Privacy Policy

Last updated: October 2025

1. Who we are

PropMaintain Ltd (“PropMaintain”, “we”, “our”, “us”) provides a digital platform that connects property and estate managers with certified local tradespeople for maintenance work.

Registered office: 50 Christchurch Road, Ringwood, BH24 1DW, United Kingdom Company Number 16037156 Email: info@propmaintain.co.uk

We act as data controller for users of our website and app, and as data processor for data we handle on behalf of agencies and tradespeople, in accordance with our Data Processing Agreement.

2. What information we collect

Depending on how you use PropMaintain, we may collect:

  • Account details: name, email address, phone number, password.
  • Business information: company name, address, VAT number, CIS ID.
  • Property and job data: site addresses, photos, notes, sign-offs, quotes and invoices.
  • Financial data: bank account or payment details (processed securely via Stripe Pay by Bank).
  • Location data: when you use map or geolocation features (Google Maps API).
  • Technical data: device type, IP address, browser and usage logs.

3. How we use your data

We process personal data to:

  1. Create and manage user accounts.
  2. Enable agencies to publish jobs and trades to quote and complete them.
  3. Process payments and issue invoices through Stripe.
  4. Comply with Construction Industry Scheme (CIS) and VAT rules.
  5. Provide support and resolve disputes.
  6. Improve our platform security and functionality.

4. Legal basis for processing

We rely on the following legal bases:

  • Contract: To fulfill our Terms of Use and facilitate maintenance services.
  • Legal Obligation: For tax (HMRC), accounting, and fraud prevention checks.
  • Legitimate Interests: To improve our services, marketing (where consented), and ensure network security.

5. Sharing your data

We do not sell your data. We share data only with:

  • Users on the platform: Agencies see quotes from trades; Trades see job details from agencies.
  • Service providers: Stripe (payments), Google Cloud/AWS (hosting), Google Maps (location).
  • Authorities: HMRC or law enforcement if legally required.

6. Data retention

We retain account and transaction data for as long as your account is active or as necessary for legal obligations (e.g., 6 years or longer if legally required for CIS/VAT compliance). After that, data is securely deleted or anonymised.

7. Your rights

Under data protection law you have the right to:

  • Access your personal data.
  • Request correction or destruction.
  • Object to or restrict processing.
  • Request data portability.
  • Withdraw consent (where applied).
  • Complain to the UK Information Commissioner’s Office (ICO) at www.ico.org.uk.

To exercise any rights, contact us at info@propmaintain.co.uk.

8. Security measures

We use industry-standard security controls including AES-256 encryption at rest, TLS in transit, multi-factor admin access, and continuous AWS monitoring. Access to personal data is restricted to authorised personnel only.

Further technical details are described in our Data Processing Agreement.

9. Cookies and analytics

Our website and mobile app use essential cookies and usage analytics to maintain performance and security. We do not use cookies for advertising or third-party tracking.

10. Updates to this Policy

We may update this Privacy Policy from time to time. The latest version will always be available via our website or Google Drive.

11. Contact us

For questions or concerns about this policy or your data:

PropMaintain Ltd 50 Christchurch Road, Ringwood, BH24 1DW, United Kingdom Email: info@propmaintain.co.uk

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