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Legal

Privacy Notice

Last updated: 13 August 2026 at 15:09

Registered name: PlotCare Ltd · Company number 17334703 · ICO registration reference ZC204859

We are the controller of your personal data. This privacy notice tells you what to expect us to do with your personal information.

Contact details

  • Email: aftercare@plotcare.uk
  • Post: PlotCare Ltd, Lytchett House, 13 Freeland Park, Wareham Road, Poole, BH16 6FA

What information we collect, use, and why

To provide and improve products and services for clients: names and contact details; addresses; occupation; payment details (including card or bank information for transfers and direct debits); transaction data (payments to and from you and products/services purchased); usage data (how you interact with our website, products and services); information relating to compliments or complaints; audio recordings (e.g. calls); records of meetings and decisions; account access information; website user information.

For the operation of client or customer accounts: names and contact details; addresses; purchase or service history; account information, including registration details; information used for security purposes; marketing preferences; technical data, including information about browser and operating systems.

For information updates or marketing purposes: names and contact details; addresses; profile information; marketing preferences; purchase or account history; website and app user journey information; IP addresses.

To comply with legal requirements: name; contact information; client account information; any other personal information required to comply with legal obligations.

For dealing with queries, complaints or claims: names and contact details; addresses; account information; purchase or service history; call recordings; customer or client accounts and records; financial transaction information; correspondence.

Lawful bases and data protection rights

Under UK data protection law, we must have a "lawful basis" for collecting and using your personal information. Which lawful basis we rely on may affect your data protection rights, which are set out in brief below (more detail and the exemptions that may apply are on the ICO's website):

  • Right of access — to ask for copies of your personal information.
  • Right to rectification — to ask us to correct or complete inaccurate or incomplete information.
  • Right to erasure — to ask us to delete your personal information.
  • Right to restriction of processing — to ask us to limit how we use your personal information.
  • Right to object to processing — to object to our processing of your personal data.
  • Right to data portability — to ask us to transfer information you gave us to another organisation, or to you.
  • Right to withdraw consent — where we rely on consent, to withdraw it at any time.

If you make a request, we must respond without undue delay and within one month. To make a request, contact us using the details above.

Our lawful bases

To provide and improve products and services for clients — Contract and Legitimate interests. Our legitimate interest: we process limited personal information — such as account holders' names and contact details, account and usage data, and technical data about how the platform is accessed — so we can operate, secure, maintain and continually improve the PlotCare platform for our developer clients and their users. Analysing how the service is used lets us fix faults, improve reliability and performance, develop features that make aftercare and snag management work better, and protect the platform against misuse. The information is limited to what is needed, is not special category data, and is not used in any way people would not reasonably expect on a professional business platform. We do not use it for automated decisions that significantly affect anyone, and you can object at any time via aftercare@plotcare.uk.

For the operation of client or customer accounts — Contract and Legitimate interests. Our legitimate interest: we process account holders' and authorised users' names, contact details, login and account information, and information used for security purposes to set up, administer, secure and support client accounts. Where our contract is with a client organisation rather than the individual staff who use the platform, we rely on our legitimate interest — and our client's — in giving those users secure, working access, protecting accounts against unauthorised access and fraud, and administering and supporting those accounts. The processing is limited to what is necessary, involves no special category data, and is what any user of a professional business platform would reasonably expect.

For information updates or marketing purposes — Legitimate interests and Consent. Our legitimate interest: we use business contact details — such as name, business email, job role and marketing preferences — to send information updates and marketing about PlotCare to organisations and business contacts who may be interested, and to people who have asked to hear from us. The impact on individuals is minimal because the messages are work-related, expected in a business-to-business context, limited in frequency, and every message includes an easy way to opt out. Where a person subscribes or asks to receive updates, we rely on their consent. Anyone can object or unsubscribe at any time via aftercare@plotcare.uk or the unsubscribe link.

To comply with legal requirements — Legal obligation.

For dealing with queries, complaints or claims — Contract, Legal obligation and Legitimate interests. Our legitimate interest: we use personal information such as names, contact details, account and service records, correspondence and, where relevant, call recordings to investigate, respond to and resolve queries, complaints and claims, and to establish, exercise or defend legal claims. We use only relevant information, keep it only as long as needed for the issue and any follow-on claim, and do not use it for unrelated purposes. Individuals can object at any time via aftercare@plotcare.uk.

Where we get personal information from

  • Directly from you.
  • Publicly available sources.
  • Third parties: our developer or housebuilder clients, who provide the contact details of their own staff, contractors and (where relevant) their homeowners so we can set up and operate their accounts on the platform; and individuals or organisations who refer a prospective client or business contact to us.

How long we keep information

We keep personal information only for as long as we need it for the purpose we collected it, plus any period required by law or needed to establish, exercise or defend a legal claim. In particular:

  • Website enquiries that do not become a client: 12 months from last contact.
  • Prospect / CRM records: reviewed at least every 24 months; deleted when no longer a live prospect or on objection.
  • Client account and user records: the duration of the contract plus 6 years after it ends.
  • Financial, billing and transaction records: the current financial year plus 6 years (tax and accounting law).
  • Marketing data and preferences: until you opt out, or after 24 months of no engagement.
  • Query, complaint and claim records: 6 years from resolution.
  • Data-protection request records: 12 months from closure.
  • Call recordings (where kept): 6 months.
  • Website, analytics and technical data: up to 14 months.

When a retention period ends we securely delete or anonymise the information.

Who we share information with

Data processors

  • Supabase (database, authentication and file-storage provider; cloud software sector; data hosted in the UK, provider US-incorporated) — hosts our database, user authentication and file storage.
  • Vercel (application hosting and content-delivery provider; cloud software sector; US) — hosts and delivers our web application.
  • Resend (transactional email delivery provider; email-software sector; US) — sends our transactional, notification and complaint emails.
  • Anthropic PBC (AI processing provider; AI software sector; US) — AI processing of content we submit, for example extracting snag details from emails or documents.
  • GitHub, Inc. (source-code hosting provider; software sector; US, a Microsoft company) — hosts our private source-code repository (not intended to hold personal data).

Others we share personal information with

  • Professional or legal advisors.
  • Organisations we're legally obliged to share personal information with.

Sharing information outside the UK

Where necessary, our data processors share personal information outside the UK. When doing so they comply with the UK GDPR and make sure appropriate safeguards are in place. To obtain a copy of the safeguard for any transfer, contact us using the details above. The transfers are to Vercel Inc., Resend (Plus Five Five, Inc.), Anthropic PBC and GitHub, Inc. (Microsoft) in the United States, each relying on the Addendum to the EU Standard Contractual Clauses (SCCs).

How to complain

If you have any concerns about our use of your personal information, you can make a data protection complaint to us by email at aftercare@plotcare.uk or by post to PlotCare Ltd, Lytchett House, 13 Freeland Park, Wareham Road, Poole, BH16 6FA.

If you remain unhappy after raising a complaint with us, you can also complain to the ICO: Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF. Helpline 0303 123 1113. Website https://www.ico.org.uk/make-a-complaint

Last updated: 13 August 2026.