EyeRent Privacy notice

Version 1.3, last updated 10 November 2026. Changes from 1.2: agreement records and document opened records; HMRC fraud prevention data, when Making Tax Digital is available; the Google ML Kit text reader in our mobile app, with Google added to who we share data with; date suggestions on certificates; Stripe for online payments; new retention periods for unsigned signing requests, property certificates, listing requests and referencing orders, MTD submission status, agreement records, document opened records, property photos, support conversations and privacy and data rights conversations; a 60-day deletion record so deleted data isn't restored from backups; and the enquiries section renamed "Enquiries to other firms".

Effective date: 10 November 2026

1. Who we are

EyeRent is a trading name of CME Group Ltd, registered in England and Wales, company number 17536235, registered office 11a Mead Way, Fareham, PO16 7LA. ICO registration reference ZC282991.

Contact for privacy questions and rights requests: privacy@eyerent.co.uk.

EyeRent helps landlords keep records for their rental properties. EyeRent is software, not a letting agent, a managing agent or a tax agent. If a managed listing service is offered, it will have its own agency privacy notice and terms.

2. Who this notice is for

• Landlords, joint owners and agents who have an EyeRent account.
• Tenants who are invited to EyeRent by their landlord.
• People applying to rent a property, their guarantors, and the referees they name (previous landlords, employers, accountants), when referencing becomes available.
• People who send an enquiry about a property.

Features described as not yet available do not process live tenant or applicant data through those features today.

3. Who decides how your data is used

• For landlord accounts, billing, support, security and our own business records, CME Group Ltd is the controller. We decide how and why that information is used.
• For information a landlord keeps about their property, tenancy and tenants, the landlord is the controller. CME Group Ltd processes it for the landlord under a data processing agreement. If you are a tenant, applicant or guarantor, your landlord decides what is recorded about you, and you can contact them or us.
• Some other organisations are separate controllers when they receive data through a feature you choose to use. These include PropertyGoose for referencing when available, HMRC for tax submissions when available, and Octo Financial Planning Ltd for mortgage enquiries a landlord asks us to send. Each has its own privacy notice, shown before data is sent. Sending data to another controller does not end our responsibilities for the copy we hold or for the disclosure itself.

4. What we collect and why

The lawful bases below describe our own controller activities. For records we process for a landlord, the landlord chooses and explains their lawful basis in their own privacy notice. The examples below do not choose a basis for them. Our legitimate interests are running a safe service, helping users and preventing misuse; we balance those interests against people's rights.

We do not sell your data. We do not use landlord, tenant or applicant content to train AI models. We do not market to tenants or applicants.

5. Specific features

Messages. Messages and files are seen by the landlord and authorised account users, and by the tenant on their tenancy threads. EyeRent staff access them only for support, security or on the landlord's instructions. Each staff opening of a thread is logged. Users cannot edit or delete messages through the ordinary messaging controls; this does not remove your data protection rights. Please do not send ID documents, bank details or health information in messages.

Reminder emails. We email you about unread messages and items that are due. These are service emails, not marketing. You can turn reminders off in Notification settings.

Tenant referencing and ID documents. Live tenant referencing and tenant ID document features, including ID checks and ID document OCR, are not yet available. We will complete a data protection impact assessment (DPIA) before any of these features goes live. When referencing becomes available, applicants and guarantors will see the relevant notices and give their authority before requests are sent to referees or PropertyGoose. That authority does not replace each controller's assessment of a lawful basis. EyeRent will send the requests and hold the answers; the landlord will decide on the application. EyeRent will not make that decision. Right to Rent is the landlord's responsibility, where it applies; a referencing report does not replace the landlord's check. Please do not upload tenant ID documents through other features while the ID document features are unavailable.

Making Tax Digital (coming soon). Not available yet. EyeRent does not connect to HMRC or send updates today. This option cannot be bought or enabled until it is live. When ready, it will let you review quarterly property figures from your EyeRent records and choose to send them to HMRC yourself. EyeRent will not check your figures or give tax advice. You will sign in on HMRC's website to give permission; we will not see your HMRC password. HMRC will receive submissions and required device and connection information for fraud prevention under its own privacy notice. We will explain the live connection and its retention before enabling it.

