For Social Landlords
Compliance tracking for smaller Welsh housing associations
In short: The Landlord Mate holds every gas safety record, EICR, EPC, fire risk assessment and asbestos survey against the right home, reads the dates off the documents for you, and reminds your team before anything runs out. It was built in Wales for private landlords. We're now opening it to housing associations that are still running compliance on a spreadsheet.
Plenty of Welsh social landlords, including some large ones, still track WHQS compliance element by element in a spreadsheet. It works until the person who owns the spreadsheet is off, or a certificate is sitting in an inbox rather than the folder, or the board asks for a figure and someone has to build it by hand.
What it does
- One record per home, with every certificate attached and dated. Upload a PDF or a photo and the expiry date is read from the document itself.
- Gas safety (annual), electrical installation reports (five-yearly), EPCs, fire risk assessments, asbestos, legionella, smoke and CO alarms, oil and solid fuel servicing, and anything else you need to hold as a document.
- Staged reminders before expiry, so a lapse has to be actively ignored rather than simply forgotten.
- A live dashboard showing every home's status at once, with overdue and due-soon lists you can export for a board paper or a compliance return.
- Bulk upload of existing certificates, so you're not starting from an empty system.
- Ask Mate, a built-in assistant that answers plain-English questions about Welsh landlord obligations.
What it doesn't do
It isn't a housing management system. No rent accounts, no allocations, no repairs workflow, no contractor scheduling. If you already run one of the enterprise platforms with a compliance module you use, you don't need this. It's for the association that has a good housing system and a bad spreadsheet.
Why Wales
The product was built around Welsh law from day one: the Renting Homes (Wales) Act 2016, Rent Smart Wales, and now the Welsh Housing Quality Standard 2023, including the new requirements on responding to hazards such as damp and mould that apply from April 2026. We're based in Cardiff, and the data stays in the UK.
Honest position: we are a small Welsh company and this is a new market for us. If you're a smaller association that wants to get off a spreadsheet, we'd rather have a straight conversation about what you track and whether we fit than sell you something that doesn't.
Tell us roughly how many homes you have and what you're tracking today. Twenty minutes, no pitch deck.
Book a 20-minute call →Frequently asked questions
Is The Landlord Mate built for housing associations?
It was built for private landlords and letting agents in Wales. The certificate tracking underneath, gas, EICR, EPC, fire risk assessments, asbestos, legionella, is the same thing a smaller housing association needs, so we are now opening it up to Welsh social landlords who are still tracking compliance on spreadsheets. Larger associations with an existing asset management system are unlikely to need it.
How much does it cost for a housing association?
Priced per home per year, on invoice, not by card. It is deliberately positioned well below enterprise housing management systems, because it does one job: certificates and reminders. Get in touch with your stock number and we will give you a figure.
Where is our data held?
All data and documents are held in the UK (London region). The Landlord Mate Ltd is registered with the Information Commissioner's Office. No data leaves UK jurisdiction.
Does it replace our housing management system?
No. It replaces the compliance spreadsheet, not the housing management system. It does not do rent accounts, allocations, or repairs. It tracks certificates, reads the expiry dates from the documents themselves, and reminds the right people before anything lapses.