Privacy Policy

Privacy Policy

Last updated: 03/07/2026

1. Introduction

MyCitiPad Limited ("MyCitiPad", "we", "us" or "our") is committed to protecting and respecting your privacy. This Privacy Policy explains how we collect, use, store and protect your personal data when you use the MyCitiPad landlord and tenant portals, our website, and the services connected to them.

We process personal data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. Please read this policy carefully to understand how we handle your information.

2. Who we are (Data Controller)

For the purposes of data-protection law, the data controller is:

MyCitiPad Limited
11 Bingham Pl, London W1U 5AY
Company registration number:15683506
Email:info@mycitipad.com

If you have any questions about this policy or how we handle your data, you can contact us using the details above.

3. The personal data we collect

Depending on your relationship with us, we may collect and process the following categories of personal data:

  • Identity data — name, title, date of birth and, where relevant, proof of identity documents.
  • Contact data — address, email address and telephone number.
  • Property data — details of properties you own, let or occupy, including tenancy information.
  • Financial data — bank account details, payment records, rent, statements and transaction history.
  • Compliance data — information relating to certificates, checks, references and Right to Rent verification.
  • Account data — your login credentials, portal activity and preferences.
  • Technical data — IP address, device information, browser type and usage data collected when you access the portal.
  • Correspondence data — records of communications between you and us.

Where you provide us with personal data about another person (for example, a landlord providing tenant details, or a tenant providing a guarantor's details), you confirm you have the authority and lawful basis to do so.

4. How we collect your data

We collect personal data in a number of ways, including:

  • directly from you when you register, complete forms, upload documents or communicate with us;
  • automatically when you use the portal, through cookies and similar technologies;
  • from third parties, such as referencing agencies, deposit schemes, payment providers and our management systems, where relevant to the services we provide.

5. How we use your data and our lawful bases

We use your personal data only where we have a lawful basis to do so. These bases include:

  • Performance of a contract — to provide the portal and deliver the property, lettings and management services you or your landlord/agent have engaged us for.
  • Legal obligation — to comply with our legal and regulatory duties, including anti-money-laundering, Right to Rent, tax and compliance requirements.
  • Legitimate interests — to operate, secure and improve our services, prevent fraud, and communicate with you, provided your rights do not override these interests.
  • Consent — where required, for example for certain marketing communications, which you may withdraw at any time.

Specifically, we use your data to create and manage your account, provide and administer our services, process payments and statements, maintain compliance records, respond to your enquiries, keep the portal secure, and meet our legal obligations.

6. Sharing your data

We do not sell your personal data. We may share it with third parties only where necessary to deliver our services or meet our legal obligations, including:

  • service providers who support the operation of the portal and our business (such as IT, hosting and software providers);
  • payment processors and banking partners;
  • referencing agencies, deposit protection schemes and insurers;
  • contractors and suppliers where required to carry out maintenance or repairs;
  • professional advisers such as accountants, auditors and solicitors;
  • regulatory bodies, government agencies or law enforcement where required by law.

We require all third parties to respect the security of your data and to process it in accordance with the law.

7. International transfers

Some of our service providers may process data outside the United Kingdom. Where personal data is transferred outside the UK, we take steps to ensure it is protected by appropriate safeguards, such as adequacy regulations or standard contractual clauses, in line with UK data-protection law.

8. How long we keep your data

We retain personal data only for as long as necessary to fulfil the purposes for which it was collected, including to satisfy any legal, regulatory, accounting or reporting requirements.

Retention periods vary depending on the type of data and the reason we hold it. Where data is no longer required, we securely delete or anonymise it.

9. Data security

We have appropriate technical and organisational measures in place to protect your personal data against unauthorised access, loss, misuse or alteration. Access to your data is restricted to those who need it to perform their role.

While we take reasonable steps to protect your information, no method of transmission or storage is completely secure, and you are responsible for keeping your login credentials confidential.

10. Your rights

Under UK data-protection law, you have the following rights in relation to your personal data:

  • Right to be informed — to know how your data is used.
  • Right of access — to request a copy of the data we hold about you.
  • Right to rectification — to have inaccurate or incomplete data corrected.
  • Right to erasure — to request deletion of your data in certain circumstances.
  • Right to restrict processing — to limit how we use your data in certain circumstances.
  • Right to data portability — to receive your data in a portable format.
  • Right to object — to object to certain processing, including direct marketing.
  • Rights relating to automated decision-making — to not be subject to solely automated decisions with legal or similarly significant effects.

To exercise any of these rights, please contact us using the details in section 2. We may need to verify your identity before responding. We will respond within the timeframes required by law.

11. Cookies

The portal and our website use cookies and similar technologies to function correctly, improve performance and understand how they are used. You can control cookies through your browser settings. Further information is set out in our Cookie Policy [insert link], where applicable.

12. Marketing

We may send you information about our services where we have a lawful basis to do so. You can opt out of marketing communications at any time by using the unsubscribe link in our emails or by contacting us directly. Opting out of marketing will not affect communications relating to the services we provide to you.

13. Changes to this Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technology or legal requirements. Any changes will be posted here with an updated "Last updated" date. Where changes are significant, we will take reasonable steps to notify you.

14. How to contact us and complaints

If you have any questions, concerns or requests regarding this Privacy Policy or your personal data, please contact us:

MyCitiPad Limited
11 Bingham Pl, London W1U 5AY
Email:info@mycitipad.com
Telephone:+44 (0)20 3576 6575 

You also have the right to lodge a complaint with the Information Commissioner's Office (ICO), the UK supervisory authority for data-protection matters, at www.ico.org.uk. We would, however, appreciate the chance to address your concerns before you approach the ICO, so please do contact us first.

Back to login page Back to the top