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 & Advertising Technologies

PropMaintain uses cookies and similar tracking technologies to improve website functionality, analyse website traffic, and support marketing and advertising activities.

Cookies are small text files placed on your device when you visit a website. Some cookies are essential for the operation of our website, while others help us improve services and deliver relevant advertising.

Types of Cookies We Use

Essential Cookies

These cookies are necessary for the operation and security of our website and cannot be disabled in our systems.

They may include:

  • Login and authentication cookies
  • Security and fraud prevention
  • Session management
  • Form and preference functionality

Without these cookies, parts of the website may not function correctly.

Analytics Cookies

These cookies help us understand how visitors interact with our website so we can improve performance, usability, and content.

These may include services such as:

  • Google Analytics
  • Website performance and diagnostic tools

Analytics cookies collect information such as:

  • Pages visited
  • Time spent on the site
  • Browser type and device information
  • Referral sources

Marketing & Advertising Cookies

With your consent, we may use advertising and retargeting technologies provided by third-party advertising partners including:

  • AdRoll / NextRoll
  • Google Ads
  • Meta (Facebook)
  • LinkedIn

These technologies may use cookies, pixels, and similar tracking methods to:

  • Measure advertising effectiveness
  • Deliver personalised advertising
  • Build remarketing audiences
  • Track activity across websites and devices

These cookies may collect information including:

  • IP address
  • Browser and device identifiers
  • Pages viewed
  • Actions taken on the website

Marketing and advertising cookies are only activated after you provide consent through our cookie consent banner or consent management platform.

Managing Your Cookie Preferences

When you first visit our website, you will be presented with a cookie consent banner allowing you to:

  • Accept all cookies
  • Reject non-essential cookies
  • Manage your preferences by category

You may change or withdraw your consent at any time by accessing the cookie settings link available on our website.

Third-Party Data Processing

Some third-party providers we use may process personal data outside the United Kingdom or European Economic Area. Where this occurs, we ensure appropriate safeguards are in place in accordance with UK GDPR requirements.

Further information about how AdRoll / NextRoll handles data can be found here:

Legal Basis for Processing

Where required by law, we rely on your consent to place non-essential cookies and tracking technologies on your device.

You may withdraw your consent at any time through our cookie settings controls.

Contact

If you have any questions regarding this policy or how your personal data is processed, please contact us using the details provided on this website.

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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