Privacy Policy

The data controller for your personal data is Freehold.Pro Limited, a company registered in England and Wales.

• Company registration number: 15893372
• Registered address: 128 City Road, London, England, EC1V 2NX
• Contact: info@freehold.pro

We have not appointed a Data Protection Officer as we are not required to do so under UK GDPR. All privacy-related queries should be directed to info@freehold.pro.

If you have any questions about how we handle your personal data, please contact us at the address above.

We collect personal data in the following ways:

Data you provide directly:

• Name and email address when you register for an account
• Building information including address and management structure
• Financial data you enter such as service charge budgets and transaction records
• Documents you upload including insurance certificates, compliance records, and AGM papers
• Contact details for residents, directors, and contractors that you add to the platform
• Communications you send to us including support requests and enquiries

Data we collect automatically:

• Log data including your IP address, browser type, pages visited, and time spent on the platform
• Device information including operating system and screen resolution
• Usage data such as which features you use and how often
• Analytics data collected via PostHog (see Section 6)

Under UK GDPR we are required to have a lawful basis for processing your personal data. The table below sets out what we use your data for and our lawful basis for doing so:

We use your personal data only for the purposes set out in this policy. Specifically:

• To create and maintain your account and provide access to the platform
• To store and display the building data, documents, and financial records you upload
• To send you transactional emails such as account verification, password resets, and important platform notifications
• To respond to any support requests or queries you send us
• To analyse how the platform is used in anonymised and aggregated form to improve our features — we will never analyse identifiable content you upload for this purpose
• To comply with our legal and regulatory obligations

We will not sell your personal data to any third party. We will not use your personal data for automated decision-making or profiling that produces legal or similarly significant effects.

We do not currently send marketing or promotional emails. If we introduce marketing communications in the future, we will only contact you by email if you have given us your explicit consent to do so. You will always have the right to withdraw that consent and unsubscribe at any time by clicking the unsubscribe link in any marketing email or by contacting us at info@freehold.pro.

Withdrawing consent does not affect the lawfulness of any processing carried out before you withdrew it, and it does not affect your continued use of the platform.

PostHog Analytics: We use PostHog to collect anonymised data about how visitors use this site — pages visited, time on site, general interaction patterns, and session recordings (replays of how you navigate and interact with pages). PostHog is hosted in the EU and no data is sold or shared with third parties. Analytics cookies and session recordings are only active after you have given your explicit consent via our cookie consent banner. All form inputs are masked in session recordings so typed content is not captured.

PostHog sets cookies prefixed with ph_ to track sessions and remember your opt-in or opt-out status. These cookies are only active if you have accepted analytics cookies. You can withdraw your consent at any time by clicking “Cookie Settings” in the footer of any page. See our Cookie Policy for the full list of cookies we use.

Consent and preference cookies: We set a cookie named fh_consent to remember your cookie preferences (365-day expiry). This is strictly necessary to deliver the consent mechanism and is set without prior consent. A functional cookie named fh_founding_seen may be set to remember whether you have dismissed a site notice — this is only set if you have accepted functional cookies.

We share your personal data only with trusted third party service providers who help us operate the platform. All third party providers are contractually required to process your data securely and only for the purposes we specify. Our current third party processors are:

• PostHog Inc. — Analytics, site usage data, and session recordings. Data is hosted in the EU (Frankfurt). Form inputs are masked in recordings. No data is sold or shared with third parties.
• Supabase Inc. — Database infrastructure and user authentication. Data is stored in the EU region.
• Vercel Inc. — Website hosting and CDN. Servers are located in the US and EU; UK Standard Contractual Clauses apply to any UK-to-US transfers.
• Mailgun (Sinch) — Transactional email delivery (e.g. account verification, password reset). Servers may be located in the US; UK Standard Contractual Clauses apply.

We may also disclose your personal data where required to do so by law, by a court order, or by a regulatory authority, or where we believe disclosure is necessary to protect the rights, property, or safety of Freehold.Pro Limited, our users, or others.

