1. Introduction

FreshRent Ltd ("we", "our", or "us") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our property inspection reporting platform at freshrent.co.uk and app.freshrent.co.uk (the "Service").

We are registered in England and Wales and comply with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

2. Information We Collect

2.1 Personal Information

When you register for an account, we collect:

Name and email address
Phone number (optional)
Company or agency name
Billing information and payment details

2.2 Property Data

When you use our Service, we store:

Property addresses and details
Photographs taken during inspections
Condition notes and descriptions
Meter readings and defect reports
Generated PDF reports

2.3 Technical Data

We automatically collect:

IP address and device information
Browser type and version
Usage data and analytics
Cookies and similar technologies

3. How We Use Your Information

We use your information to:

Provide and maintain our Service
Process your transactions and manage your subscription
Generate property inspection reports
Provide AI-enhanced descriptions for room conditions
Send you service updates and support communications
Improve our Service and develop new features
Comply with legal obligations

4. Legal Basis for Processing

Under UK GDPR, we process your data based on:

Contract: To perform our contract with you when you use our Service
Legitimate interests: To improve our Service and for business operations
Consent: For marketing communications (which you can withdraw at any time)
Legal obligation: To comply with applicable laws and regulations

5. Data Retention

We retain your data according to your subscription tier:

Free tier: Reports stored for 7 days
Agent tier: Reports stored for 14 days
Agency tier: Reports stored for 90 days
Pro tier: Reports stored for 2 years

Account information is retained for the duration of your account plus 6 years for legal and accounting purposes.

6. Data Sharing

We may share your information with:

Cloud service providers (for hosting and storage)
Payment processors (Stripe) for billing
AI service providers (for description enhancement features)
Analytics providers (to improve our Service)
Legal authorities when required by law

We do not sell your personal data to third parties.

7. Your Rights

Under UK GDPR, you have the right to:

Access your personal data
Rectify inaccurate data
Erase your data (right to be forgotten)
Restrict processing
Data portability
Object to processing
Withdraw consent at any time

To exercise these rights, contact us at privacy@freshrent.co.uk

8. Data Security

We implement appropriate technical and organisational measures to protect your data, including encryption in transit and at rest, secure cloud infrastructure, regular security audits, and access controls.

9. International Transfers

Your data may be processed outside the UK. When this occurs, we ensure appropriate safeguards are in place, such as Standard Contractual Clauses or adequacy decisions.

10. Contact Us

For privacy-related enquiries, contact our Data Protection Officer:

Email: privacy@freshrent.co.uk
Address: FreshRent Ltd, 123 Property Lane, London, EC1A 1AA

You also have the right to lodge a complaint with the Information Commissioner's Office (ICO) at ico.org.uk