Rent Rewards Tenant Privacy Policy
This policy should be read alongside our Terms & Conditions and Cookie Policy.
Your Privacy at a Glance
We believe your privacy should be easy to understand. This summary explains the key points, with more detail below.
1. Who We Are
Rent Rewards Ltd ("Rent Rewards", "we", "our" or "us") operates the Rent Rewards platform, providing tenants with access to exclusive discounts, cashback offers and rewards while helping landlords and letting agents generate additional income from everyday tenant spending.
Our Details
| Detail | Information |
|---|---|
| Company Name | Rent Rewards Ltd |
| Company Number | 16755649 |
| Registered Office | 3rd Floor, 86-90 Paul Street, London, England, EC2A 4NE |
| ICO Registration Number | ZC020714 |
| Website | https://www.rentrewards.io |
| Data Protection Officer | Gillian Malone-Johnstone |
| privacy@rentrewards.io |
Who is responsible for your data?
Rent Rewards is the data controller for the personal information we collect once you register for and use the Platform.
Before you join Rent Rewards
Your landlord or letting agent may provide us with limited information, such as your name, email address and tenancy start date, so that we can invite you to the Platform and verify your eligibility. Your landlord or letting agent is responsible for ensuring they have a lawful basis to share this information with us.
After you create your account
Once your account is created, Rent Rewards becomes responsible for the personal information we collect and process while you use the Platform. We handle your information in accordance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018 and this Privacy Policy.
2. What Information We Collect
We believe in collecting only the information we genuinely need to operate Rent Rewards.
| Category | Information We Collect | Why We Need It |
|---|---|---|
| Account Information | Name, email address and encrypted password | To create, manage and secure your account |
| Location | Your town or city only, not your full address | To show relevant local offers without identifying where you live |
| Tenancy Information | Tenancy start date | To verify your eligibility to access the Platform |
| Platform Activity | Offers viewed, offers clicked, offers redeemed and savings activity | To operate the Platform, improve your experience, measure performance and help prevent fraud |
| Technical Information | IP address, browser type, operating system and device information | To keep the Platform secure and functioning correctly |
| Communication Preferences | Marketing choices and notification settings | To send only the communications you have chosen to receive |
What We Don't Collect
We have intentionally designed Rent Rewards to minimise the amount of personal information we hold. We do not collect:
- Your full residential address
- Payment card details
- Bank account information
- Date of birth
- Gender
- Ethnicity
- Religious beliefs
- Political opinions
- Health information
- Criminal record information
- Biometric data
- Social media account information
When you make a purchase, payment is made directly with the retailer or third-party provider, not with Rent Rewards.
If you sign up directly through the website or app, we may temporarily process a document proving your tenancy, which may show your full residential address. This is for the sole purpose of verification of tenancy status and is deleted once your application is approved or rejected - see Section 9.1a.
This is not applicable to tenants invited by a Landlord or Letting Agent.
3. How We Use Your Information
We use your personal information to provide and improve your Rent Rewards experience.
What We Do With Your Data
- Yes - Create and manage your account
- Yes - Verify that you are eligible to access Rent Rewards, in partnership with your landlord or letting agent
- Yes - Show relevant offers based on your city and platform activity
- Yes - Track clicks, redemptions and savings so the Platform works correctly
- Yes - Send essential account, security and service notifications
- Yes - Send marketing communications where you have chosen to receive them
- Yes - Improve the Platform using aggregated or anonymised insights
- Yes - Help prevent fraud, misuse and security risks
- Yes - Comply with legal and regulatory obligations
- Yes - Provide your landlord or letting agent with anonymised engagement and savings insights
What We Don't Do
- No - Sell your personal data to anyone
- No - Share your individual activity with your landlord or letting agent
- No - Allow third-party advertising on the Platform
- No - Make automated decisions that significantly affect your rights
- No - Send marketing emails unless you have chosen to receive them
- No - Monitor your browsing across other websites. The only exception is limited affiliate tracking after you deliberately click one of our offers, which allows participating retailers and affiliate networks to attribute purchases correctly.
