Privacy Policy

    Last updated: 3 November 2026

    Advertising measurement and cookie choices

    We use Google Ads to measure clicks on FreshRent App Store links and optimise our advertising. These clicks do not confirm an app download. Google may receive advertising identifiers, cookie data, IP address, device and browser information, page URLs and the time of the click. We do not send names or email addresses for customer matching.

    Advertising tracking is blocked until you accept in the UK, EEA, Switzerland and Canada, and where your region cannot be established. Elsewhere it may run without a banner, but an explicit rejection always takes priority. Open Cookie settings in the footer to change or withdraw your choice. We retain your choice, timestamp, notice version and text, region and a browser-local visitor reference in your browser, preserving previous acceptance records when you withdraw. Clearing browser storage removes those local records.

    Read how Google uses advertising data. FreshRent remains responsible for reviewing applicable privacy and consent requirements.

    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