time, for example six months for unsuccessful applications. Keep longer only with a documented reason, such as a complaint or claim.
3. How to set the periods
Open the Data Retention tab. Rows are grouped into enquiries and applications, tenancy and occupancy, money, property, safety and sensitive data, and complaints, suppliers and the platform.
In the app
- Landlord Portfolio
- Open the portfolio
- Data Retention
- Use Include to keep a row in the register, or turn it off if that type of record does not apply.
- For an included row, set how long to keep it and what the time runs from, for example the last meaningful contact or the end of the tenancy. What most landlords do is shown beside each row.
- Optional rows such as deeds, health information, and offence-related information stay off unless you actually hold that material.
- Save when the periods are right. If this portfolio uses the Rent Logger model, you will be asked to publish a new notice version so tenants see the update.
4. Reminders and the privacy notice
The periods are designed so Rent Logger can remind you to delete that type of record once it should no longer be held, in line with the privacy notice. Keep the two screens in step.
- If the portfolio uses the Rent Logger model, these rows are section 10 of the published notice. Changing a row means you must create a new notice version before tenants see the update. How to publish is in Privacy notice.
- If the portfolio uses your own wording or an agent’s notice, still set the same periods here so the reminders match what people have been told.
- When a reminder appears, review that category and delete what you no longer need, including copies outside Rent Logger.