Privacy Policy

Who this covers

This notice applies to public website visitors, tenant applicants, tenant portal users, landlords, letting agents, team members, and anyone who sends information through DoorHop-powered housing services.

If DoorHop is being used by or on behalf of a council, housing partnership, or homelessness-prevention service, that organisation may rely on its own statutory, contractual, or public-task responsibilities when deciding how data is used.

What we collect

• Identity and contact details such as name, email address, phone number, and address or postcode.
• Housing and application details such as budget, preferred area, move-in timing, employment details, household information, and joint tenant details.
• Tenancy, landlord, agency, and property records used to manage applications, agreements, inventory, compliance, maintenance, and move-in steps.
• Messages, attachments, uploaded documents, and support or maintenance submissions.
• Security and technical information such as IP address, browser details, session activity, timestamps, and access logs used to keep the service secure.

Some housing workflows may also involve more sensitive information, for example health, accessibility, safeguarding, or support-related details. Where that happens, those details should only be collected when genuinely needed for the relevant housing service.

How we use personal information

• To create and manage accounts, sign-in access, verification, password reset, and team permissions.
• To receive, review, and progress rental enquiries, applications, viewings, offers, agreements, signing packs, tenancy updates, and maintenance activity.
• To let landlords, agents, tenants, and authorised admins communicate and track housing activity inside the platform.
• To protect the service, detect abuse, rate-limit misuse, scan uploads, investigate suspicious activity, and maintain audit or security records.
• To meet legal, regulatory, contractual, dispute-handling, reporting, or operational requirements linked to the relevant housing service.

Depending on the workflow, DoorHop deployments may rely on contractual necessity, legal obligations, legitimate interests, or public-task responsibilities. If the service is being run for a council or statutory housing programme, public task may apply to some processing.

Who data may be shared with

• Authorised DoorHop site owners and administrators.
• The relevant letting agency, landlord, tenant, contractor, or housing team involved in the workflow.
• Service providers needed to operate the platform, such as email, hosting, payment, storage, or security tools.
• Regulators, auditors, insurers, legal advisers, or law-enforcement bodies where required or justified.

We do not describe every recipient on this page because the controller may differ by deployment. If you need a specific list for a live service, request it from the organisation operating that DoorHop workspace.

How long information is kept

Personal information should only be kept for as long as it is needed for housing delivery, tenancy management, customer support, security, dispute handling, or legal and regulatory obligations.

• Account and tenancy records may be kept while an account, application, tenancy, or related housing relationship remains active.
• Uploads, messages, maintenance records, and audit trails may be retained for operational, dispute, or compliance reasons.
• Security logs and analytics should be reviewed against a defined retention schedule and deleted when no longer needed.

If DoorHop is used by a council or public programme, the controller should document retention periods in a formal retention schedule and align them with UK GDPR and local records-management requirements.

How the service is protected

• Password rules, verification flows, throttling, and access controls.
• Role-based portal access for tenants, landlords, agents, and owners.
• Owner security controls such as IP restrictions and optional two-factor authentication where enabled.
• Upload validation, virus scanning, and private storage for sensitive documents where configured.
• Monitoring and logging for security, troubleshooting, and abuse prevention.

No internet service can promise absolute security. Users should also keep passwords private, use trusted devices, and avoid sharing portal access with other people.

Your privacy rights

Depending on the deployment and the lawful basis being used, you may have rights to request access, correction, deletion, restriction, objection, or a copy of certain personal information.

If you are using DoorHop through a council, housing programme, or property service, contact that organisation first. If you are unsure who operates the workspace, contact the letting team, landlord, or service owner that invited you to use DoorHop.

You may also have the right to complain to the UK Information Commissioner's Office if you believe personal data is being handled unfairly or unlawfully.