Privacy Policy

1. Scope and data controller

This policy applies to visitors to the HouseKeeper website and users of the HouseKeeper web portal and mobile applications (together, the “Platform”). FunSpex Limited is the controller of personal data described in this policy. We process personal data in accordance with the UK GDPR, the Data Protection Act 2018 and other applicable law.

2. Who this policy applies to

This policy covers property owners and managers, cleaning service providers, website visitors, prospective customers and people who contact us.

3. Information we collect

Information you provide

• Account details including name, email address, telephone number and login credentials.
• Business information including company details, address, VAT information and service rates.
• Property information including addresses, access instructions, task lists and booking or changeover details.
• Payment and invoice information needed to administer services and payments.
• Communications, support requests, feedback and preferences.
• Task records, service notes, time records, photographs and videos uploaded for property-condition or work-completion evidence.

Information collected automatically

• Device, browser, operating-system and network information.
• Login, usage, diagnostic, security and performance data.
• General location inferred from an IP address, rather than precise GPS location.

4. Photographs and videos

Images and videos may be used only to document property condition, completed work, maintenance issues and service quality. They are accessible only to authorised users associated with the relevant property or task. Unless needed for an active claim, dispute, investigation or legal obligation, uploaded images are normally deleted after 60 days.

5. How and why we use information

• To create accounts, authenticate users and provide Platform features.
• To schedule and manage changeovers, tasks, invoices, notifications and support.
• To protect accounts, investigate misuse and maintain Platform security.
• To improve performance, reliability and user experience.
• To meet legal, regulatory, accounting and tax obligations.
• To send service communications and, where permitted, relevant marketing that you can opt out of.

Our lawful bases may include performance of a contract, compliance with a legal obligation, legitimate interests, and consent where the law requires it.

6. Sharing information

We may share information with authorised property owners, managers and cleaners as required to deliver a task; with hosting, storage, communications, support, analytics and payment providers acting under contract; with professional advisers; and with public authorities where legally required. We do not sell personal data.

7. International transfers

Some service providers may process information outside the United Kingdom. Where this happens, we use an appropriate legal transfer mechanism and safeguards required by data-protection law.

8. Retention

We keep personal data only for as long as necessary for the purpose collected, including to provide accounts and services, meet legal and accounting obligations, resolve disputes and protect legal rights. Retention periods vary by record type. Account records may be retained for a reasonable period after closure; statutory financial records are retained for the period required by law.

9. Security

We use organisational and technical controls designed to protect information, including access controls, encryption where appropriate, backups, monitoring and contractual controls for service providers. No online service can guarantee absolute security.

10. Your rights

Depending on the circumstances, you may have rights to access, correct, erase or restrict your personal data; object to processing; receive portable data; withdraw consent; and complain to the Information Commissioner’s Office. We do not currently make decisions about individuals based solely on automated processing that produce legal or similarly significant effects.

11. Cookies and similar technologies

Our website uses only the technologies described in our Cookie Policy. The Platform may use essential session and authentication technologies, plus limited performance monitoring needed to operate and secure the service.

12. Children

HouseKeeper is intended for adults and is not directed to anyone under 18. If you believe a child has provided personal data, contact us so we can investigate and delete it where appropriate.

13. Changes to this policy

We may update this policy when our services, technology or legal obligations change. We will publish the updated version and revise the date above. Where appropriate, we will provide additional notice through the Platform or by email.

14. Contact and complaints

You may also complain to the Information Commissioner’s Office. We would welcome the opportunity to address your concern first.