HouseKeeper Platform Privacy Policy

Last Updated: 20 October 2025

Effective Date: 20 October 2025

1. Introduction

Welcome to HouseKeeper. This Privacy Policy explains how FunSpex Limited, trading as HouseKeeper.host and owners of the HouseKeeper Platform (“we,” “our,” “us,” or “HouseKeeper”) collects, uses, stores, and protects your personal information when you use our Platform.

Data Controller Registered Address:
FunSpex Limited
Westhill House, 2b Devonshire Road
Bexleyheath, DA6 8DS
United Kingdom
Company Number: [Your Company Number]

We are committed to protecting your privacy and complying with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and other applicable data protection laws.

2. Who This Policy Applies To

This policy applies to:

• Property Owners: Vacation rental property owners and managers who use our web portal
• Cleaners: Professional cleaning service providers who use our mobile application
• Visitors: Anyone who accesses our Platform

3. Information We Collect

3.1 Information You Provide Directly

Property Owner Accounts

• Registration Information: Full name, email address, password, phone number
• Company Information: Company name, company registration number, business address, VAT number (if applicable)
• Property Details: Property addresses, property names, descriptions, capacity information, special requirements, access instructions
• Guest Information: Guest count, pet status, check-in/check-out times (no guest names or personal information)
• Payment Information: Bank account details for invoice processing and payment records

Cleaner Accounts

• Registration Information: Full name, email address, password, phone number
• Business Information: Company name (if applicable), VAT registration details, business address
• Service Rates: Pricing for different cleaning services
• Banking Information: Bank account details, sort code, account number for payment processing
• Task Documentation: Task completion records, time tracking data, service notes

Payment and Subscription Information (Future)

When subscription features are implemented, in-app purchases will be processed through Apple App Store or Google Play Store. We do not collect or store your credit card or payment method information. All payment processing is handled by Apple or Google according to their payment terms and privacy policies.

We will receive limited information about your subscription status (active, expired, cancelled) to manage your account access, but we do not receive your financial information.

3.2 Information Collected Automatically

• Device Information: Device type, operating system, unique device identifiers, mobile network information
• Usage Data: Log files, access times, features used, pages viewed, app performance data
• Location Data: General location based on IP address (not precise GPS location)
• Communication Data: Emails sent through the Platform, notification history

3.3 Camera and Photo Usage

Purpose of Image Collection: HouseKeeper allows cleaners to capture and upload photographs and videos through the mobile application for property maintenance documentation purposes only. Images are used to:

• Document the condition of vacation rental properties before and after cleaning
• Provide visual evidence of completed cleaning tasks
• Record maintenance issues or property damage that require attention
• Support quality assurance and service verification between property owners and cleaners

By using the camera functionality, you acknowledge and agree that:

• You are solely responsible for ensuring all images uploaded are appropriate and comply with these restrictions
• You will only photograph property conditions, cleaning tasks, and maintenance issues
• You will respect the privacy of all individuals and will not capture images of people without their explicit consent
• You will not upload images containing any personally identifiable information of guests or third parties

How We Store and Use Images

Images and videos uploaded through HouseKeeper are:

• Stored securely on Amazon Web Services (AWS) S3 with encryption
• Accessible only to the property owner(s) associated with the specific property and the cleaner who uploaded them
• Used exclusively for property maintenance documentation and service verification purposes
• Not shared with third parties except as required by law or with your explicit consent
• Not used for any marketing, advertising, or facial recognition purposes

Image Retention and Deletion

Deletion Policy: Unless specifically required for ongoing business purposes (such as insurance claims, legal disputes, or documented maintenance issues), all uploaded images are deleted from our systems after 60 days from the upload date.

Images may be retained beyond 60 days only when:

• Associated with an active insurance claim or legal matter
• Documenting significant property damage requiring extended repair timelines
• Required by law or regulatory obligation
• Explicitly marked by the property owner for extended retention for legitimate business purposes

3.4 Information Collected by App Stores

When you download and install the HouseKeeper mobile application from the Apple App Store or Google Play Store, certain information is collected by Apple Inc. or Google LLC respectively, independent of our Platform:

• App Store Account Information: Your Apple ID or Google account information
• Download Data: App download history, installation date, update history
• Device Information: Device type, OS version, country/region
• Purchase Information: Transaction records (if applicable to future paid features)
• Crash Reports: Technical diagnostics if you opt-in to app store crash reporting
• App Reviews: Any reviews or ratings you submit through the app store

