1. Introduction
LeaseholdConnect ("we", "our", "us") is committed to protecting and respecting your privacy. This Privacy Policy explains how we collect, use, store, and protect your personal data when you use the LeaseholdConnect platform and services.
We are a UK-based service and comply with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
2. Data We Collect
We collect the following types of personal data:
- Account information: Name, email address, and authentication details provided when you create an account.
- Association data: Association names, addresses, member lists, unit information, and roles within associations you create or join.
- Meeting and voting records: Meeting schedules, agendas, attendance, voting topics, and results.
- Documents: Files you upload to the platform, including meeting minutes, service charge accounts, and other association documents.
- Usage data: Information about how you use the platform, including pages visited, features used, and interaction patterns.
- Payment information: Billing details processed securely through our payment provider, Stripe. We do not store full card details on our servers.
3. How We Use Your Data
We use your personal data to:
- Provide, maintain, and improve the LeaseholdConnect platform
- Manage your account and association memberships
- Process payments and manage subscriptions
- Send important service notifications (e.g., meeting reminders, voting deadlines)
- Respond to your enquiries and provide customer support
- Ensure the security and integrity of the platform
- Comply with legal obligations
4. Legal Basis for Processing
We process your personal data on the following legal grounds:
- Contract performance: Processing necessary to provide the services you've signed up for.
- Legitimate interests: To improve our platform, prevent fraud, and ensure security.
- Legal obligation: Where we are required to process data by law.
- Consent: Where you've given explicit consent, such as for marketing communications.
5. Data Sharing
We do not sell your personal data. We share data only with:
- Association members: Other members of your association can see your name, role, and contact details as part of the association's management functions.
- Service providers: Trusted third-party services that help us operate the platform, including Clerk (authentication), Convex (database), Stripe (payments), and Vercel (hosting).
- Legal requirements: When required by law, regulation, or legal process.
6. Data Retention
We retain your personal data for as long as your account is active or as needed to provide services. If you delete your account, we will delete or anonymise your personal data within 30 days, except where we are required to retain it for legal or regulatory purposes (e.g., financial records must be kept for 6 years under HMRC requirements).
7. Your Rights
Under UK GDPR, you have the right to:
- Access: Request a copy of the personal data we hold about you.
- Rectification: Ask us to correct inaccurate or incomplete data.
- Erasure: Request deletion of your personal data (subject to legal retention requirements).
- Restrict processing: Ask us to limit how we use your data.
- Data portability: Receive your data in a structured, machine-readable format.
- Object: Object to processing based on legitimate interests.
- 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 privacy@leaseholdconnect.com.
8. Data Security
We implement appropriate technical and organisational measures to protect your personal data against unauthorised access, alteration, disclosure, or destruction. This includes encryption in transit and at rest, access controls, and regular security reviews.
9. Cookies
We use essential cookies required for the platform to function (e.g., authentication session cookies). We do not use advertising or tracking cookies. Analytics cookies, where used, are anonymised and do not identify individual users.
10. Changes to This Policy
We may update this Privacy Policy from time to time. We will notify you of significant changes by email or through the platform. The "Last updated" date at the top of this page indicates when this policy was last revised.
11. Contact Us
If you have questions about this Privacy Policy or our data practices, please contact us at:
privacy@leaseholdconnect.com
You also have the right to lodge a complaint with the Information Commissioner's Office (ICO) at ico.org.uk if you believe your data protection rights have been violated.