Privacy notice

Last updated 11 August 2026

Who we are

Wellkempt is a service provided by Byland Ltd, which is the data controller for the purposes of UK GDPR and the Data Protection Act 2018, and is registered with the Information Commissioner’s Office. “We” below means Byland Ltd.

Two kinds of personal data

Your account data (name, email, login records): we are the controller. It is used to run your account, send the reminders you signed up for, and nothing else. No advertising, no selling data, and no third-party tracking — see “Logs and analytics” below for what is recorded as the site runs.

Your tenants' and guarantors' data (names, contact details, tenancy records, service history): you are the controller and Byland Ltd is your processor, acting only on your instructions. Data subject requests from tenants should go to you, the landlord. Where a tenant's data must be erased, we pseudonymise — the identity is redacted while the dated evidence chain you may need for possession proceedings or tax stays intact, which we consider a legitimate and proportionate retention.

What we hold

More than an account record, and worth being specific about. About you: name, email, sign-in records, your postal address and phone (they appear on a Section 13 notice), and — if you subscribe — a Stripe customer reference. About your properties: the full address, EPC rating, licensing and PRS registration details, and every certificate, report and photograph you upload. About your tenancies: rent, deposit and scheme details, and your tenants' and guarantors' names, email addresses, postal addresses and right-to-rent expiry dates, which indicate immigration status.

If you use the finance features we also hold bank transaction data imported from statements you upload, letting agent statements, your rent ledger and the tax figures derived from them. Property log entries can record damp, mould and fire incidents, which may amount to health information about named occupants.

Who else processes it

Six recipients, all of them necessary to run the service:

• Cloudflare — hosting, database and file storage. Everything above lives here, in Western Europe.
• Cloudflare Workers AI — reads documents so we can suggest what they are. It receives each uploaded PDF in full, up to 6,000 characters of any email you copy to your Wellkempt address, and your property list including full addresses. Its suggestions are never applied without you confirming them.
• Resend — delivers reminder and notification email. Receives your email address and the message.
• Stripe — takes payment if you subscribe. We never see or store your card details. Deleting your account cancels the subscription and deletes the Stripe customer record.
• MHCLG EPC register — queried by postcode when you look up an EPC.
• Google Fonts — serves the typefaces. Your browser requests them directly, so Google receives your IP address. This is the only third party involved in simply viewing the site.

Logs and analytics

There is no third-party analytics service, no advertising network and no cross-site tracking. Nothing is loaded into the page to watch what you do. Two things are recorded as a normal part of running the site, and it would be wrong to call that “no analytics”:

• Cloudflare traffic analytics. Automatic for any site behind Cloudflare, and part of how it blocks attacks. It records the request: IP address, rough location, browser, the page asked for, the response and how long it took. We read it in aggregate — how many people visited, from where, what broke.
• Application logs. Wellkempt records its own diagnostic lines — a nightly job running, an email failing to send, an error. These can include your account’s internal id and, for a failed email, a partly masked address. Cloudflare holds them for a short period; we use them to find out why something broke.

The only cookie is the one that keeps you signed in. There is no consent banner because there is nothing to consent to beyond that.

Where data lives

Evidence files are private — every download requires your login, and files are never publicly addressable. Nightly backups are encrypted and retained for 90 days.

Retention and your rights

Records are kept for as long as your account exists. Deleting your account permanently removes all records, files and backups within the 90-day backup cycle, and cancels and deletes your Stripe customer record. You can export everything at any time from Settings — that export is also our answer to a subject access request. Questions or complaints: reply to any Wellkempt email, and you can always complain to the ICO (ico.org.uk).