4. Our Legal Basis for Processing
Under UK data protection law, we must have a lawful basis for using your personal information. The table below explains the main ways we use your information and the lawful basis we rely on.
| What We Do | Data We Use | Legal Basis | Why |
|---|---|---|---|
| Create and manage your account | Name, email address, password | Performance of contract | Necessary to provide the service you sign up for |
| Verify eligibility | Tenancy start date, city and account details | Performance of contract | To confirm you qualify for access to the Platform |
| Show relevant offers | City and platform activity | Legitimate interests | To make the Platform more useful and relevant |
| Platform analytics | Aggregated or anonymised usage data | Legitimate interests | To understand and improve the service |
| Security and fraud prevention | IP address, login history and technical data | Legitimate interests | To protect the Platform and users |
| Send marketing emails | Name, email address and preferences | Consent | You have chosen to receive marketing communications |
| Provide landlord insights | Aggregated and anonymised engagement data | Legitimate interests | To fulfil our landlord or letting agent agreements without identifying individual tenants |
| Keep records | Relevant account and operational records | Legal obligation | To meet tax, accounting and legal requirements where applicable |
| Respond to legal requests | Relevant personal information | Legal obligation | Where required by law |
| Verify tenancy (direct sign-up) | Tenancy verification document | Performance of contract | To confirm you qualify for access when you sign up directly, without a landlord or letting agent invitation |
Where we rely on legitimate interests, we only do so where we have assessed that our interests do not override your rights and freedoms. You can object to processing based on legitimate interests by contacting privacy@rentrewards.io.
5. Who We Share Your Data With
We keep data sharing to a minimum and only share information where needed to operate the Platform, support affiliate tracking, meet legal obligations or provide anonymised reporting.
5.1 Brand Partners and Affiliate Networks
When you click on or redeem an offer, limited information may be shared with the relevant retailer, brand partner or affiliate network so that clicks, redemptions, cashback and commissions can be tracked correctly.
What may be shared
- An anonymised tracking ID
- Click or redemption timestamp
- Offer ID
- General location, such as city, where required for reporting or offer relevance
What we do not share
- No - Your name
- No - Your email address
- No - Your full address
- No - Your activity across other Rent Rewards offers
- No - Direct personal identifiers unless you choose to provide them to a third-party site yourself
Cashback and Gift Card Offers
Some offers on the Platform, such as cashback and gift card offers, are provided by Spendstream Ltd. When you choose one of these offers, you may be redirected to Spendstream's platform to complete your transaction.
To help provide these services, we may share limited personal information with Spendstream, such as your name and email address, where this is necessary to identify your account, process your chosen offer or provide a seamless user experience. Spendstream processes this information as an independent data controller in accordance with its own Privacy Policy.
If you have chosen to receive marketing communications, Spendstream may also send you service-related reminders about an incomplete or abandoned purchase, where this forms part of the service you have chosen to use.
You can unsubscribe from these communications at any time by using the unsubscribe link included in the email or by updating your communication preferences where available.
5.2 Your Landlord or Letting Agent
We provide your landlord or letting agent with aggregated and anonymised insights only. This means the information is grouped together and does not identify you personally.
What they may see
- Yes - Total number of tenants using the Platform
- Yes - Total clicks and redemptions overall, not per person
- Yes - Aggregate savings, such as total tenant savings in a month
- Yes - Popular offer categories
- Yes - Overall platform engagement metrics
What they do not see
- No - Your individual activity
- No - Which specific offers you clicked
- No - Your email address or contact information through activity reports
- No - How much you personally saved
- No - Your browsing patterns
5.3 Service Providers and Sub-Processors
We work with trusted third-party service providers to help run the Platform. These providers only process personal data on our instructions and under appropriate contracts.
Types of providers we may use
- Cloud hosting providers
- Email service providers
- Analytics tools, such as Google Analytics and Microsoft Clarity where enabled with appropriate consent
- Customer support tools
- Security and fraud prevention tools
- Professional advisers where required
Our service providers must:
- Yes - Use your data only on our instructions
- Yes - Protect your data with appropriate security measures
- Yes - Comply with UK GDPR requirements
- Yes - Not sell or use your data for their own unrelated purposes
- Yes - Assist us with data protection rights requests where needed
A current list of key sub-processors is available by emailing privacy@rentrewards.io.
5.4 Legal and Regulatory Disclosures
We may share personal information where required by law, regulation, court order or a lawful request from a regulator or public authority. We will only disclose what is necessary in the circumstances.
6. Marketing Communications
We only send marketing emails where you have chosen to receive them. Essential account communications are separate from marketing communications.
6.1 Essential Communications
These are needed to keep your account working and cannot usually be opted out of while you have an account:
- Account creation and verification emails
- Password resets and security alerts
- Important service updates
- Changes to this Privacy Policy, our Terms & Conditions or our Cookie Policy
- Responses to your enquiries
6.2 Marketing Communications
These are optional and may include:
- Offer roundups
- New brand partner announcements
- Seasonal savings tips
- Exclusive tenant deals
- Platform updates and feature releases
6.3 Giving Consent
When you create your account, you can choose whether to receive marketing emails. We do not use pre-ticked boxes or assume consent.
