Privacy Policy

Last updated: 29 September 2026

Checkbox Property Care Limited ("we", "us", "our") respects your privacy. This policy explains what personal information we collect, why, and what your rights are.

1. Who we are

We are Checkbox Property Care Limited, company number 16683768, registered office 68 St. Helens Gardens, London, England, W10 6LH. We are the controller of the personal information described here. We have registered with the Information Commissioner's Office (ICO).

Contact us about your data at support@checkboxpropertycare.com.

2. What we collect

• Your name, address, phone number and email address.

• Details about the property and the job, including access information such as keys, entry codes and alarm details.

• Photos and video taken during inspections, cleans and repairs.

• Messages you send us by WhatsApp, email, phone or our website forms.

• Payment records, such as the amount, date and invoice. Card payments are handled by Stripe, and we never see or store your full card details.

3. How we use it, and why

• To carry out the job you booked, including scheduling, access and reporting. Legal basis: performing our contract with you.

• To invoice you and keep financial records. Legal basis: performing our contract, and our legal duty to keep accounting records.

• To reply to your enquiries and deal with complaints. Legal basis: our legitimate interest in running the business, and performing our contract.

• To send appointment reminders and job updates by WhatsApp, SMS or email. Legal basis: performing our contract.

• To keep inspection reports, photos and video so that later inspections can be compared with earlier ones. Legal basis: our legitimate interest in giving you a consistent service, and performing our contract.

We do not send marketing messages, and we do not sell your information.

4. Drone and camera footage

Drone inspections record the property being inspected. Footage may sometimes capture neighbouring properties or passers-by. We only record what is needed for the inspection, and we will delete or blur anything else on request.

5. Who we share it with

We share information only where needed to provide the service:

• Subcontractors, such as cleaners or tradespeople, who need job and access details to do the work.

• Service providers that host or process our data: Airtable (our customer records), Hostinger (our website), Twilio and WhatsApp (messaging), and Stripe (payments).

• Authorities or advisers, where the law requires it.

6. Transfers outside the UK

Some of these providers, including Airtable, Twilio and Stripe, are based in or use servers in the United States or elsewhere outside the UK. Where this happens, we rely on safeguards such as approved contract terms or the UK's data bridge arrangements, so that your information stays protected.

7. How long we keep it

• Inspection reports, photos and video: 3 years.

• Customer and job records, and invoices: 6 years, as required for tax and accounting.

• Enquiries that do not lead to a booking: 12 months.

After that we delete or anonymise it.

8. Cookies

Our website uses only essential cookies, which the site needs to work. We do not use analytics or advertising cookies.

9. Keeping your information secure

We protect your information with strong passwords and two-factor sign-in, and we limit access to people who need it to do the job. Keys and entry codes are kept securely and returned after the job.

10. Your rights

Under UK data protection law you have the right to:

• see the personal information we hold about you;

• ask us to correct it;

• ask us to delete it, or restrict how we use it;

• object to how we use it;

• ask for a copy of it in a portable format.

To use any of these rights, email support@checkboxpropertycare.com. We will reply within one month.

If you are unhappy with how we handle your information, you can complain to the ICO at ico.org.uk or on 0303 123 1113. We would appreciate the chance to put things right first.

11. Changes to this policy

We may update this policy from time to time. The latest version is always on this page, with the date it was last updated.

When you've pasted both in, moved the links to the footer and published, tell me and I'll check /terms and /privacy on the live site. When your ICO number arrives, send it over and I'll give you the one line to add.