Privacy notice
Maintenance reports
This short notice explains how information submitted through the D.A.Y.S. maintenance reporting form is handled. D.A.Y.S. is a property-administration trading name and communications brand used by the landlord’s appointed property administrator. It is not the legal landlord unless your tenancy documents expressly say otherwise.
Information collected
The form is designed to collect only the information needed to identify the property and understand the repair: the property/reporting reference, issue and urgency, when it started, safety and isolation information, an optional access window, a description of the problem, actions already taken, and any photographs, short videos or documents attached. The form does not ask for a tenant name, date of birth, financial details, telephone number or email address.
Why it is used
The information is used by the appointed property administrator on behalf of the relevant landlord to administer the tenancy, meet property repair and safety obligations, protect people and property, arrange access, appoint contractors, manage insurance matters and keep an appropriate maintenance record.
Who it may be shared with
Relevant information may be shared with the legal landlord named in the tenancy agreement, appointed contractors, insurers, professional advisers, emergency services, utility emergency services, local authorities or other bodies where this is necessary and lawful.
How the form works
The website sends the report to the designated D.A.Y.S. maintenance mailbox and shows an on-screen reference after successful submission. D.A.Y.S. is used here as the property-administration communications brand; the website does not operate a separate online maintenance database. The email delivery and website infrastructure providers necessarily process the submission to deliver it.
Retention and security
Maintenance email is kept only for as long as it is operationally required under the landlord’s chosen record process. Any longer-term maintenance record can be kept separately under that process. Access should be limited to those who need it.
Your rights and contact
Requests or questions about personal information should be sent through the D.A.Y.S. administration contact: days-property@outlook.com. The legal landlord for your property is the person identified in your tenancy agreement.