Privacy Policy

1. Information we collect

We may collect and process the following information:

• Your name
• Email address
• Telephone number, if provided
• Billing and payment information
• Property information submitted by you
• Building safety information submitted by you
• Documents, comments, answers or supporting material uploaded or entered into the platform
• Account and subscription details
• Correspondence with us
• Technical information, including IP address, browser type, device information and website usage data
• Marketing preferences
• Any other information you choose to provide

We do not intentionally collect special category data unless you choose to include it in the information you submit.

2. How we may use your information

We may use your personal data to:

• Provide reports and services
• Process payments
• Manage your account or subscription
• Respond to enquiries
• Generate, improve and refine reports
• Maintain records
• Comply with legal and regulatory obligations
• Prevent fraud or misuse of the service
• Improve the website and user experience
• Send service communications
• Send marketing communications where permitted by law

3. Lawful bases for processing

We process personal data where one or more of the following lawful bases applies:

• Performance of a contract with you
• Steps taken before entering into a contract
• Compliance with legal obligations
• Our legitimate interests in operating, improving and protecting our business and services
• Your consent, where required
• Establishment, exercise or defence of legal claims, where relevant

4. Payment information

Payments may be processed by third-party payment providers. We do not usually store full payment card details ourselves. Payment providers process payment data in accordance with their own privacy and security policies.

5. Reports and submitted information

Reports are generated based on the information you provide. You are responsible for ensuring that information submitted is accurate, complete and that you have the right to provide it.

You should avoid submitting unnecessary personal data about other people. Where you provide personal data relating to another person, you confirm that you have a lawful basis for doing so.

6. Sharing your information

We may share personal data with:

• Payment processors
• Hosting and IT service providers
• Professional advisers
• Contractors or service providers assisting with the operation of the platform
• Regulators, courts, law enforcement or public authorities where required
• Parties involved in a business sale, merger, restructuring or investment process
• Any other party where required or permitted by law

We do not sell your personal data.

7. International transfers

Where personal data is transferred outside the UK, we will take steps designed to ensure that appropriate safeguards are in place, where required by law.

8. Data retention

We keep personal data only for as long as reasonably necessary for the purposes for which it was collected, including providing reports, maintaining records, dealing with disputes, complying with legal obligations and protecting our legitimate interests.

Report data, account data and correspondence may be retained where necessary for audit, legal, contractual or dispute purposes.

9. Your rights

You may have the right to:

• Access your personal data
• Correct inaccurate personal data
• Request deletion of your personal data
• Restrict processing
• Object to processing
• Request data portability
• Withdraw consent where processing is based on consent
• Complain to the Information Commissioner’s Office

These rights are subject to legal limitations and may not apply in every case. Guidance on complaining to the Information Commissioner's Office is available on the www.ico.org.uk.

10. Security

We take reasonable technical and organisational measures to protect personal data. However, no website or online service can be guaranteed to be completely secure.

11. Cookies and analytics

We may use cookies and similar technologies to operate the website, understand usage and improve the service. Where required, we will ask for your consent to non-essential cookies.

12. Contact

For privacy enquiries, please contact:

EmberX Ltd

Email: info@emberx.io

You also have the right to complain to the Information Commissioner's Office at www.ico.org.uk.