Privacy policy
Last updated 13 September 2026
Short version: we collect what we need to check your address and build your documents, your card number never reaches us, and we never share anything with landlords or letting agents. If you accept advertising cookies we send Meta a record of what you did here, and section 4 lists exactly what that is, field by field.
1. Who is responsible for your data
Warm Reach Limited, trading as VetMyLandlord, company number 16044570, registered office 128 City Road, London, England, EC1V 2NX, is the data controller.
We are registered with the Information Commissioner's Office, registration number 00014477626.
Contact us about anything on this page at hello@vetmylandlord.com.
2. What we collect, why, and on what basis
| What | Why | Lawful basis |
|---|---|---|
| Your name and email address | To take your order, deliver your pack and support you afterwards | Performance of a contract |
| The rented property address and postcode | To check it against council licensing registers and to produce your documents | Performance of a contract |
| Your tenancy details, including dates, rent paid, occupancy and the landlord or agent name and address | To produce your documents. This is the substance of the pack | Performance of a contract |
| Your phone number, where you give it | It goes on the tribunal form so the tribunal can contact you | Performance of a contract |
| Payment records, being the amount, date, card type and last four digits | To take payment, keep accounting records, and handle refunds and chargebacks | Performance of a contract, and legal obligation for the accounting record |
| Your record of consent to immediate supply, being the wording shown and the time you agreed | To evidence that you agreed to immediate supply | Legal obligation, and our legitimate interest in defending a chargeback |
| Advertising measurement, described in section 4 | To measure which adverts bring people to us and to improve the site | Consent, and only if you accept |
| The tenancy details you give us when you ask us to check an area we do not yet cover, being the address, dates, rent, and how many people and households lived there | To ask your council whether a licensing scheme applies, and to work out what your claim would be worth if one does. You have asked us to do this and we cannot answer without them | Taking steps at your request before entering a contract |
| Where you agreed, before September 2026, to receive our other emails, being the wording shown and the time you agreed | To evidence that you asked for them. We are not sending them: see below | Consent, which you gave and can withdraw |
We no longer send marketing emails, and we no longer ask for permission to. The free check used to offer a tick box for a short sequence about other things a landlord can owe. That box has been removed and the sequence is switched off, so nobody receives those emails, including the people who agreed to them while the box existed. If you are one of them, your agreement is kept only as the record that you gave it, you can still withdraw it, and you can ask us to delete it under section 6.
The answer to your check is not affected and never was. It is the thing you asked us for rather than marketing, so it reaches you either way.
We do not ask for special category data. Please do not send us health information. If you do, we will delete it.
Your full card number never reaches us. Payment is processed by Stripe, who act as a separate controller for their own purposes. We receive only the confirmation and the partial details above.
3. Who we share it with
- Stripe, to take payment
- Netlify, who host the site
- Supabase, where our data is stored
- Our email provider, to send you your pack and to reply to you
- Meta Platforms, for advertising measurement only, and only if you consent. See section 4.
We do not sell your data. We do not share your details with your landlord or your letting agent.
We contact your council to ask whether a licence application is pending for the property. That enquiry identifies the property, not you, and we do not give the council your name unless you ask us to.
4. Advertising measurement, and exactly what goes to Meta
We advertise on Facebook and Instagram. To find out which adverts lead to a sale, we send Meta a record of certain actions on our site.
This only happens if you accept advertising cookies. If you decline, nothing in this section takes place, and you lose no functionality. Consent is the only basis we use for it.
What we send. For each event:
- the action taken, being one of: a page view, starting a check, seeing a result, seeing an eligible result, giving us your email, starting checkout, completing a purchase, or receiving a refund
- your email address and phone number, irreversibly hashed using SHA-256 before they leave our server. Meta receives the hash, never the address or number itself
- your IP address and browser user agent
- Meta's own cookie identifiers,
_fbpand_fbc, if present - the page address, with the query string stripped off
- the name of the council your check related to, the verdict shown, and for a purchase the amount
What we deliberately do not send. We do not send your name, your property address, your postcode, your tenancy dates, your rent, or your landlord's details. The page address is stripped of its query string so that these cannot leak through it.
Where it goes. Meta Platforms Ireland Limited, and onward to Meta Platforms Inc. in the United States. Transfers outside the UK rely on the UK International Data Transfer Addendum to the EU Standard Contractual Clauses, which forms part of Meta's terms.
Your choice. You can accept or decline, and change your mind at any time using the cookie settings link in the footer. Declining stops all of the above.
5. How long we keep it
- Order and payment records: six years from the end of the financial year they relate to, because tax law requires it.
- Your tenancy details and the pack we generated: 24 months from delivery, so you can ask for another copy and because a claim can run on after purchase. Then deleted.
- Your consent record: six years, because it is the evidence that you agreed to immediate supply.
- Support emails: 24 months.
- A free check on an area we do not yet cover: 24 months from the day you asked, then deleted, whether or not you ever bought anything. We keep the council's answer about which schemes it operates, because that is a fact about a council rather than about you and it saves asking them again.
- Advertising data: held by Meta under their own retention rules. We keep no separate copy.
6. Your rights
You can ask us to give you a copy of your data, correct it, delete it, restrict what we do with it, or object to processing. You can also ask us to send your data to someone else. Where we rely on consent, you can withdraw it at any time, and withdrawing it does not affect anything done before you did.
Email privacy@vetmylandlord.com. We will respond within one month.
If you are unhappy with how we have handled your data you can complain to the Information Commissioner's Office at ico.org.uk, or on 0303 123 1113.
7. Changes
If we change this policy we will update the date at the top. If the change is significant we will tell you by email.
VetMyLandlord is a trading name of Warm Reach Limited. It is a document preparation service, not a law firm and not a claims management company.