We will never sell your personal data to third parties or share it with third parties for their own marketing purposes.

Some of our third party service providers process your data outside the United Kingdom. Where this occurs we ensure that appropriate safeguards are in place in accordance with UK GDPR. The specific transfer mechanisms for each processor are:

• PostHog Inc. (USA, EU-hosted) — data is stored in Frankfurt, EU. No UK-to-US transfer occurs for data at rest.
• Supabase Inc. (USA, EU-hosted) — data is stored in the EU region. No UK-to-US transfer occurs for data at rest.
• Vercel Inc. (USA) — UK Standard Contractual Clauses (SCCs) apply to any personal data processed on US infrastructure.
• Mailgun / Sinch (USA) — UK Standard Contractual Clauses (SCCs) apply to transactional email data processed in the US.

You can obtain a copy of the standard contractual clauses used, or further information about our international transfer safeguards, by contacting us at info@freehold.pro.

We retain your personal data for as long as your account is active and for a reasonable period afterwards to comply with our legal obligations, resolve disputes, and enforce our agreements. Specifically:

• Account data — retained for the duration of your account and deleted within 90 days of account closure upon your request
• Building documents and financial records you upload — retained until you delete them or close your account
• Support communications — retained for up to 3 years
• Analytics data — retained for 12 months in accordance with PostHog's default retention settings. You may request deletion at any time by contacting us at info@freehold.pro
• Legal and financial records — retained for up to 7 years where required by law

Under UK GDPR you have the following rights in relation to your personal data:

• Right of access — you can request a copy of the personal data we hold about you
• Right to rectification — you can ask us to correct inaccurate or incomplete data
• Right to erasure — you can request that we delete your personal data, subject to certain legal exceptions
• Right to restrict processing — you can ask us to limit how we use your data in certain circumstances
• Right to data portability — you can request your data in a structured, commonly used, machine-readable format
• Right to object — you can object to processing based on legitimate interests
• Right to withdraw consent — where processing is based on consent, you can withdraw it at any time

To exercise any of these rights, please contact us at info@freehold.pro. We will respond to your request within one month. We may need to verify your identity before processing your request.

If you are unhappy with how we have handled your personal data, you have the right to lodge a complaint with the Information Commissioner's Office (ICO) at ico.org.uk or by calling 0303 123 1113.

You may close your account and request deletion of your personal data at any time by contacting us at info@freehold.pro.

On receiving a deletion request we will:

• Delete your account and associated personal data within 90 days
• Confirm deletion to you by email
• Retain only data we are legally required to keep, such as financial records required for tax purposes

Please note that deleting your account will also remove access for any other users associated with your building on the platform. We recommend informing your co-directors or residents before closing an account.

We take the security of your personal data seriously and implement appropriate technical and organisational measures to protect it against unauthorised access, loss, or disclosure. These measures include:

• Encryption of data in transit using TLS
• Encryption of data at rest
• Access controls limiting who within our organisation can access personal data
• Regular security reviews of our infrastructure and third party providers

No method of transmission over the internet or electronic storage is completely secure. While we take all reasonable steps to protect your data, we cannot guarantee absolute security.

Freehold.Pro is not intended for use by anyone under the age of 18. We do not knowingly collect personal data from children. If you believe we have inadvertently collected data from a child, please contact us at info@freehold.pro and we will delete it promptly.

We may update this Privacy Policy from time to time to reflect changes in our practices or in applicable law. When we make material changes, we will notify you by email or by displaying a prominent notice on the platform. The date at the top of this page will always reflect when the policy was last updated.

We encourage you to review this policy periodically. Your continued use of Freehold.Pro after any changes constitutes your acknowledgement of the updated policy.

If you have any questions, concerns, or requests relating to this Privacy Policy or to how we handle your personal data, please contact us:

• Email: info@freehold.pro
• Post: Freehold.Pro Limited, 128 City Road, London, England, EC1V 2NX

We aim to respond to all privacy-related enquiries within 5 working days.