6.4 Changing Your Mind
You can stop marketing emails at any time by:
- Clicking "unsubscribe" in any marketing email
- Changing your preferences in account settings, where available
- Emailing privacy@rentrewards.io and asking to unsubscribe
We will process unsubscribe requests promptly and within 2 business days where possible. You may still receive essential account emails.
7. Cookies and Similar Technologies
We use cookies and similar technologies to keep the Platform working, remember your preferences, understand engagement and support affiliate tracking. Except for strictly necessary cookies, we only use cookies after you have made your choices through our cookie banner.
You can change your cookie preferences at any time using the Cookie Settings link in the Platform footer.
For more details, please read our Cookie Policy: https://www.rentrewards.io/cookie-policy
8. International Transfers
Our aim is to process and store personal information within the United Kingdom and European Economic Area (EEA). Where we use service providers that involve any transfer of personal data outside the UK or EEA, we will ensure appropriate safeguards are in place, such as a UK adequacy regulation, the UK International Data Transfer Agreement or another lawful transfer mechanism.
If our approach to international transfers changes materially, we will update this Privacy Policy and notify users where required.
9. Data Retention
We only keep personal information for as long as we need it for the purposes described in this Privacy Policy, unless a longer retention period is required by law.
9.1 Active Accounts
- Account information: kept while your account remains active
- Platform activity: kept for up to 12 months, then deleted or anonymised unless needed for fraud prevention, dispute resolution or legal reasons
- Marketing preferences: kept until you change your preferences or close your account
- Login and security records: typically kept for up to 90 days unless needed to investigate suspicious activity
9.1a Tenancy Verification Documents
If you sign up directly and upload a document to prove your tenancy, we delete that document once your
application is approved or rejected. If approved, we keep a short internal record confirming that verification took
place, for audit purposes only. If rejected, we delete the document and all related application data - no record is
kept.
9.1b Landlord Verification Documents
If you apply to join Rent Rewards as an independent landlord to invite your tenants, we may ask you to provide documents or information to verify your landlord status, such as a landlord licence number, EPC number or other supporting evidence.
These documents are used solely to verify your eligibility to access the Platform and are retained only until your application has been approved or rejected.
Once verification is complete, the documents themselves are securely deleted. We retain only a short internal audit record confirming that verification took place, including the type of document(s) provided, the date of verification and the outcome of the verification. This record is retained solely for compliance and audit purposes.
9.2 Inactive Accounts
If you do not use your account for 24 months, we may contact you to ask whether you want to keep it open. If we do not hear from you, we may close the account and delete or anonymise your personal information in line with this policy.
9.3 Account Closure or Loss of Eligibility
When your account is closed, or we are notified that you are no longer eligible to access the Platform:
- Your Platform access will be disabled
- Marketing emails will stop
- Personal information will be deleted from active systems within 30 days, unless we need to retain it for legal, security, accounting or dispute resolution reasons
- Backup copies will be deleted or overwritten in line with our normal backup cycles, usually within 90 days
Where your access ends because your landlord or letting agent's partnership with Rent Rewards ends entirely, we will email you to let you know before your data is deleted. In this situation, deletion may take up to 90 days rather than the shorter timeframe above, as this involves a larger-scale process.
9.3a Moving Property
If your landlord or letting agent tells us you have moved or are no longer eligible through them, we will notify you
and delete your personal information in line with Section 9.3. If you are still renting and want to keep using Rent
Rewards, you can sign up directly through the website or app and verify your eligibility yourself. This will be
treated as a new account, and no data is transferred from your previous account.
9.4 Information We May Keep Longer
- Anonymised analytics: kept indefinitely because it cannot reasonably identify you
- Financial and accounting records: kept for up to 6 years where required by HMRC or other legal requirements
- Legal dispute records: kept for the duration of the dispute and for up to 6 years afterwards where necessary
9.5 Early Deletion
You can request deletion of your personal information at any time by closing your account or emailing privacy@rentrewards.io. We will respond within 1 month and delete your information unless we have a lawful reason to keep it.
10. Your Data Protection Rights
UK data protection law gives you rights over your personal information. These rights are explained below.
| Right | What It Means |
|---|---|
| Access | You can ask for a copy of the personal information we hold about you. |
| Rectification | You can ask us to correct inaccurate or incomplete information. |
| Erasure | You can ask us to delete your personal information in certain circumstances. |
| Restriction | You can ask us to temporarily limit how we use your information. |
| Portability | You can ask to receive certain information in a portable format. |
| Objection | You can object to processing based on legitimate interests or direct marketing. |
| Withdraw Consent | Where we rely on consent, you can withdraw that consent at any time. |
How to Exercise Your Rights
To make a request, email privacy@rentrewards.io with:
- Your full name and account email address
- The right you want to exercise
- Details of your request
We may need to verify your identity before responding. This is to protect your privacy and prevent unauthorised access to your information.
