Privacy Policy

1. Introduction

Everybase Ltd, trading as The Property Auditor ("we", "us", "our"), is committed to protecting and respecting your privacy. This Privacy Policy explains how we collect, use, store, and protect your personal data when you visit our website (thepropertyauditor.co.uk), use our services, or interact with us.

Everybase Ltd is a company registered in England and Wales under company number 07362278. For the purposes of UK data protection law (UK GDPR and the Data Protection Act 2018), Everybase Ltd is the Data Controller responsible for your personal data.

2. The Data We Collect About You

We may collect, use, store, and transfer different kinds of personal data about you, categorized as follows:

• Identity Data: First name, last name, title.
• Contact Data: Billing address, property inspection address, email address, and telephone numbers.
• Financial Data: Payment details. (Note: Payment card details are processed securely by our third-party payment provider and are not stored directly on our servers).
• Transaction Data: Details about payments to and from you, and details of inspection services you have purchased from us.
• Property Data: Information regarding the condition, safety, compliance, and layout of properties we inspect, including photographs taken during assessments.
• Technical Data: Internet protocol (IP) address, browser type and version, time zone setting, browser plug-in types, and operating system collected automatically when you visit our website.

3. How We Collect Your Data

We collect data through the following methods:

• Direct Interactions: You provide Identity, Contact, and Financial data when filling out forms on our website, booking an inspection, contacting us via email or phone, or requesting a sample report.
• Third Parties: We may receive Contact and Property Data from third parties acting on your behalf or commissioning work, such as letting agents, estate agents, landlords, or property managers.
• Automated Technologies: As you interact with our website, we automatically collect Technical Data using cookies, server logs, and similar technologies.

4. How We Use Your Personal Data

We will only process your personal data when the law allows us to. Most commonly, we process your data under the following legal bases:

• Performance of a Contract: Necessary to fulfill our agreement with you (e.g., carrying out a property inspection and delivering the report).
• Legitimate Interests: Necessary for our legitimate business interests (e.g., managing customer records, preventing fraud, and improving our services), provided your rights do not override those interests.
• Legal Obligation: Necessary to comply with statutory or regulatory obligations.
• Consent: Required for sending direct marketing communications via email or SMS. You may withdraw marketing consent at any time.

5. Third-Party Service Providers (Data Processors)

We share your personal data with trusted third-party service providers who process data on our behalf to support our core operations. These providers are bound by data processing agreements and are only permitted to process your data on our explicit instructions:

6. International Data Transfers

Where personal data is transferred to and stored outside the UK or the European Economic Area (EEA)—specifically to our US-based service providers (Cal.com, Mailchimp, Street CRM, Microsoft Clarity and Google)—we ensure robust safeguards are in place to afford your data an equivalent level of protection as required under UK GDPR:

• UK Extension to the EU-US Data Privacy Framework (DPF): We verify that US providers participate in and are certified under the DPF framework recognized by the UK government.
• Standard Contractual Clauses (SCCs) / UK IDTA: Where DPF certification is unavailable, data transfers are governed by approved UK International Data Transfer Agreements (IDTA) or European Commission Standard Contractual Clauses incorporating UK addendums.

7. Cookies and Website Analytics

Cookies are small files stored on your device. We only use cookies that are not strictly necessary if you agree to them using the banner shown on your first visit. You can change your choice at any time using the Cookie settings link at the bottom of every page.

If you reject analytics cookies, none of these tools are loaded. Booking calendars and forms on our site are provided by Cal.com, Formsite and Formspree and may set their own cookies needed for them to work.

8. Data Security

We have implemented technical and organizational security measures to prevent your personal data from being accidentally lost, used, accessed in an unauthorized way, altered, or disclosed. Access to your personal data is restricted strictly to authorized staff, contractors, and third parties who have a legitimate business need to know, and who are bound by confidentiality obligations.

9. Data Retention

We retain personal data only for as long as necessary to fulfill the purposes for which it was collected, including legal, accounting, or reporting requirements:

• Inspection Reports & Associated Data: Retained for up to 6 to 7 years following completion of the service to cover statutory limitation periods for contract disputes and support potential deposit deduction claims.
• Financial & Transaction Records: Retained for 7 years to comply with UK tax and accounting regulations (HMRC).
• Marketing Data: Retained until you withdraw your consent or unsubscribe.

10. Your Legal Rights

Under UK data protection law, you have rights regarding your personal data, including the right to:

• Request Access to your personal data (a Subject Access Request).
• Request Correction of inaccurate or incomplete personal data.
• Request Erasure of your personal data ("right to be forgotten"), subject to statutory retention exceptions.
• Object to Processing or request restriction of processing where we rely on legitimate interests.
• Data Portability to request the transfer of your personal data to you or a third party.
• Withdraw Consent at any time where processing is based on consent.

To exercise any of these rights, please contact us using the details below.

11. Contact Details & Regulatory Authority

If you have questions about this Privacy Policy or wish to exercise your legal rights, please contact us at:

Everybase Ltd t/a The Property Auditor

• Email: privacy@thepropertyauditor.co.uk
• Postal Address: 208 Broadway, Didcot, Oxfordshire, England, OX11 8RN

You have the right to lodge a complaint at any time with the Information Commissioner's Office (ICO), the UK regulator for data protection issues:

• Website: www.ico.org.uk
• Helpline: 0303 123 1113

(We would appreciate the opportunity to address any concerns directly before you contact the ICO).