Inside LetCompliance
Landlord document vault with OCR, UK 2026
Every certificate, every agreement, filed and dated in seconds.
If HMRC, your insurer or your solicitor asks for a specific document, you need it in seconds, not hunting through email. LetCompliance's document vault stores every landlord document in one encrypted place, with AI that reads each certificate on upload to capture its expiry date and file it against the right property.
Encrypted at rest
AES-256 encryption, EU data residency (within UK/EU jurisdiction), audit log for every view and download. UK GDPR-aligned from day one.
OCR expiry capture
Upload a certificate and OCR reads its expiry date and type, then files it against the right property. Browse and filter by property, document type and date.
Per-property filing
Auto-filed against the correct property and tenancy. No more folders-within-folders.
What it does
- Stores Gas Safety Certificates, EICR reports, EPCs
- Stores tenancy agreements, guarantor deeds, RRA Information Sheets served
- Stores deposit certificates and prescribed information
- Stores Renters' Rights Act Information Sheet service proof
- Stores inventories, check-in and check-out reports
- Exports everything as a ZIP on demand (for sale, probate or audit)
Who it's for
Any landlord who has ever spent 20 minutes searching their inbox for a gas certificate. Especially valuable for Ltd-company portfolios where directors need audit trails.
The legal basis
Landlords must retain Gas Safety Certificates for at least 2 years (GOV.UK). HMRC requires income records for at least 5 years after the 31 January submission deadline. Insurance claims often hinge on being able to produce an up-to-date EICR and inventory. The vault keeps you compliant with all three retention requirements.
Guidance only, not legal advice. Always verify with your solicitor for contested matters.
FAQs
Where is my data stored?
EU data centre (Supabase, Frankfurt region), within UK/EU jurisdiction, AES-256 encrypted at rest and TLS in transit. We never sell or share landlord data.
Can I share a document with my accountant?
Today you can download any document as a PDF and export your figures as an SA105-ready CSV to send to your accountant. Agency workspaces can also invite them as a read-only Viewer; built-in accountant access for individual landlords is on our roadmap.
What happens if I cancel?
Export all documents as a ZIP at any time, before or after cancellation. Data is deleted 30 days after account closure unless you request earlier.
📁 Free: UK Landlord Document Retention Schedule (2026)
Exactly how long you must keep every landlord document under HMRC, GDPR, Companies Act and the Renters’ Rights Act, print and pin to the wall.
- Per-document retention years (gas, EICR, deposit, repair receipts)
- HMRC 6-year rule and the 20-year fraud extension
- Capital improvement receipts — keep forever (CGT)
- GDPR vs RRA Landlord Database conflicts resolved
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