We will usually respond within 1 month. If your request is complex, we may take up to 3 months, but we will let you know if this applies.
Fees
We do not charge for reasonable requests. We may charge a reasonable fee or refuse a request if it is clearly unfounded, repetitive or excessive.
Right to Complain
You have the right to complain to the Information Commissioner’s Office (ICO), the UK data protection regulator. We would appreciate the opportunity to resolve your concern first, but you can complain to the ICO at any time.
Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
Telephone: 0303 123 1113 | Website: www.ico.org.uk | Make a complaint: www.ico.org.uk/make-a-complaint
11. Security Measures
We take appropriate technical and organisational measures to protect your personal information.
Technical Security
- Yes - Encryption in transit using HTTPS/TLS
- Yes - Secure password hashing rather than storing passwords in plain text
- Yes - Access controls so only authorised people can access systems where needed
- Yes - Security monitoring and logging
- Yes - Regular security updates and vulnerability management
Organisational Security
- Yes - Confidentiality obligations for people with access to personal data
- Yes - Data protection training and awareness
- Yes - Role-based access to personal information
- Yes - Supplier due diligence and data processing agreements
- Yes - Procedures for handling data subject requests and security incidents
Data Breach Response
If we become aware of a personal data breach, we will investigate and take appropriate steps to contain it. Where required by law, we will notify the ICO within 72 hours and notify affected individuals without undue delay where there is a high risk to their rights and freedoms.
Your Role in Security
You can help protect your account by:
- Using a strong, unique password
- Keeping your login details private
- Logging out on shared devices
- Keeping your email account secure
- Contacting us immediately if you suspect unauthorised access
12. Automated Decision-Making and Profiling
We do not use automated decision-making that has a legal or similarly significant effect on you.
We may use simple personalisation to improve your experience, such as showing offers based on your city, previous clicks or interests. This does not prevent you from browsing other offers and does not affect your legal rights.
Your Control
- You can ignore personalised recommendations
- You can browse available offers regardless of recommendations
- You can manage marketing preferences
- You can contact us if you have questions about how personalisation works
13. Age Restrictions and Children’s Privacy
The Rent Rewards Platform is intended for users aged 18 and over. We do not knowingly collect personal information from anyone under 18.
If you are under 18 and have created an account, please email privacy@rentrewards.io and we will delete the account and associated personal information.
If you believe a child under 18 has created an account, please contact us at privacy@rentrewards.io.
14. Links to Other Websites
The Platform contains links to third-party websites, including retailers, brand partners, affiliate networks and providers such as Spendstream. This Privacy Policy does not apply to those websites.
When you leave Rent Rewards and visit a third-party website, that third party is responsible for how it collects and uses your personal information. You should review their privacy policy before providing personal information or making a purchase.
15. Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our services, legal requirements or how we process personal information.
Material Changes
If changes significantly affect your rights or how we use your information, we will provide advance notice where appropriate, such as by email or a prominent notice on the Platform.
Minor Changes
For minor updates, such as clarifications or formatting changes, we will update the "Last Updated" date at the top of this policy.
Your Options
If you do not agree with a material change, you can contact us, object where applicable, or close your account and request deletion of your personal information.
16. Contact Us
If you have any questions about this Privacy Policy or how we handle your personal information, please contact us.
| Contact Type | Details |
|---|---|
| Data Protection Officer | Gillian Malone-Johnstone |
| privacy@rentrewards.io | |
| Company | Rent Rewards Ltd |
| Company Number | 16755649 |
| ICO Registration | ZC020714 |
| Registered Office | 3rd Floor, 86-90 Paul Street, London EC2A 4NE, England |
| Website | https://www.rentrewards.io |
Use this email for privacy questions, data subject access requests, deletion requests, corrections, opt-out requests, complaints about data handling or data breach concerns.
Complaints Authority
You can also complain to the Information Commissioner’s Office:
Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
Telephone: 0303 123 1113 | Website: www.ico.org.uk | Email: casework@ico.org.uk
Making Every Tenancy a Little Richer - Safely and Securely
Thank you for taking the time to read our Privacy Policy. We are committed to protecting your privacy, being transparent, giving you control, respecting your choices and staying compliant with UK data protection law.
Questions? Email privacy@rentrewards.io - we are happy to help.