We collect several types of information about visitors to our website and/or users of our products and services. We may collect this information either directly when you provide it to us or automatically as you navigate through the website or our applications.
- agency and personal contact details
- user email addresses
- IP addresses
- device, operating system and browser
- agency system users
- payment information (via a third party)
We collect your agency and contact details
When signing up for a free trial on our website, we collect your personal first and surname, your agency name, email address and contact telephone number.
When you log in for the first time to your product account, we will additionally capture branch address details and VAT registration information which allows us to provide invoices as required for our accounting purposes. Furthermore, additional branches may be added to your account and the contact and address details relating to these branches are stored also.
This information is collected on the basis of contractual necessity to allow us to provide the requested service to you.
We will also send regular product updates, typically on a monthly basis, to all system users (trials, active users, and suspended users) and also to users on expired and ceased accounts, as product enhancements in the form of new features or enhancements to existing features often result in former users returning at a later date. Current users are contacted on the basis of contractual obligation, and previous users are contacted on the basis of legitimate interest.
Any user can unsubscribe from these product updates at any time by clicking the Unsubscribe link which is present on all such communications.
We collect your email address
If you subscribe to our company and product newsletter via the newsletter subscription link on our website, we collect your email address in order to provide this subscription service to you.
This information is collected on the basis of consent, and you can unsubscribe at any time by clicking the Unsubscribe bottom in the footer of all newsletter communications.
We collect your IP address
When you visit your website to sign up for a free trial, we collect your Internet Protocol (IP) address so that we can determine which country you are visiting from. Our software is only available for use in a number of countries including the UK, Ireland, Spain, the Netherlands, France, Malta and Cyprus. We have deliberately disabled access to regions outside of these countries for a number of reasons:
- the software is not compatible with currencies other than GBP and EUR
- the software is not available in languages other than English
- we have identified attempts to gain unauthorised access from certain regions outside Europe
We have an additional security feature within our ShowHouse product whereby repeated invalid login attempts will result in the user being locked out of the account for a period of 30 minutes. This is a security measure to prevent and detect unauthorised access, and IP addresses are used to highlight approximate regional information about the login attempts to help users identify any unauthorised access attempts.
This information is collected on the basis of legitimate interest to provide the system with an adequate level of security.
We process data relating to your access device, browser and operating system
When accessing our website and applications, we log the type of device, the operating system on that device, and the browser used to access the site. Our access logs also record the pages which have been accessed by users, and the browsing behaviour within these pages, in order for us to profile the application performance and deliver an improved service to users based on usage patterns and personal preferences.
We do not request, access, or track any location-based information from your mobile device at any time while accessing our website or application, other than the IP address mentioned in the previous section above.
This data is collected on the basis of legitimate interest in order to allow us to analyse and improve application performance across a wide range of devices, browsers and software operating systems. The data is also used to help troubleshoot issues which may arise on particular user devices.
We process payment information via a third party
We collect recurring (typically monthly) payments for subscriptions to our products, and ad-hoc payments for one-off purchases such as SMS text credits, postcode lookup credits, or custom template development.
These payments are processed via our third party payment processors - Recurly or SagePay for credit card payments, and GoCardless or SmartDebit for direct debit mandates. Your payment details are not stored within our own internal systems.
All payment information is stored only on the secure third-party processing service provider platforms; we do not store accessible payment data. Where payment details are sent directly to us from customers via email (not recommended) these are deleted from our systems immediately.
This information is processed by our sub-processors on the basis of contractual necessity in order to receive payment for services provided.
We collect information about your staff account users
All user accounts on the system will have email addresses collected and processed in order to provide a unique login username, and to allow sending of emails on their behalf from within the system, and receipt of emails from the system and RentPro in relation to the system's operation.
These email addresses are also processed by our email delivery provider, Postmark, to perform delivery of any email communications initiated from within our products, e.g. sending statements to landlords, tenants, suppliers, etc, to grant additional user account access, or to raise support tickets to our helpdesk team.
This information is processed by RentPro, and additionally processed by our sub-processors on the basis of contractual necessity in order to allow emails to be sent from within the system to your customers and to our admin teams.