Privacy Policy

Haventria Technologies Ltd (“Haventria”, “we”, “us”, “our”) respects your privacy and is committed to protecting your personal data. This Privacy Policy explains what we collect, why we collect it, how we use it, how long we keep it, and the rights you have. It applies to our public website, forms (e.g., Get a Quote, Contact, Careers), newsletters, and any free demos or trials accessed from the website. (Our customer platform has a separate data processing agreement.)

 

1) Who we are (Data Controller)

• Entity: Haventria Technologies Ltd

• Registered Address: 128 City Road, London, EC1V 2NX, United Kingdom

• Company Number: 16642615

• Role: For website interactions, Haventria is the data controller — we decide how and why your personal data is used.

• Contact (privacy): compliance@haventria.co.uk | +44 7353 999 553

• Data Protection Lead: We are not required to appoint a statutory Data Protection Officer but we take privacy seriously and have a named lead.

What this means: If you submit a quote request, CV, subscribe to updates, or browse our site, we are responsible for safeguarding your personal data and complying with UK GDPR and the Data Protection Act 2018.

2) What data we collect (categories & examples)

We only collect what we need to provide information, respond to you, improve our site, and comply with law.

A. Identity & Contact Data

• Name, email, phone, organisation, job title, postal address.

• Where you contact us on behalf of an organisation (e.g., landlord, letting agency, university), we may record that relationship.

B. Business & Enquiry Data

• In quote forms: industry type, number of units/properties, features required, budgets/timelines, and any additional requirements you share.

• In support/demo forms: details about your current systems and objectives.

C. Career/Recruitment Data

• CV, cover letter, portfolio or LinkedIn profile, interview notes and scheduling.

• Optional equal-opportunities data only where collected lawfully and with clear purpose; we avoid special category data unless strictly necessary and consented.

D. Technical & Usage Data

• IP address, device type, browser type/version, time zone, pages viewed, referring/exit pages, clickstream data.

• Cookies or similar technologies that help the site function, remember your preferences, and understand usage (see Cookies section).

E. Marketing Preferences

• Your opt-in/opt-out choices for newsletters, events, and product updates.

• Records of consent (time, source, method).

We do not intentionally collect special category data (e.g., health, ethnicity, religion) or children’s data via the website. If you choose to provide such information, we will handle it with heightened care and may delete it if not strictly necessary.

3) How we collect your data (sources)

• Directly from you: web forms, emails, phone calls, meetings, events, webinars, demo bookings.

• Automatically: cookies/analytics as you browse (e.g., pages visited, time on page).

• Third parties: if you connect via a partner referral, event registration tool, or job board, they may pass basic contact details to us.

4) How we use your data (purposes)

We use your data only for specific, lawful purposes, including:

1. Responding to enquiries & quotes – to assess requirements (e.g., number of units, features), propose pricing, and arrange demos.

2. Delivering demos or trials – to provision access, handle onboarding, and provide support.

3. Customer service & communications – to reply to messages, schedule calls, and answer questions.

4. Recruitment – to review applications, arrange interviews, and make hiring decisions.

5. Marketing (with consent/legitimate interest) – to send product updates, event invites, and resources relevant to property management software in the UK; you can opt out anytime.

6. Website performance & security – to operate, maintain, secure, and improve our site (e.g., troubleshooting, analytics, preventing fraud).

7. Legal & compliance – to meet legal obligations (e.g., tax/audit), enforce our terms, and protect our rights.

We will not use your personal data for automated decision-making that produces legal or similarly significant effects without telling you and obtaining any required consent.

5) Our lawful bases (why we’re allowed to process)

Under the UK GDPR, we rely on these bases:

• Contract – processing needed to provide quotes, demos, or services you requested.

• Consent – marketing emails, optional cookies, or where you choose to provide extra information; you can withdraw consent anytime.

• Legitimate Interests – operating and improving the site, preventing abuse, and communicating with business contacts in a proportionate way that respects your rights.

• Legal Obligation – record-keeping, tax, and responding to lawful requests.

We balance legitimate interests against your rights and expectations and minimise data where possible.

6) Sharing your data (who sees it and why)

We don’t sell your data. We may share it with:

• Service providers (processors): secure hosting, website platform (e.g., Wix), analytics, CRM/email delivery, support/demo tools, document management, scheduling tools. They act under our instructions and appropriate contracts.

• Professional advisers: accountants, auditors, lawyers, insurers (only when necessary).

• Payment processors: if you pay us directly for services or trials.

• Authorities: where required by law, court order, or to protect rights/security.

• Corporate events: in a merger/acquisition, your data may transfer under equivalent protections.

We ensure third parties keep your data secure, use it only for agreed purposes, and delete it when no longer needed.

