Privacy Policy

    Last updated: 21 April 2026

    1. Who we are

    Ground8 is a trading name of Ground8 Ltd, a company registered in England and Wales. We are the data controller for personal data processed through our platform. Our registered address is London, United Kingdom. Contact: hello@ground8.co.uk.

    2. What data we collect

    We collect the following categories of personal data:

    • Account information: name, email address, contact details
    • Property data: addresses, compliance certificate details, tenancy information
    • Tenant data: names, contact details, Right to Rent documentation references
    • Usage data: how you interact with our platform, feature usage, login times
    • Payment data: billing information processed securely via Stripe

    3. How we use your data

    We process personal data for the following purposes:

    • Providing and maintaining our compliance tracking service
    • Sending compliance deadline reminders and notifications
    • Improving our platform based on usage patterns
    • Processing payments and managing subscriptions
    • Communicating product updates and changes to legislation

    4. Legal basis for processing

    We process your data based on: (a) contractual necessity — to provide the service you've signed up for; (b) legitimate interest — to improve our service and communicate relevant updates; (c) consent — for optional marketing communications, which you can withdraw at any time.

    5. Data storage and security

    Personal data we hold in our own systems is stored on servers located in the United Kingdom, encrypted at rest and in transit using industry-standard 256-bit encryption. We conduct regular security audits and maintain strict access controls. Data we share with the third-party processors listed in section 6 may be stored on those processors' own infrastructure outside our UK servers; see that section for details.

    6. Third-party processors

    We use a small number of trusted third-party services to operate parts of our website and platform. When you interact with the relevant feature, your data is transmitted directly from your browser (or our servers) to these processors, which means they will also see normal connection metadata such as your IP address and user agent:

    • Kit (formerly ConvertKit) — email marketing. If you submit your email address through a downloadable resource or newsletter form on this site, your email address is forwarded from our server to Kit's servers (US-based) so they can deliver the resource and any follow-up emails you've consented to. Your submission passes through Ground8's own backend before reaching Kit; however, Kit's servers are US-based and outside our UK infrastructure. You can unsubscribe at any time from any email Kit sends you.
    • Stripe — payment processing. If you subscribe to a paid plan, your billing details are processed by Stripe under their own privacy policy.

    We do not share personal data with any other third parties for marketing or advertising purposes.

    7. Data retention

    We retain your data for as long as your account is active plus 30 days after cancellation. After this period, all personal data is permanently deleted. Compliance records may be retained in anonymised form for analytical purposes.

    8. Your rights

    Under UK GDPR, you have the right to:

    • Access your personal data
    • Rectify inaccurate data
    • Erase your data (right to be forgotten)
    • Restrict processing
    • Data portability — export your data in a machine-readable format
    • Object to processing based on legitimate interest

    9. Contact

    For any data protection enquiries, contact us at hello@ground8.co.uk. You also have the right to lodge a complaint with the Information Commissioner's Office (ICO) at ico.org.uk.