Privacy Policy

1. Who we are

Home Handover Ltd (“Home Handover”, “we”, “us”) is the data controller for personal data processed through homehandover.co.uk. We are committed to protecting your privacy and handling your data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

Contact us: hello@homehandover.co.uk

2. Who this policy covers

This policy applies to everyone whose personal data we process in connection with the Home Handover platform:

• Estate agents and agency administrators who sign up to and manage the platform.
• Vendors (property sellers) who are invited to record a handover by their estate agent.
• Buyers who receive a link to view a completed handover guide.

The contracting party is the estate agent or agency. Vendors and buyers interact with the platform as a result of the agency's use of the service. The agency is responsible for ensuring vendors and buyers are aware of how their data is handled under this policy.

3. What data we collect

Estate agents

• Name and email address
• Agency name
• Property addresses created on the platform
• Account creation date

Vendors

• Email address (used to send your magic link and authenticate you)
• Video recordings made within the platform
• Audio recordings (voice notes)
• Photographs uploaded or taken via the platform
• Written notes added to the handover

Buyers

• Email address (used to send your access link)
• No account is created; access is via a unique, secure link

We do not collect payment card details. Billing is handled by manual invoice.

4. How we use your data

• To provide and operate the Home Handover platform
• To authenticate agents and vendors via passwordless magic links
• To send transactional emails: vendor invitations, review notifications, buyer access links, and invoice notifications
• To store and display property handover content to the relevant parties (vendor, agent, buyer)
• To calculate monthly usage for invoicing purposes
• To send pre-deletion email notifications 30 days before property data is scheduled to expire
• To improve and maintain the service

We do not use your data for marketing without your explicit consent, and we do not sell your data to any third party.

5. Legal basis for processing

• Contract performance: processing necessary to deliver the service the agency has contracted with us to provide, and to fulfil the handover service delivered to vendors and buyers on the agency's behalf.
• Legitimate interests: operating and improving the platform, fraud prevention, platform security, and invoicing.
• Legal obligation: where we are required by law to retain certain records.

6. Third parties we use

We use the following trusted third-party services to operate Home Handover. Each acts as a data processor on our behalf:

7. Media and file storage

Videos, audio recordings, and photographs uploaded by vendors are stored in a private, access-controlled storage bucket. Files are not publicly accessible. They are served only via short-lived signed URLs generated at the time of viewing, and are accessible only to the relevant estate agent and buyer.

Ownership of handover content remains with the agency and/or their client (the vendor). We store and process it solely to deliver the service.

8. Data retention

All property handover data, including uploaded media, notes, property addresses, and associated email addresses, is retained for 24 months from the date the buyer was notified that their handover was ready. This clock is per-property and runs regardless of whether the agency remains an active customer.

The specific rules:

• Active agencies: property data is retained for 24 months from buyer notification date, after which it is permanently deleted.
• Cancelled agencies: existing buyer access continues uninterrupted until the 24-month window expires for each property. No new properties can be created after cancellation.
• Agency account deletion: if an agency account has been cancelled and has had no active properties for 90 or more days, the agency account and associated agent records may be permanently deleted.
• Pre-deletion notice: we will send the agency an email 30 days before any property record is scheduled for deletion.

You may request early deletion of a specific property's data at any time by contacting hello@homehandover.co.uk. Note that early deletion will also revoke buyer access to that handover.

9. Your rights

Under UK GDPR, you have the right to:

• Access the personal data we hold about you
• Rectification: request correction of inaccurate data
• Erasure (“right to be forgotten”): request deletion of your data
• Restriction: object to or restrict certain processing
• Portability: receive your data in a machine-readable format
• Withdraw consent at any time (where processing is based on consent)

To exercise any of these rights, contact us at hello@homehandover.co.uk. We will respond within 30 days.

You also have the right to lodge a complaint with the Information Commissioner's Office (ICO).

10. Cookies

Home Handover uses essential cookies and session storage only, specifically to maintain your authenticated session. We do not use tracking, analytics, or advertising cookies.

11. Security

We take reasonable technical measures to protect your data, including encrypted connections (HTTPS), private file storage with access controls, and passwordless authentication via one-time magic links. No passwords are stored.

12. Changes to this policy

We may update this privacy policy from time to time. We will notify registered agencies of material changes by email at least 14 days before they take effect. Continued use of the service after that date constitutes acceptance of the updated policy.

13. Contact

Home Handover Ltd
hello@homehandover.co.uk
homehandover.co.uk