Privacy notice
Version 2026-11
Draft for legal review. This version is not yet in force, and text in square brackets is still to be decided.
Who we are
Everplace is run by [registered company name], a company registered in England and Wales (number [company number]) whose registered office is at [registered office address] ("Everplace", "we", "us"). We are registered with the Information Commissioner's Office ([ICO registration number]). Contact us about privacy at [privacy contact email].
If you rent, own or repair a home managed in Everplace
Letting agencies and landlords use Everplace to manage homes. If you are a tenant, applicant, guarantor, landlord or contractor, the agency or landlord you deal with decides how your information is used and is responsible for it; we handle it for them. Their privacy notice explains what they do, and they are who to ask to see, correct or erase your information. If you contact us, we will pass your request to them.
What we collect about people who use Everplace
- Your name, email address and sign-in details, and the organisations you belong to.
- Records of what you do in Everplace (the audit log), and technical logs such as your IP address and browser, kept for security.
- For organisations that pay us: billing contact and payment details, handled by Stripe.
- What you send us when you ask for help.
Why we use it, and our lawful basis
We don't sell personal information or use it for advertising.
| Purpose | Lawful basis |
|---|---|
| Providing your account and the service | Contract, or our legitimate interest in providing the service to the organisation you work for |
| Keeping Everplace secure and finding faults | Legitimate interests |
| Billing, accounts and tax records | Contract and legal obligation |
| Emails about your account and changes to the service | Contract and legitimate interests |
Who we share it with
Only the providers we use to run Everplace, listed on the sub-processors page, and anyone the law requires us to share it with.
Outside the UK
Some providers are in the United States. Transfers are protected by the UK Extension to the EU-US Data Privacy Framework or the UK International Data Transfer Addendum. [Confirm for each provider.]
How long we keep it
- Account details: while you have an account, and [12 months] after it closes.
- Billing records: six years, as tax law requires.
- Security logs: [90 days].
- The audit log: as long as the organisation's records are kept, because it is part of them.
Your rights
You can ask to see the information we hold about you, and ask us to correct it, erase it, restrict or object to how we use it, or give you a copy to take elsewhere. Email [privacy contact email]. We will reply within a month.
If you are unhappy with how we have handled your information, you can complain to the Information Commissioner's Office at ico.org.uk or on 0303 123 1113.
Changes
We will update this notice when how we use information changes, and show the date of the latest version at the top.