Signing. Documents are signed through CMeSign, which is also run by CME Group Ltd. Signed copies and the signing record are copied into EyeRent when signing completes. CMeSign is not a separate company or an external sub-processor.

Camera and photos. We remove location data from photos when you upload them. Please do not photograph people's faces or personal papers. Tenants can see photos shared with them, not every photo held by the landlord.

Trusted phones. If you choose "Trust this phone for 30 days" after entering your two-step code, we keep a record of that phone (its name or model, the date you trusted it and when it was last used) so you can skip the code on it. You still need your password. You can see and remove trusted phones in your account at any time, and they are removed if you change your password, reset two-step sign-in or sign out everywhere. EyeRent staff accounts cannot use this.

Agreement records. When you sign up, you tick to agree to the EyeRent Terms (and, for landlords, the data processing agreement) and to confirm you've read this notice. We save a stamped PDF of exactly what you agreed to in your Documents, under Agreements, and email you a copy. You can view and download it, but nobody can edit or delete it by hand, including EyeRent staff. When a document changes and you agree to the new version, a new record is added and the old ones stay.

Document opened records. When a tenant first opens a document their landlord has shared in the portal, EyeRent records the date, time and version. This shows the document was opened in the portal. It doesn't show that it was formally given or served, which is a matter for the landlord.

Receipt and document reading (OCR). Receipt photos are read on your device. No OCR provider receives the images. The app suggests details for you to check, masks card numbers, and saves neither the image nor the extracted details to EyeRent until you confirm. A confirmed image and its details are then stored in your EyeRent records. This feature is not for tenant ID documents.

The text reader in our mobile app. The app reads receipts with Google's ML Kit text recognition, which is built into the app and runs on your phone. Receipt images and the text read from them aren't sent to Google. Like many app libraries, ML Kit sends Google basic diagnostic and usage data: your device model and operating system version, the app's name and version, an install identifier that isn't designed to identify you or your phone, and performance and error figures. Google uses this to measure and improve ML Kit. It doesn't include your receipts or your EyeRent account details.

Date suggestions on certificates, when available. When you upload a gas safety record, electrical report, EPC or insurance document, EyeRent reads its text on our own systems, or on your device, to suggest issue and due dates for you to check. No outside OCR provider receives the document. The document itself is kept as an upload in your records as usual. From the reading, only the dates you confirm, and a record that you confirmed them, are saved. The text that was read, and the short lines shown as evidence, aren't kept after you confirm, dismiss or cancel. We don't read other document types for dates.

Push notifications. If you turn on push notifications in the app, we will use your notification token and settings to deliver the reminders you choose through the notification service. Lock-screen text will stay general, with no names, addresses, message contents or financial details. You can turn notifications off in the app or your phone settings. Push is subject to the engineering build plan and is not enabled until the provider and safeguards are confirmed.

Enquiries to other firms. We only send your details to another firm when you click Confirm on a screen that shows who receives them, what is sent and their privacy notice. You can withdraw consent for future sending by contacting us. Withdrawal does not undo an earlier lawful disclosure; the recipient explains its own use and rights in its notice.

6. Who we share data with

• Cloudflare hosts EyeRent, stores files and sends our emails. Stored EyeRent data is configured for the EU; network, edge processing and support access can involve other countries, as explained in section 7.
• Stripe, when online payments are available, takes payments from landlords and agents for EyeRent services. We share only the billing details needed: name, billing contact and address, an order reference, what was bought, the amount and payment status. You enter card details directly with Stripe; we do not see or store your full card number. Stripe handles this on our instructions, and also makes its own decisions about some data, for example to prevent fraud and meet its financial legal duties, as explained in Stripe's privacy policy. Stripe may process data outside the UK, including in the United States, under the safeguards in its data processing terms. Tenants, applicants and guarantors are not charged through EyeRent, and their details are not sent to Stripe.
• Google receives basic diagnostic and usage data from ML Kit, the text reader built into our mobile app, as explained in section 5. It doesn't receive receipt images, the text read from them or your EyeRent account details.
• CMeSign is our own signing service within CME Group Ltd, not an external recipient company.
• PropertyGoose, for referencing only when live referencing is available and the applicant has given authority after seeing the notices.
• HMRC, only when the connection becomes available and a landlord chooses to send their own figures.
• Octo Financial Planning Ltd or another named enquiry recipient, only when a landlord confirms sending an enquiry.
• A notification delivery service, if you enable push once it is available. Its details will be in Schedule 2 of the data processing agreement before activation.
• Professional advisers, insurers and authorities where necessary for legal duties, protecting legal claims or investigating misuse, subject to a lawful basis and appropriate safeguards.

