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This guide covers managing tenant and landlord records, linking them to jobs, and fulfilling data protection obligations.

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Adding a tenant

1

Open the tenant form

Go to Tenants in the sidebar and select Add Tenant.
2

Enter their details

Fill in the tenant’s full name, primary phone, work phone (optional), and email address. All personal data is encrypted at rest.
3

Save the tenant

Select Save. The tenant record is now available for linking to jobs.

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Linking a tenant to a job

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 — useful for shared properties. Linked tenants:
  • Appear on the job record.
  • Can receive job-related notifications.
  • Can view the job’s status through their own account (if they have one).

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Viewing a tenant’s job history

Open a tenant record to see every job linked to that tenant. This gives a complete maintenance history for their property without searching through the full jobs list.

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Landlord access

Landlords have a read-only view of jobs and properties in their portfolio. They can see:
  • Job status, priority, and description.
  • Assigned agent and contractor names.
  • Key dates (created, scheduled, completed).
Landlords cannot see financial details, case notes, contractor pricing, or data from other landlords’ portfolios.

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Handling a GDPR subject access request

Under UK GDPR, a tenant has the right to receive a copy of all personal data you hold about them. You must respond within one calendar month.
1

Open the tenant record

Find the tenant in the Tenants section and open their profile.
2

Export the GDPR report

Select Export GDPR Report from the tenant actions. PropOps generates a structured report containing all personal data held for that tenant — contact details, linked jobs, and associated records.
3

Review and redact

Download the report and review it. Redact any third-party personal data that should not be disclosed to the requestor.
4

Send to the tenant

Provide the report to the tenant within the one-month deadline.
PropOps provides the data. Your organisation is responsible for reviewing it, applying any necessary redactions, and delivering it within the legal timeframe.

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Data retention

PropOps automatically purges personal data after the configured retention period expires. Your administrator sets retention periods under Admin → Settings → Data Retention. All data-access and modification events are logged to the activity log, providing the audit trail required for ICO breach notifications and compliance audits.