7) International transfers (outside the UK/EEA)

Haventria has a global footprint. If we transfer your data outside the UK/EEA (e.g., to service providers or group entities in the EEA, US, UAE, India, Singapore), we use recognised safeguards, such as:

• UK IDTA or EU Standard Contractual Clauses + UK Addendum;

• Adequacy decisions where applicable;

• Supplementary measures (encryption, access controls, data minimisation).

We also conduct transfer risk assessments where required to ensure your rights remain protected.

8) Data retention (how long we keep it)

We retain personal data only as long as necessary for the purposes set out above, then delete or anonymise it. Typical periods (guidance only):

• General enquiries & quotes: up to 24 months after last contact (to respond to follow-ups and provide continuity).

• Marketing contacts: until you unsubscribe or we detect sustained inactivity (we periodically cleanse lists).

• Recruitment: up to 12 months after the process ends if not hired (longer if you consent to talent-pool retention); successful candidates’ data moves to HR records.

• Contracts, billing & tax records: generally 6–7 years as required by law.

• Website logs/analytics: as short as feasible and in line with provider defaults.

We may retain data longer if needed for legal claims or compliance.

9) Security (how we protect your data)

We implement technical and organisational measures appropriate to the risk, including:

• Encryption in transit (HTTPS/TLS) and at rest where supported;

• Access controls, authentication, and least-privilege policies;

• Secure hosting and regular patching;

• Staff training and confidentiality obligations;

• Data minimisation and pseudonymisation where appropriate;

• Vendor due diligence and contractual safeguards;

• Incident response and breach notification procedures.

No system is perfectly secure, but we work to prevent unauthorised access, use, alteration, or disclosure.

10) Your rights (and how to use them)

You have the following rights under UK GDPR, subject to limits and exceptions:

• Access – request a copy of the personal data we hold about you.

• Rectification – correct inaccurate or incomplete data.

• Erasure – ask us to delete your data where there’s no good reason for us to keep it.

• Restriction – pause processing in certain circumstances.

• Portability – receive your data in a commonly used format and/or ask us to send it to another controller (where technically feasible).

• Object – to processing based on legitimate interests or direct marketing.

• Withdraw Consent – where processing is based on consent (e.g., marketing), you can withdraw anytime.

To exercise any right, email privacy@haventria.co.uk. We aim to respond within one month (extensions possible for complex requests). We may need to verify your identity.

Complaints: You can complain to the UK Information Commissioner’s Office (ICO) at ico.org.uk or 0303 123 1113. We would appreciate the chance to resolve your concerns first.

11) Cookies & tracking technologies

Cookies are small files placed on your device to make the site work, remember your preferences, and understand usage.

Types we may use:

• Strictly Necessary – essential for core functions (cannot be switched off).

• Performance/Analytics – to understand how visitors use the site (e.g., pages, dwell time).

• Functional – to remember choices (e.g., language).

• Marketing – to deliver or measure relevant communications (used only with consent).

Your choices:

• Use our cookie banner to Accept All, Reject Non-Essential, or Manage Preferences.

• You can also adjust browser settings to block or delete cookies; some features may not work without them.

• For analytics/marketing, we rely on consent where required.

(If you maintain a separate Cookie Policy, link it here: Cookie Policy.)

12) Marketing communications

• We send marketing only with your consent or where lawful under legitimate interests (e.g., B2B updates relevant to your role).

• You can unsubscribe at any time via the link in our emails or by contacting privacy@haventria.co.uk.

• We keep a minimal suppression list to honour opt-outs.

13) Careers (applicants)

When you apply for a role:

• We process your CV, cover letter, interview scheduling, references (if provided), and eligibility/RTW confirmations.

• Lawful bases: contract (to take steps at your request), legitimate interests (to manage recruitment), legal obligation (e.g., right-to-work checks).

• Retention: normally 12 months after the process ends if not hired, unless you consent to longer for talent-pool purposes.

• Sharing: with essential recruitment tools or background-check providers (where lawful and notified); we do not sell applicant data.

14) Third-party links

Our website may link to third-party sites (e.g., partners, social media). We’re not responsible for their privacy practices, so please review their policies.

15) Children’s data

Our website and services are intended for adults in a professional context (landlords, agents, property managers, universities). We do not knowingly collect children’s personal data via the website.

16) Changes to this policy

We may update this policy from time to time to reflect changes in law or our practices. We’ll post the new version here with an updated “Last Updated” date. Significant changes may be highlighted on the site.

17) How to contact us

Haventria Technologies Ltd
Email: compliance@haventria.co.uk
Phone: +44 7353 999 553
Address: 128 City Road, London, EC1V 2NX, United Kingdom