Project Overview
A UK Build-to-Rent (BTR) operator with 4,200 managed apartments across 12 developments needed a unified tenanc...
Technology Stack
Compliance & Standards
The Challenge
A UK Build-to-Rent (BTR) operator with 4,200 managed apartments across 12 developments needed a unified tenancy management platform — replacing fragmented spreadsheets and legacy Yardi (US software not optimised for UK BTR). Homes England BTR Affordability (targeting key workers), RICS Code for Leasing Business Premises, TPO lettings code of practice, Deposit Protection Service integration, Section 21/Section 8 notice management (pre-Renters Rights Bill 2024 changes), UK GDPR for tenant data, and WCAG 2.1 AA were mandatory. Budget: £110,000.
Our Approach
BTR tenancy lifecycle
- enquiry → referencing (Homelet/LetRef → credit check, employment verification, landlord reference) → offer and holding deposit (Deposit Protection Service — Homelet DPS API) → tenancy agreement (digital — DocuSign) → move-in inspection (photographic evidence, condition report) → ongoing tenancy (rent collection, repairs, compliance checks) → renewal or notice (automated renewal offer 2 months before expiry) → move-out (deposit resolution, condition comparison against move-in).
- All stages timestamped and auditable for TPO dispute resolution.
- Rent Collection and Rent-
UK BTR rent collection
- Direct Debit (GoCardless — 1.8% failure rate vs 6.4% card).
- BTR-specific features: rent-free periods (new tenants commonly receive 1–2 months rent-free at new developments), rent review (annual — typically CPI-linked in BTR, tracked automatically), and concession management (short-term discounts for longer tenancy commitments).
Arrears workflow
Day 3 SMS reminder (GOV.UK Notify), Day 7 email, Day 14 letter (recorded delivery — evidence for Section 8 notice).
Section 8 notice
automated generation with correct legal wording (Ground 8/10/11 for rent arrears).
Homes England BTR Affordability
developments built with Homes England grant funding must maintain affordability obligations (typically 20% of units at 80% of market rent for key workers).
Platform
affordability unit tracking (which units are affordable, current tenant key worker eligibility), key worker verification (NHS, emergency services, education — employer verification via GOV.UK email domain check), and Homes England reporting (annual compliance report — unit count, tenant profiles, affordability compliance).
Tenant personal data
name, contact details, employment details, credit check data, bank details, rent payment history.
UK GDPR legal basis
contract performance (tenancy agreement).
Retention
rent payment history retained 7 years (HMRC records), credit check data retained for tenancy duration only (deleted at tenancy end + 30 days).
Right to erasure
tenant can request erasure of non-financial data after tenancy ends — automated erasure workflow (contact details, preferences — financial records retained per HMRC requirement).
The Results
Platform live at 18 weeks, £102,000 — under budget.
Rent collection Direct Debit: 94% adoption (vs 78% on legacy).
Arrears rate: 4.2% → 2.8%.
Renewal conversion: 78% of tenants renewing (vs 65% legacy).
Homes England affordability compliance: 100% (automated reporting, zero manual).
Section 8 notice generation: automated (previously 2 hours manual per notice).
WCAG 2.1 AA: zero non-compliances.
TPO audit: zero findings.
“Arrears from 4.2% to 2.8%. Renewal conversion from 65% to 78% — tenants renewing because the digital experience is excellent. Homes England compliance 100% automated — manual reporting was 3 days per year. Section 8 notices automated — the legal accuracy is better than manual. TPO audit zero findings. The BTR sector deserved purpose-built UK software and that is what we have." — COO, UK BTR Operator (name withheld)”
Project Details
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