Privacy notice
How we use your information
Last updated 1 November 2026.
Who we are
Freeholdpilot is part of Streetvisit. The business's full name and postal address are on our legal information page. Our ICO registration number is ZC280444. For anything about your data, email privacy@freeholdpilot.com.
Two roles: ours and your building's
Each building on Freeholdpilot is run by its own company: a freehold, residents' management, Right to Manage or commonhold company. That company decides what goes into its portal (leases, accounts, the leaseholder list, repair reports and so on). For that information the building's company is the controller and we are its processor: we store and handle it only on the company's instructions, under the data processing terms in our terms of service. Questions about your building's records go to its directors first, and we will help them answer.
We are the controller for your sign-in account, billing, the early access list, support conversations and the security logs that keep the service safe.
What we hold and why
| Information | Why | Lawful basis |
|---|---|---|
| Your name, email and which buildings you belong to, and in what role | To sign you in and show you the right building | Contract (for directors), legitimate interests (for leaseholders invited by their company) |
| Building records your company adds: leases, accounts, invoices, budgets, repair reports, votes, contractor details | To run the portal for your company | Your company's lawful basis; we act as its processor |
| Billing details for the company's plan (handled by Stripe; we never see full card numbers) | To take payment for the plan | Contract |
| Early access list: email, role, number of flats, country | To tell you about the launch | Consent, which you can withdraw at any time |
| Sign-in and security logs: IP address, browser, times | To keep accounts safe and stop abuse | Legitimate interests |
| Emails we send you and whether they were delivered | To show your building a record of notices sent | Legitimate interests, and your company's legal duties to consult leaseholders |
Money
We never hold your building's money. Service charges, reserves and company funds stay in the company's own bank account. When directors connect that account, the connection runs through an open banking provider authorised by the Financial Conduct Authority, and payments go straight from the company's bank to the contractor.
Who we share it with
We use these suppliers, each under a contract that requires them to protect the data:
- Cloudflare: hosting, file storage, the database and the document assistant's search and AI processing.
- Brevo (Sendinblue SAS, France): sending email.
- Cloudflare Email Routing: forwarding email sent to our addresses.
- Stripe: billing for the plan.
- An FCA-authorised open banking provider: only if your directors connect the company's bank account.
- Google, Dropbox or Microsoft: only if your directors connect a Google Drive, Dropbox or OneDrive folder, and only to read the files they choose.
- Companies House: we look up public company records; we don't send them your personal data.
Some of these suppliers process data outside the UK, mainly in the United States. Where they do, the transfer is covered by the UK Extension to the EU-US Data Privacy Framework or the ICO's International Data Transfer Addendum. We do not sell your data, and we do not use your building's documents to train AI models.
Cookies
We use only the cookies needed to keep you signed in and to remember which building you are looking at. There are no advertising or tracking cookies.
How long we keep it
- Building records: for as long as the company uses Freeholdpilot, then 90 days for the directors to export them, then deleted. Accounts and invoices that the company must keep by law can be exported before then.
- Your account: until you or your building's company removes it.
- Early access list: until launch plus 12 months.
- Security logs: 12 months.
- Billing records: 6 years, as HMRC requires.
Your rights
Under UK GDPR you can ask for a copy of your data, ask us to correct or delete it, object to how we use it, ask us to restrict it, and withdraw consent. Email privacy@freeholdpilot.com. If the data is part of your building's records we will pass your request to its directors and help them answer within a month.
If you are unhappy with how your data is handled you can complain to the Information Commissioner's Office at ico.org.uk or 0303 123 1113.
Changes
If we change this notice in a way that matters, we will email signed-in users before the change takes effect.
Full business details are on our legal information page.