Privacy Policy

This policy describes how UNIVERSALHOMEANDTECH LTD (ICO ZC044007) handles personal data through Estate-HQ.

What we collect

• Account data — your name, work email, agency name, password (hashed)
• Billing data — name, billing email, payment status. Card details are handled by Revolut; we never see them
• Usage data — IP address, browser, login timestamps, audit logs for security
• Data you put in — properties, tenants, landlords, agreements, documents. You are the data controller for this; we are the processor

Why we collect it

To provide and bill for the service, to support you, to investigate security incidents, and to comply with legal obligations. We do not sell your data, do not use it for advertising, and do not share it with third parties beyond the processors listed below.

Processors we use

• Hetzner — UK/EU server hosting
• Revolut — payment processing
• Hostinger — current shared hosting (until VPS migration)
• Your own SMTP (per-agency) or our default mailer for transactional email

Your rights

Under UK GDPR you can: access your data, correct it, delete it, port it, restrict its processing, object to its processing. Use the data export tool from your account, or email [email protected].

Retention

We keep your data while your account is active. After cancellation we retain it for 30 days then delete it permanently. Audit logs and invoices may be retained longer where required by law (e.g. tax records).

Security

Daily encrypted backups, TLS in transit, hashed passwords, role-based access, multi-tenant row-level isolation. We disclose breaches to the ICO within 72 hours where required.

Contact

Data protection enquiries: [email protected]. To raise a concern with the regulator: ico.org.uk.