The list of our sub-processors is in the data processing agreement, Schedule 2. No external OCR provider receives receipt photos for reading.

7. International transfers

EyeRent is configured to store account records and files in the EU. Storage location does not mean all processing stays there: provider support, edge services and any future push service can involve other countries.

For transfers subject to UK GDPR restrictions, we use applicable UK adequacy regulations or appropriate safeguards, such as the UK International Data Transfer Agreement (IDTA) or the UK Addendum to the EU Standard Contractual Clauses, with the required transfer assessment and any extra safeguards. We check the recipient and transfer arrangements before enabling the processing. You can ask privacy@eyerent.co.uk for information about the relevant safeguards and a copy, with confidential details removed where necessary.

8. How long we keep data

We keep tenancy messages and files for 6 years after the tenancy ends because they may be needed for deposit disputes or legal claims. Enquiry threads that do not lead to a tenancy are deleted 6 months after the last message. Authorised staff access is limited as described in section 5, and each opening of a thread is logged.

These are the service retention periods, not a requirement to keep all data regardless of need. For data held for a landlord, we follow their lawful deletion instructions and the DPA. After account closure the landlord has 30 days to export their data, unless they choose earlier deletion or return. At the end of that window we delete the remaining customer records; we do not keep a tenancy file for the full service retention period after the account closes. We retain our own controller records only for their applicable periods. Agreement records are our own records and are kept for 6 years after the account closes, as shown above, because they may be needed if there's a dispute about what was agreed.

A deletion pause for a dispute or claim is limited to the relevant records, supported by a documented lawful reason and reviewed until that reason ends. Deleted data is put beyond ordinary use in backups and leaves backups within 35 days of deletion from the live system. A backup restore does not put deleted data back into ordinary use. To make sure of this, we keep a deletion record (references only, no content) for 60 days after each deletion, or longer only while a legal hold or account closure it relates to is still open.

9. Your rights

Depending on the circumstances and lawful basis, you can ask to see, correct or delete your data, restrict or object to its use, and receive a portable copy where that right applies. Where we rely on consent, you can withdraw it at any time without affecting earlier lawful use. Contact privacy@eyerent.co.uk to exercise your rights; no particular form is needed.

If your request is about information your landlord keeps, we will promptly pass it to your landlord and help them answer. We may ask for enough information to confirm your identity. We respond to requests about our own controller records without undue delay, normally within one month, and explain any lawful extension or refusal. Some information is necessary to run your account or provide a feature; without it we may be unable to provide that service. Optional enquiries and push can be declined without losing your account. If you ask us to delete your data, we may keep your agreement records until their retention period ends where we need them to establish or defend legal claims, and we'll tell you if so.

You can complain to the Information Commissioner's Office at https://ico.org.uk/ or on 0303 123 1113. You can contact the ICO directly; contacting us first is optional.

10. Automated decisions

EyeRent does not make solely automated decisions about people that have legal or similarly significant effects. Document type suggestions and receipt reading are suggestions that you confirm. Landlords decide on applications; any separate referencing company's processing is explained in its own notice before use.

11. Security

Data is encrypted in transit and at rest. Staff and admins use two-step sign-in. Access is limited by role and property or tenancy permissions. Staff access to tenant documents is logged. The DPA describes further security measures.

12. Changes

We will update this notice when EyeRent changes and show the date at the top. If a change materially affects how we use your data, we'll tell account holders by email or in EyeRent before it takes effect. Earlier versions are available on request from privacy@eyerent.co.uk. Before enabling a new use of personal data, we will explain it and obtain consent where that is the appropriate basis.