4. Legal Basis for Processing (UK GDPR)

We process your personal data under the following legal bases:

Legal Basis	Purpose	Examples
Contract Performance (Article 6(1)(b))	Processing necessary to provide our services	Account creation, task assignment, invoice generation, platform functionality
Legitimate Interests (Article 6(1)(f))	Processing for our legitimate business interests	Fraud prevention, security, platform improvement, customer support
Legal Obligation (Article 6(1)(c))	Compliance with legal requirements	Tax records, accounting obligations, regulatory compliance
Consent (Article 6(1)(a))	Processing based on your explicit consent	Marketing communications (if opted in), optional features

5. How We Use Your Information

We use your personal information for the following purposes:

5.1 Service Delivery

• Create and manage user accounts
• Enable property owners to register properties and invite cleaners
• Facilitate task assignment and completion
• Generate invoices and process payment records
• Send service-related notifications and communications
• Provide customer support

5.2 Platform Improvement

• Analyze usage patterns to improve functionality
• Troubleshoot technical issues
• Develop new features and services
• Conduct internal research and analytics

5.3 Security and Compliance

• Detect and prevent fraud and abuse
• Enforce our Terms of Service
• Comply with legal obligations
• Protect the rights and safety of our users

6. Data Sharing and Disclosure

6.1 Within the Platform

Property Owner and Cleaner Relationship: When a property owner invites a cleaner or assigns tasks, the following information is shared:

• Property owners can see: Cleaner name, contact details, service rates, completed task records, uploaded photos
• Cleaners can see: Property owner name, property address, task requirements, guest count, special instructions

6.2 Third-Party Service Providers

We share data with trusted third-party service providers who help us operate the Platform:

• Cloud Hosting: Amazon Web Services (AWS) for data storage and infrastructure
• Email Services: Amazon SES, SendGrid, or Mailchimp for transactional emails and notifications
• Analytics: Service analytics to monitor app performance and usage (anonymized where possible)
• Payment Processing: Future integration with payment processors (when implemented)

All third-party providers are contractually required to protect your data and use it only for the purposes we specify.

App Distribution Platforms

The HouseKeeper mobile application is distributed through:

• Apple App Store: Operated by Apple Inc., which collects data according to Apple’s Privacy Policy for app distribution, updates, and analytics
• Google Play Store: Operated by Google LLC, which collects data according to Google’s Privacy Policy for app distribution, updates, and analytics

When you download or update the app, these platforms may collect installation data, device information, and usage metrics. We do not control this data collection, which is governed by Apple’s and Google’s respective privacy policies.

6.3 Legal Requirements

We may disclose your information when required to:

• Comply with legal obligations, court orders, or regulatory requirements
• Enforce our Terms of Service or other agreements
• Protect the rights, property, or safety of HouseKeeper, our users, or the public
• Detect, prevent, or address fraud, security, or technical issues

6.4 Business Transfers

If HouseKeeper is involved in a merger, acquisition, or sale of assets, your personal information may be transferred. We will notify you before your data is transferred and becomes subject to a different privacy policy.

7. International Data Transfers

Your data is primarily stored within the United Kingdom and European Economic Area (EEA). However, some of our service providers (such as AWS) may process data in other regions.

When we transfer data outside the UK/EEA, we ensure appropriate safeguards are in place, including:

• EU Standard Contractual Clauses (SCCs)
• UK International Data Transfer Agreement (IDTA)
• Adequacy decisions by the UK government
• Binding corporate rules or other approved mechanisms

7.1 App Store International Transfers

Apple App Store: If you download our app from the Apple App Store, your data may be processed by Apple Inc. (headquartered in the United States) and its international subsidiaries. Apple complies with international data transfer requirements through its Binding Corporate Rules and other mechanisms.

Google Play Store: If you download our app from Google Play Store, your data may be processed by Google LLC (headquartered in the United States) and its international infrastructure. Google complies with international data transfer requirements through EU Standard Contractual Clauses and other approved mechanisms.

These transfers are necessary for app distribution and are controlled by Apple and Google respectively, not by HouseKeeper.

