Privacy

Who we are

PortfolioGaps provides administrative paperwork checks for the English private rented sector register. Contact: hello@portfoliogaps.co.uk.

What this service does

• The free postcode check looks up energy certificates on the government open register and shows results to you only.
• A paid audit uses a property list you upload after payment (or email us), plus that same public register, to produce a report for you.

This is admin help, not legal advice.

Data we process

• Public energy certificate data from MHCLG (addresses, bands, dates). Looking this up for a product makes us a data controller under UK GDPR.
• Contact details you send us (name, email, agency name).
• Portfolio files you send for an audit (addresses, postcodes, certificate dates, landlord names if included).
• Payment data is handled by Stripe if you pay by card. We do not store card numbers.

What we do not do

• We do not publish address-level results on the open web.
• We do not sell personal data.
• We do not use the free checker results for marketing lists.
• We do not keep client portfolio files longer than needed for the job and a short follow-up window (default: delete within 90 days unless you ask us to retain them for a re-check).

Local technical storage

The website may cache energy certificate API responses on the server for up to 30 days so repeat lookups are faster and stay within government rate limits. Cached files are not public.

Legal bases

• Contract for paid audits.
• Legitimate interests for operating the free checker and improving the service, balanced against privacy risk.
• Legal obligation where tax or accounting rules require retaining invoices.

Your rights

You can ask for a copy of data we hold about you, ask us to correct it, or ask us to delete it (unless we must keep it for law or an active contract). Email hello@portfoliogaps.co.uk. You can also complain to the ICO (ico.org.uk).

Cookies

We do not use advertising cookies. Basic server logs may record IP address and pages visited for security and debugging.