All documents, in one place.
Lease agreements, energy certificates, insurance policies, protocols — all archived HMRC-compliant, with full-text search and 10-year retention. No more binder in the cellar.
Six document categories for your daily landlord life
Each category with its own retention period, automatic reminder before expiry, instantly findable via full-text search.
Lease agreements
Includes annexes like house rules, handover protocol, decorative-repair agreements.
Energy performance certificates
Per property with validity date and automatic reminder 6 months before expiry.
Versicherungspolicen
Buildings, liability and glass insurance — linked to premium payments.
Service-provider contracts
Caretaker, gardener, lift — all allocable contracts in one place.
Official notices
Property tax, refuse charges, water charges — scannable straight from the authority’s notices.
Full-text search
Search across all PDF content — including scanned letters via OCR.
Your documents are safe.
HMRC-compliant storage means: immutable, complete, audit-proof. In a tax audit, we create a Z3 export with one click — all receipts structured as CSV with PDF attachments.
- TLS 1.3 in transit, AES-256 at rest
- Daily encrypted backups
- Geo-redundancy across 2 German data centres
- Versioning with audit trail
- 99.9% SLA availability
HMRC-compliant document storage — mandatory for German landlords
The Principles for the Proper Management and Retention of Books, Records and Documents in Electronic Form (HMRC) have applied bindingly since 2015 to all taxpayers who keep their accounts digitally — and this also applies to private landlords from the moment you use accounting or landlord software. The HMRC require that all tax-relevant documents are stored immutable, complete and audit-proof for the legal retention periods.
What does "tamper-proof" mean? Once a document has been filed, you may not simply overwrite or delete it — not even if you spot a typo. Instead, all changes must be logged as a new version with a date and author (audit trail). Rentprime does this automatically: every change creates a new version, and the old one remains viewable.
Retention periods per HMRC: 10 years for invoices, accounting receipts, opening balance sheets and annual financial statements. 6 years for other documents like business correspondence. Lease agreements should be kept at least 3 years beyond the end of the tenancy, as damages claims from the tenancy expire after 6 months from return per German Civil Code — but only if the landlord has the rental property back.
Practical tip for tax audits: During an audit by the tax office, the auditor typically requests a "Z3 export" — all tax-relevant data in structured CSV format. With Rentprime, you create this export with a single click, including all receipts as PDF attachments. That saves days during an audit.