8. Data Security

We implement industry-standard security measures to protect your personal information:

• Encryption: Data is encrypted in transit (HTTPS/TLS) and at rest (AES-256)
• Access Controls: Role-based access with strong authentication requirements
• Secure Infrastructure: AWS cloud infrastructure with regular security audits
• Password Protection: Passwords are hashed using industry-standard algorithms
• Regular Monitoring: Continuous security monitoring and logging
• Incident Response: Procedures in place for data breach notification and response

While we take reasonable precautions, no method of transmission over the internet or electronic storage is 100% secure. We cannot guarantee absolute security of your data.

9. Data Retention

We retain your personal information for different periods depending on the type of data and legal requirements:

Data Type	Retention Period	Reason
Account Information	Duration of account + 30 days after closure	Service provision and recovery period
Property Data	Duration of account + 30 days after closure	Service provision
Task Records	7 years from completion date	Accounting and tax compliance (UK law)
Invoice Data	7 years from date of issue	Accounting and tax compliance (UK law)
Photos/Videos	60 days (unless exception applies)	Service verification; auto-deletion for privacy
Communication Logs	2 years	Customer support and dispute resolution
Usage Analytics	2 years (anonymized after 90 days)	Platform improvement

After the retention period expires, we securely delete or anonymize your data unless we are required to retain it for legal reasons.

10. Your Rights Under UK GDPR

You have the following rights regarding your personal data:

10.1 Right of Access

You can request a copy of the personal information we hold about you (Subject Access Request).

10.2 Right to Rectification

You can request correction of inaccurate or incomplete personal information.

10.3 Right to Erasure (“Right to be Forgotten”)

You can request deletion of your personal data in certain circumstances, subject to legal retention requirements.

10.4 Right to Restrict Processing

You can request that we limit how we use your data in certain situations.

10.5 Right to Data Portability

You can request your data in a structured, commonly used, machine-readable format to transfer to another service.

10.6 Right to Object

You can object to processing based on legitimate interests or for direct marketing purposes.

10.7 Right to Withdraw Consent

Where processing is based on consent, you can withdraw consent at any time (though this won’t affect the lawfulness of processing before withdrawal).

10.8 Automated Decision-Making

You have the right not to be subject to decisions based solely on automated processing that produces legal or similarly significant effects. HouseKeeper does not currently use automated decision-making.

How to Exercise Your Rights

To exercise any of these rights, please contact us at:

We will respond to your request within one month of receipt. In complex cases, we may extend this by two additional months and will inform you of the delay.

11. Cookies and Tracking Technologies

The HouseKeeper Platform uses minimal cookies and tracking technologies:

Essential Cookies

• Session Cookies: To maintain your login session and platform functionality
• Authentication Tokens: To verify your identity and keep you logged in

Analytics

• Performance Monitoring: To track app crashes and performance issues
• Usage Analytics: To understand how features are used (anonymized where possible)

The mobile app does not use advertising cookies or third-party tracking for marketing purposes.

12. Children’s Privacy

HouseKeeper is not intended for use by individuals under the age of 18. We do not knowingly collect personal information from children under 18.

If we become aware that we have collected personal data from a child under 18 without parental consent, we will take steps to delete that information as quickly as possible.

If you believe we have collected information from a child under 18, please contact us immediately at privacy@housekeeper.host.

13. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or other factors.

When we make material changes, we will notify you by:

• Posting the updated policy on our Platform with a new “Last Updated” date
• Sending an email notification to your registered email address
• Displaying a prominent notice in the Platform

We encourage you to review this Privacy Policy periodically. Your continued use of the Platform after changes have been made constitutes acceptance of those changes.

14. Contact Us

If you have questions, concerns, or complaints about this Privacy Policy or our data practices, please contact us:

15. Supervisory Authority

You have the right to lodge a complaint with the UK’s data protection supervisory authority:

16. Prohibited Content Reporting

If you encounter images uploaded by another user that violate this policy (including images of people, biometric data, or personal documents), please report them immediately to:

17. Additional Platform Permissions

Mobile App Permissions

The HouseKeeper mobile app requests the following device permissions:

• Camera: To capture photos of property conditions for task documentation
• Storage: To save and upload photos (limited to app-specific storage)
• Notifications: To receive alerts about new tasks and updates (optional, can be disabled)
• Internet: To sync data with the Platform

You can manage these permissions in your device settings at any time. Denying certain permissions may limit functionality.

Contact us: For more information about our privacy practices, if you have questions, or if you would like to make a complaint, please contact us by e-mail at hello@housekeeper.host.