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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 via email or WhatsApp (if configured).

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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 records

Landlord records store ownership and portfolio information. Staff use them to link properties and jobs to the correct property owner and generate per-portfolio maintenance reports. If a landlord is set up as a client with their own branch, they can log in to PropOps and view jobs and reports for their portfolio. Otherwise, job updates and reports are shared with landlords by staff via email or other channels outside the platform.

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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.