> ## Documentation Index
> Fetch the complete documentation index at: https://help.propops.app/llms.txt
> Use this file to discover all available pages before exploring further.

# Tenants & Landlords

> Manage tenant and landlord records, control what each party can see, and fulfil GDPR right-of-access requests with a single export.

PropOps stores separate records for tenants and landlords. Tenants are **data records managed by staff** and do not have login accounts. Landlords can optionally be set up as clients with their own branch, giving them login access to view jobs and reports for their portfolio.

<Note>
  PropOps Web is designed to meet the requirements of the **UK General Data Protection Regulation (UK GDPR)** and the **Data Protection Act 2018**. Personal data for tenants and landlords is encrypted at rest, access is role-controlled, and a full right-of-access export is available on request. Your organisation remains the data controller for the personal data you hold in PropOps Web.
</Note>

***

## Tenant records

A tenant record holds the contact information needed to manage maintenance jobs at their property.

| Field             | Description                                        |
| ----------------- | -------------------------------------------------- |
| **Name**          | Tenant's full name                                 |
| **Primary phone** | Main contact number                                |
| **Work phone**    | Secondary contact number (optional)                |
| **Email**         | Email address for notifications and correspondence |

All personal data fields are encrypted at rest using modern authenticated encryption, so even if the underlying data were accessed without authorisation, individual records cannot be read.

### Linking tenants to jobs

When creating or editing a job, search for the tenant in the **Tenants** field and select them from the list. Multiple tenants can be linked to a single job (for example, a shared property). Linked tenants are listed on the job record and can receive job-related notifications.

### Viewing a tenant's jobs

Open a tenant record to see all jobs that have been linked to that tenant. This gives a complete history of maintenance work at their property without needing to search through the full jobs list.

***

## Landlord records

Landlord records store ownership and portfolio information for properties. Staff use landlord records to:

* Link properties and jobs to the correct property owner
* Track which landlord is responsible for each address
* Generate reports on maintenance activity per landlord portfolio

If a landlord is set up as a client with their own branch, they can log in to PropOps and view jobs, reports, and communications for their portfolio. Otherwise, job updates and reports are shared with landlords by staff via email or other channels outside the platform.

***

## Privacy controls

PropOps enforces strict access boundaries between account types:

* **Tenant data** is only accessible to staff, agents, and contractors who have the relevant permissions. Tenants do not have platform access.
* **Landlords** set up as clients with their own branch can log in and see jobs and reports scoped to their branch. Landlord records without a client account are managed by staff.
* **Contractors** can only see jobs they are assigned to. They cannot see other contractors' details or client financial data.
* **Agents** can see jobs within their branch, subject to branch sharing configuration.
* **Staff** have the broadest access, subject to their individual role permissions.

These boundaries are enforced at every API endpoint, not just in the user interface. A user cannot access another party's data by navigating directly to a URL or making a direct API call.

***

## GDPR right-of-access export

Under UK GDPR, a tenant has the right to receive a copy of all personal data you hold about them. PropOps makes this straightforward.

When a tenant makes a subject access request:

1. Open the tenant's record in PropOps.
2. Select **Export GDPR Report** from the tenant actions.
3. PropOps generates a complete, portable report containing all personal data held for that tenant — including their contact details, linked job information, and any other data associated with their record.
4. Download the report and provide it to the tenant.

The export is produced in a structured, readable format that can be shared directly with the tenant or reviewed by your data protection officer before sending.

<Note>
  You must respond to a valid subject access request within **one calendar month** under UK GDPR. PropOps provides the data; your organisation is responsible for reviewing it, redacting any third-party personal data where appropriate, and delivering it to the requestor within the legal timeframe.
</Note>

***

## Data retention

PropOps includes configurable data retention periods. Personal data for tenants and landlords is automatically purged after the retention period expires, in line with your organisation's data minimisation obligations under UK GDPR. Your administrator configures retention periods under **Settings → Data Retention**.

All data-access and modification events are logged to the activity log, providing the evidence trail required for ICO breach notifications and compliance audits.