Privacy Policy

1. Who We Are

Sunderland Landlord Compliance (SLC) is a UK based landlord compliance coordinator and compliance coordination service for landlords, letting agents and homeowners in Sunderland and the North East. We coordinate the following services through accredited and qualified third party delivery partners:

• EPC Assessment, completed and lodged by accredited Domestic Energy Assessors
• Gas Safety Record / CP12, completed by Gas Safe registered engineers
• Boiler / Gas Service add-on, completed by Gas Safe registered engineers
• EICR (Electrical Installation Condition Report), completed by qualified electrical contractors
• SLC Platform Access for compliance record visibility, renewal tracking and structured property compliance administration

SLC does not carry out gas, electrical or EPC assessment work directly, does not lodge EPCs, does not hold workmanship liability and does not issue certificates. All delivery, certification and remedial works remain with the appointed delivery partners.

2. Information We Collect

Depending on how you interact with us, we may collect and process the following data:

• Name and (where given) organisation name
• Email address and phone number
• Role (e.g. landlord, letting agent, subcontractor)
• Property address(es) and basic property information required to quote and coordinate the requested service
• Service(s) requested and any free text notes or messages you submit
• For subcontractor applicants: trade, qualifications, insurance and identification documents uploaded via the Subcontractor Panel (for example proof of insurance, trade qualifications, photo ID such as passport or driving licence)
• Quote, acceptance and job reference history
• Technical information such as IP address and basic usage data (via standard analytics)

Payments are processed by our payment provider (Stripe) or, where agreed, by direct bank transfer following manual issue of payment instructions. We do not store full card details on our systems.

3. How We Use Your Information

We use your information to:

• Review and respond to quote requests for EPC, Gas Safety Record / CP12, Boiler / Gas Service, EICR, remedial works and platform access
• Coordinate appointments and instruct the appropriate accredited or qualified delivery partner
• Issue payment instructions once a quote is accepted and reconcile payments
• Maintain compliance records, renewal reminders and audit trails within the SLC platform
• Assess subcontractor applications, verify uploaded credentials and manage onboarding
• Respond to general enquiries and complaints
• Send service related notifications about your quote, job or account
• Improve the structure, security and performance of our platform

We do not sell, rent or trade your personal data.

4. Legal Basis for Processing

We process personal data under the following lawful bases:

• Performance of a contract (to provide a quote, coordinate a booked service and maintain your compliance record)
• Consent (where you submit information voluntarily, for example via our contact form or subcontractor application)
• Legitimate interests (to operate, secure and improve the platform and our coordination service)
• Legal obligations (where applicable, for example record keeping and tax)

5. Sharing of Information

We share the minimum information necessary to deliver the service you have requested. This may include sharing your name, property address and contact details with the accredited Domestic Energy Assessor, Gas Safe registered engineer, or qualified electrical contractor instructed to attend your property. Where works relate to electrical compliance or remedial action, delivery may be coordinated via Sunderland Electrical Network (SEN), an associated entity.

We also use trusted processors to operate the service, including our hosting and database provider (Supabase / Lovable Cloud), our transactional email provider (Resend) and our payment provider (Stripe). We do not share your data with third parties for marketing purposes.

6. Subcontractor Document Uploads

Documents uploaded by subcontractor applicants (for example insurance certificates, qualifications and photo ID) are stored in a private, access controlled storage bucket. Only authorised SLC administrators can view these documents, using short lived, signed access links. Documents are retained only for as long as needed to assess your application and, where you are onboarded, to evidence your credentials on file.

7. Data Storage and Security

All data is stored on secure UK / EU region infrastructure with row level security, encrypted connections and role based access controls. Access to personal data and uploaded documents is restricted to authorised personnel and protected by individual authenticated accounts.

8. Data Retention

We retain personal data only for as long as necessary to fulfil its purpose, to evidence compliance work coordinated through us or to meet legal, accounting and regulatory requirements. Quote requests that are not accepted are archived after a reasonable period. You can request earlier deletion subject to any overriding legal obligation.

9. Your Rights

You have the right to:

• Access your personal data
• Request correction or deletion
• Withdraw consent at any time
• Object to processing
• Lodge a complaint with the Information Commissioner's Office (ICO)

Requests can be made by contacting us at: info@sunderland-landlord-compliance.co.uk

10. Cookies

This website uses essential cookies and limited local storage for basic functionality (such as remembering your cookie choice and keeping you signed in to your account area). We do not use invasive advertising or cross site tracking cookies.

11. Changes to This Policy

We may update this Privacy Policy periodically. Any changes will be published on this page with a revised "Last updated" date.