Tenancy End-of-Life Archiving
Tenancy End-of-Life Archiving
When a tenancy is closed on the platform, a read-only archived record is created automatically. This archive is stored for 6 years in line with UK statutory retention requirements and is accessible to all authorised parties throughout that period.
What Gets Archived
On closure, the platform captures a complete snapshot of the tenancy record. The archive includes:
| Category | Contents |
|---|---|
| Evidence | Photographs, videos, inventory reports, and all uploaded supporting documents |
| Communications | The full message thread between landlord, agent, and tenant |
| Signatures | Signed check-in/check-out reports and countersigned deduction agreements |
| Outcomes | Agreed or adjudicated deduction decisions and final deposit settlement figures |
The archived record is created at the moment of tenancy closure — no manual steps are required.
Retention Period
Archives are retained for 6 years from the date of tenancy closure. This aligns with the UK statutory limitation period for contract and deposit disputes and supports compliance with the Renters' Rights Act.
After 6 years, records are subject to automatic deletion in accordance with the platform's data retention policy.
Access Controls
- Archived records are read-only. Once created, no party — including platform administrators — can alter the content of the archive.
- Access is role-scoped:
- Tenants can view and download archives for their own tenancies.
- Landlords and agents can view and download archives for tenancies they managed.
- Platform administrators have audit-level read access for compliance and support purposes.
- Access permissions are fixed at the point of archiving and cannot be changed retroactively.
Downloading an Archive
Any party with access can download the full archive at any time during the 6-year retention window.
What the download includes
- All evidence files (original filenames and metadata preserved)
- A structured communications transcript
- Signature certificates for all signed documents
- An outcome summary detailing deduction decisions and settlement figures
How to download
- Navigate to Tenancies and select a closed tenancy.
- Open the Archive tab.
- Click Download Archive to generate and download the archive package.
Note: Large archives (e.g. those with many high-resolution photos or videos) may take a few moments to package before the download begins.
Compliance Notes
- The archiving feature is designed to support landlord and agent obligations under the Renters' Rights Act and the Tenancy Deposit Protection scheme rules.
- Read-only enforcement and access controls provide an auditable chain of evidence should a dispute be escalated to an adjudicator, court, or tribunal after tenancy closure.
- The 6-year retention period covers the standard limitation period under the Limitation Act 1980 for contract claims in England and Wales.